Think Jasper is too expensive? Here are the facts.

The Alberta Library Conference Planning Committee sometimes receives letters regarding the cost of holding the conference at Jasper Park Lodge. In order to make an informed decision about moving the venue for the Conference, information was gathered a couple of years ago to determine how much the Conference would cost if it was held in another location.

On average, 700 to 900 delegates, speakers, exhibitors, and guests attend the ALC. In order to maintain the integrity of the Conference, a site would have to house, feed, and comfortably provide meeting space for this large group. This narrows down the choices of location considerably, leaving Calgary, Edmonton, and Banff as the only suitable sites.

In the contract with ALC, Jasper Park Lodge includes the provision of free meeting space, minimal charges for coffee breaks and exhibit space, and no charge for changeovers between sessions. Audiovisual equipment is provided at reasonable rates. Also, since the ALC is held before the summer tourist season begins, attendees are eligible for reduced rates for accommodation.

Quotes for meeting space in the major centres range from $20,000 to $40,000. In these centres, there is also a charge of a half again the meeting room charge for handling the set-up of a meeting room, i.e., from lecture style to round tables.

The survey showed that accommodation rates between Jasper Park Lodge and other hotels were comparable. When comparing the rates at JPL to other hotels, it is important to remember that the JPL rates include three buffet meals a day as well as gratuities (tips for meals, etc.). After removing these charges, the Fairmont room rate was $102/night when this comparison was made. Hotels around the conference centres in Calgary, Edmonton and Banff ranged from $120 to $300 per night, also excluding gratuities and meals. Meal costs were comparable in price but not in style. Meals at JPL are buffet style, giving delegates many choices while costs for meals quoted in major centres were for sit-down style, where delegates were served one plate from a pre-selected menu.

Given all the financial factors and using the lowest quotes as comparison figures, holding the ALC in Calgary, Edmonton or Banff would cost approximately $40,000 more than holding it in Jasper. This figure includes the costs that would have to be passed on to the delegates including meeting space, meals, display rental area costs, display tables and draping, coffee breaks, and room change-overs. These costs would have to be added to the conference registration fee for all delegates, regardless of whether they were staying in a conference hotel or seeking accommodation elsewhere.

It is equally important to keep in mind the non-financial considerations involved in holding the Conference at JPL. The ALC is considered one of the most successful and popular library conferences in Canada due to the networking potential provided by a venue that keeps all attendees together. Conferences held in major centres become splintered as delegates take accommodation all over the city.

Recent LAA surveys have shown an overwhelming desire to keep the annual conference in Jasper.

Christine Sheppard, ALC Treasurer/Local Arrangements