Host a CoSA Annual Meeting

There are two meeting models and two hosting arrangements. Any combination is possible.

Meeting Model

• Onsite — The primary meeting venue is at a state or territorial archives facility or closely related institutional facility.
• Offsite — The primary meeting venue is outside the archives facility. An offsite meeting may be in the same community as the archives or in another location where the host has meaningful community or organizational connections.

Hosting Arrangement

• Single Host — One CoSA member institution serves as the host.
• Co-Hosts — Two or more CoSA member institutions share hosting responsibilities.

Co-hosting is available for both onsite and offsite meetings.

For example, an institution might host an onsite meeting on its own, co-host an onsite meeting with another institution, host an offsite meeting at a nearby hotel, or co-host an offsite meeting in a location connected to both institutions.

Hosting gives your institution an opportunity to:

• Showcase your archives, staff, programs, and community.
• Connect your staff with colleagues from across the country.
• Highlight the work and value of state and territorial archives.
• Help shape an engaging CoSA Annual Meeting experience.
• Strengthen relationships within the CoSA community.

Hosts and co-hosts provide local knowledge, institutional perspective, and staff support. Depending on the meeting model and hosting arrangement, this may include participating in planning, helping identify local options and activities, providing information about facilities and accessibility, and helping CoSA connect with local partners.

Onsite hosts generally have greater facility-related responsibilities. Offsite hosts generally contribute more through local knowledge and connections to the meeting location.

Co-hosts work with CoSA to determine how responsibilities will be divided based on their respective strengths and circumstances.

CoSA leads the overall planning and administration of the Annual Meeting, including registration, program coordination, budget oversight, sponsorships, and venue and vendor contracting. CoSA retains final authority over the program, budget, venue, and vendors while relying on the host's local knowledge and recommendations.

For more information, explore the full annual meeting host handbook [Coming Soon!].

Finances should not be a barrier to expressing interest in hosting.

CoSA assumes responsibility for approved Annual Meeting expenses and will work with onsite hosts to seek waived or reduced facility charges whenever possible.

Hosts are not required to contribute funds. Voluntary financial or in-kind contributions and cost-saving assistance are welcome but are not expected.

For more information, explore the full annual meeting host handbook [Coming Soon!].

CoSA generally hopes to identify a future host and location approximately 12 months in advance, while remaining flexible when an institution has a particular year that is especially meaningful.

CoSA also seeks to rotate meeting locations over time to distribute the travel burden among members.

Expressions of interest are reviewed on a rolling basis by the Executive Director and Board of Directors.

For more information, explore the full annual meeting host handbook [Coming Soon!].