Coccidioidomycosis Study Group

The Coccidioidomycosis Study Group welcomes expressions of interest from institutions, departments, and regional partners interested in hosting a future Annual Meeting.

Hosting offers an opportunity to bring clinicians, researchers, public health professionals, trainees, and other experts in coccidioidomycosis to your institution and community. Local hosts play an important role in creating a welcoming environment, supporting meeting logistics, and highlighting regional programs, research, and collaborations.

Upcoming Meeting Dates

Annual meetings are traditionally held on a Friday and Saturday in April.

Dates currently available for consideration:

• 2028: April 7-8
• 2029: April 13-14 or 20-21
• 2030: April 5-6 or 12-13
• 2031: April 4-5

Additional future dates may be considered in consultation with the Coccidioidomycosis Study Group leadership.

Basic Hosting Requirements

Proposed meeting locations should be able to accommodate the following:

Meeting Space Requirements

Proposed meeting venues should be able to accommodate the following:

General Session Space

• Seating for a minimum of 225 attendees in a classroom or theater-style configuration
• Meeting room availability on both Friday and Saturday in April
• Space for registration, sponsor/exhibitor displays, meal functions, and networking
• ADA-compliant facilities with accessible entrances, seating, restrooms, and presentation areas
• Availability for meeting setup prior to the start of the conference and teardown following the meeting

Breakout Rooms

Depending on the program, the venue should have one or more breakout rooms available for activities such as:

• Committee and Board meetings
• Working group discussions
• Small educational sessions or workshops
• Speaker ready room or presenter preparation space
• Trainee or mentor gatherings, as needed

Poster Session Requirements

The Coccidioidomycosis Study Group Annual Meeting includes a scientific poster session that is a central component of the conference.

Preferred venues should provide:

• A dedicated poster presentation area that encourages attendee interaction
• Adequate space for poster viewing, networking, and refreshments
• Sufficient lighting and aisle spacing to comfortably accommodate attendees
• Access to electrical service if future poster presentations include digital components

Hosts should also identify options for obtaining or renting poster display boards. The meeting typically requires poster boards capable of displaying standard scientific posters (generally up to 36" × 48"). The host is not expected to own these boards but should be able to recommend or facilitate local rental resources.

Audiovisual Capabilities

At minimum, the meeting venue should provide:

• Professional projection and presentation capabilities
• Large projection screens or LED displays visible throughout the meeting room
• Podium microphone plus wireless handheld microphones for audience questions
• Reliable, high-speed internet access
• Onsite audiovisual support throughout the conference
• Presentation management capabilities, including the ability to preload PowerPoint presentations
• Appropriate lighting and sound controls for scientific presentations

Additional audiovisual requirements may be identified as the program is developed.

Hotel and Local Infrastructure

The host community should have sufficient nearby infrastructure to support attendees, including:

• Hotels within a reasonable distance of the meeting venue
• A range of lodging options and price points
• The ability to establish one or more group room blocks
• Restaurants and dining options nearby
• Transportation options between hotels, the venue, and the airport
• Appropriate parking or local transit access
• Opportunities for an optional networking dinner or related social event

Airport Access

Locations with convenient air travel access are strongly preferred.

Ideally, the host location should offer:

• An airport with dependable commercial service
• Reasonable flight connections from major U.S. cities
• Straightforward transportation between the airport, hotels, and meeting venue
• A location that allows attendees to arrive and depart efficiently for a Friday–Saturday program

Departmental and Institutional Support

A successful meeting requires an engaged local host team. The sponsoring department or institution should be prepared to provide appropriate local support, which may include:

• Identifying a local meeting lead or host committee
• Assisting with venue selection and institutional coordination
• Helping secure meeting space and local services
• Coordinating with campus, hospital, or facility departments
• Supporting local promotion and outreach
• Identifying regional speakers, partners, sponsors, or collaborators
• Assisting with recommendations for hotels, transportation, dining, and networking activities
• Providing onsite volunteers or staff support, as available
• Helping resolve local logistical or institutional requirements

The Coccidioidomycosis Study Group will work collaboratively with the local host to establish responsibilities, timelines, and expectations.

What to Include in a Hosting Proposal

Institutions interested in hosting a future meeting should be prepared to provide information that includes:

• Proposed meeting year and April date options
• Name of the hosting institution and department
• Primary host and contact information
• Proposed meeting venue
• Seating capacity and room configuration
• Friday and Saturday availability
• Preliminary audiovisual capabilities
• Nearby hotel options and estimated room availability
• Distance from the nearest commercial airport
• Local transportation considerations
• Description of departmental and institutional support
• Potential locations for meals, receptions, or networking events
• Any distinctive regional, institutional, clinical, or research opportunities that may enhance the meeting

Formal contracts or financial commitments are not required during the initial expression-of-interest stage.

Hosting Considerations

Preference may be given to proposals that demonstrate:

• Strong local leadership and departmental support
• A meeting space appropriate for at least 225 attendees
• Convenient hotel and airport access
• Reliable audiovisual and technical resources
• Availability on a Friday and Saturday in April
• A reasonable overall cost for attendees and the organization
• Opportunities to engage local clinicians, researchers, trainees, and community partners
• A location that expands the geographic reach and visibility of the Study Group
• Preference will be given to venues that provide flexible meeting space capable of supporting plenary sessions, breakout meetings, scientific poster presentations, sponsor engagement, and networking activities within a convenient and walkable conference footprint.
  

Interested in Hosting?

We encourage interested institutions to begin the conversation early. Hosting locations are often considered several years in advance.

To submit an expression of interest or request additional information, please complete the interest form here: https://form.jotform.com/CocciStudyGroup/annual-meeting-host-site-proposal

Questions? Please reach out to us!

Coccidioidomycosis Study Group
Tricia Long
Support@coccistudygroup.org
615-587-0081 (direct number)