Choosing the host city for our annual Conference & Bookfair is one of the most complicated projects AWP undertakes, and we’d like to share some insight into the process.

The first thing we consider when selecting a new conference host city is region. The conference travels from region to region to serve as many writers as possible who live in different parts of the country. We understand not everyone is able to travel to the conference each year, and some may only be able to attend when the conference is hosted in their region.

The AWP board and conference staff have continued discussion about where to host the conference, especially when it comes to states with a history of police brutality and problematic policies on a variety of issues like gun control, book banning, LGBTQIA+ discrimination, abortion access, or any policy antithetical to AWP’s inclusive mission. When AWP books cities in states with problematic and harmful policies, our goal is not to support the state governments but rather to support the communities of writers who must exist under those conditions. These communities need support, perhaps even more than communities with more progressive politics. Conferences held in these conservative states are not as well-attended and often do not break even financially, but we understand supporting these communities is central to AWP’s mission.

Once a region is determined, the AWP steering committee and conference staff determine a list of cities that would be a good fit for the conference. A few items we consider early in the process when selecting a city:

• Literary culture in the city, including the independent bookstore landscape, university systems supporting MFA programs, community-based literary organizations, and active public library system;
• Convenience and cost of travel to the city by plane, train, or bus;
• Convention center and hotel infrastructure large enough for our bookfair and meetings schedule, in addition to an adequate number of hotel rooms;
• Affordability of the city in terms of hotels, restaurants, and public transportation;
• Accessibility and accessibility services throughout the city for visitors with disabilities;
• City culture and climate, including policies and processes for environmental sustainability and for services for marginalized and historically underserved groups.

The Director of Conferences will then reach out to each city’s convention & visitor’s bureau and our national sales contacts at Marriott and Hilton to inquire about available dates and more information about the city. The CVBs will put together a bid that outlines all features and costs associated with booking their city for the conference, including rent for the convention center, the hotel, and the discounted attendee room rates.

There are some cities like New York City, Chicago, or Los Angeles where we would love to have a conference, but these locations are often far too expensive for us to host our conference there without passing that financial obligation onto our attendees. Hotel room rates in these cities might be as high as $350+ per night. The cost to rent the convention center alone could be $200,000 or more. There are times when the CVB or the city itself can provide financial assistance, or they may have a gap in their event schedules, and that is when AWP can make these higher-cost cities work, though it is rare. We try to get the best deal from our partner cities so that we can continue to keep the conference as affordable as possible, both for AWP and its attendees.

AWP considers the region and state, but the most paramount is city selection. The city is a direct partner to AWP and its attendees. In 2015, when we chose the Midwest for 2021, we selected Kansas City very purposefully. It is a city with rich literary history, progressive politics, and a commitment to inclusion, even as its state legislature imperils these values. Even in more progressive states, we still have encountered issues. No city is perfect. We do our best, however, to do our due diligence about the city and state before booking.

AWP staff also conducts site visits of the venues we are considering to learn more about the city/venue management and infrastructure, in addition to city culture and related services. Once all site visits are complete, the conference staff will compare the overall packages of each city and in consultation with the board of directors, make the final determination.

We are looking forward to announcing the 2025 and 2026 cities soon!