Hotel negotiations are usually handled by the Local Arrangements Chairperson and the ICASSP General Chairperson. This is a matter that receives close scrutiny from the Conference Board. The conference hotel or convention center should be selected on the basis of how well the facilities match the ICASSP space requirements for technical sessions, exhibits, receptions, meetings, and dinners. Obviously the space available must be large enough, but it also must be able to be configured so that the locations of the exhibits, lecture sessions, poster sessions, and lounge areas promote interaction.
Although the Conference Committee negotiates the contract with the hotel, no one on the Conference Committee has authority to sign the contract for the Society. The contract must be submitted to the Conference Board for approval, after which an authorized society officer (usually the Treasurer) will sign on behalf of the Society. Before negotiations are complete, submit the draft contract to the SP Society Executive Officer for suggestions. We have found that a list of suggested changes (in our favor) submitted by the Executive Officer on official stationery usually results in some favorable changes to the contract.
Additional advice on negotiating a contract may be found in the appendix of this guide, and in the IEEE Technical Meetings Organization Manual.