[ADXA] Question ADXA Annual Conference

[w5znjoel at gmail.com]

Hi John,

 

Thanks for asking these two questions and allowing me to provide some background info.

 

Special rates – for the first three years when we “restarted” an annual conference I arranged for special room rates in the hotel contract but only a couple of folks took advantage of the arrangement as others were able to secure a better rate, either an AARP or some other special rate they were afforded. As a result we were unable to meet a minimum room contract commitment for our special rate. Since we’re a small event, we were not able to have the hotel block all other available rates similar to what larger events (like Central States VHF Conference you’re familiar with) will do. So, I stopped having a special rate worked into the contract. The Wyndham did voluntarily include 5 rooms for us this year at $119/night that is not a hard commitment so you can check the following to see if this is available and a better rate than you can arrange on your own Book Your Room at Wyndham Riverfront Little Rock <https://www.wyndhamhotels.com/wyndham/north-little-rock-arkansas/wyndham-riverfront-little-rock/overview?checkInDate=11%2F13%2F2026&checkOutDate=11%2F15%2F2026&groupCode=111326ARK&utm_source=chatgpt.com> 

 

Friday Evening – I did not arrange for a Friday hospitality room this year. In past year’s I have however, that comes with a significant additional cost and work load for someone to arrange. Last year the Friday turnout was extremely disappointing, especially from the local NW Arkansas group where only 3 stopped by. Arranging for a “hospitality room” on Friday evening costs between $350-$400 and someone must also organize and purchase snacks and drinks. In the past Pat VY, Sunnye, and Kim took care of this but it’s a lot of extra work. I like having a room available Friday evening and initially arranged for one this year but just could not justify the extra cost of the room. If someone wants to volunteer to be in charge of a Friday hospitality room, purchase (out of their pocket) and pickup snacks and drinks, and organize the room we can look at having something available but then we need to figure out how to cover the additional cost of the room. So far only three people have indicated an interest in something for Friday night. This year Pat and Sunnye are not able to support this and frankly Kim and I have already expended considerable time organizing the conference. If a Friday evening social time is desired, which would be very good, then someone needs to step up and volunteer to organize it.

Just so everyone understands the cost involved for a conference, our objective is to keep the registration fee at $50 or less based on a minimum paid attendance of 50, which we have been able to do since we restarted our annual conference several years ago. Everyone must understand this is because we have had a few individual members donate money to ADXA specifically for the conference that helps offsets the registration cost to attendees. These members are listed as conference sponsors and without that support the registration fee would have been $75 based on a minimum paid attendance of 50. Each year I prepare a budget and look at the cost, then make adjustments as needed to meet the above registration fee objective and hope 50 people pay to attend. The conference is organized as a stand-alone event and does not use any membership dues. Membership dues are reserved exclusively to sponsor DXpeditions.

 

Our annual conferences have been highly successful with some very high-profile people as our special guest. I am very excited about our annual conference and the ADXA folks seem to enjoy it very much but it does not materialize on its own. It takes a considerable amount of time and money to organize and execute.

 

73 Joel W5ZN

 

From: adxa-bounces at mailman.qth.net <adxa-bounces at mailman.qth.net> On Behalf Of John Evans via ADXA
Sent: Monday, October 12, 2026 6:53 PM
To: adxa <adxa at mailman.qth.net>; ft8obsessed at gmail.com
Subject: [ADXA] Question ADXA Annual Conference

 

Is anyone coming in on Friday for the conference.  Are there special rates for ADXA Members at the Wyndham Riverfront Hotel.

 

-John

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