Why did VSS initially decide to look at alternative sites to the Tradewinds in Florida?

Due to requests from a significant proportion of our members, who expressed concerns about safety due to recent changes in Florida laws regarding education, abortion rights, race and gender expression.

What years are we considering holding VSS ‘off-site’ from the TradeWinds”?

Due to existing contractual constraints with the TradeWinds, the first potential off-site year for the conference will be 2027. If successful, we may adopt an alternating model (2027, 2029, 2031, and so on).

Is the decision to alternate sites permanent?

No, the decision is not permanent. We are committed to exploring alternatives for 2027, but future decisions will depend on feedback from the VSS community. If a strong preference emerges for staying at the TradeWinds permanently or leaving it entirely, we will reassess.

What are the main constraints for choosing a venue?

The primary constraints, in no particular order, are:

• Environmental and Transportation Costs: Venues must be in close proximity to a major airport with direct national and international flights.
• Conference Expenses: These include hotel room costs, food and beverage minimums, and meeting space fees.
• Safety: This includes both crime statistics, and the political climate, specifically regarding inclusiveness and attendee safety.
• Weather: While VSS meets outside the main hurricane season, we must consider the potential impact of hurricanes on venue availability. For example, the TradeWinds was seriously damaged following two hurricanes in Fall 2024.
• Conference Size: With approximately 2,000 attendees, our conference size presents a unique challenge. Our group is too large for many hotels with meeting spaces to host comfortably. It is also too small for many convention centers, which may result in excessive costs or underutilized space. The venue must strike the right balance while providing a warmth and “personality” that aligns with VSS’s character (casual & friendly). As such, we are most likely looking at a hotel equipped with conference facilities that can accommodate our group size and needs, efficiently and cost-effectively.

What is the VSS Board doing to find an alternate venue?

After the 2024 meeting, the VSS Board formed a sub-committee to evaluate options. This sub-committee is working closely with Shauney Wilson (VSS Executive Director) to investigate sites and negotiate with potential host cities and hotels. 

When will we have a clear idea about viable options?

The VSS sub-committee has thoroughly investigated over 40 potential locations and has narrowed the list to several finalists. Site visits are planned for Winter 2024, and we hope to make a decision by January 2025. 

What locations are currently being considered?

The current short list includes Denver, Seattle, and Boston. Each of these cities was chosen based on a comprehensive evaluation of the key factors listed above (accessibility, cost, safety, inclusiveness, venue suitability, etc.).

What locations are ruled out, and why?

As mentioned earlier, over 40 potential locations have been evaluated reviewed. Below are the primary reasons for excluding some of the most notable options.

Puerto Rico

• Initial Appeal: Puerto Rico was initially considered due to its tropical setting, unique cultural offerings, and the potential for an affordable venue.
• Reasons for Exclusion: Concerns about inclusiveness were raised, and the Island’s infrastructure hasn’t fully recovered from the hurricanes of 2017. 

Europe 

• Initial Appeal: Europe has numerous advantages, including excellent infrastructure, attractive venues, and ease of travel.
• Reasons for Exclusion: The Board is worried that a Spring meeting in Europe could negatively impact attendance for ECVP, typically held in August. This worry was shared by some European members of VSS (note that, ECVP not being linked with a society, it could not be formally consulted).

Canada

• Initial Appeal: Canada offers proximity to the U.S., a politically inclusive environment, and world-class venues in cities like Toronto, Montreal, and Vancouver.
• Reasons for Exclusion: Despite serious consideration, these cities were ultimately ruled out due to high costs, limited availability of suitable venues, and visa challenges for international students studying in the U.S., as well as other international attendees.

Virginia Beach

• Initial Appeal: Virginia Beach was considered as a potential ‘beachy’ alternative to the TradeWinds, with the added benefit of inclusiveness.
• Reasons for Exclusion: Lack of accessibility to a major international airport combined with susceptibility to hurricanes presented too great a risk for long-term planning.

California

• Initial Appeal: California offers international airport hubs, good weather, and a range of cultural opportunities for attendees.  
• Reasons for Exclusion: All quotes received from attractive California locations (Los Angeles, San Diego, and San Fransisco) far exceeded our budget. Also, travel distance posed a challenge for a large proportion of VSS attendees, particularly those traveling from Europe or the Middle East. 

How will the venue change impact registration rates and other meeting costs?

Our current research suggests that any alternative to the TradeWinds will likely result in increased hotel and food costs for both VSS and attendees. These increases could be offset by lower travel costs for some attendees. It is also worth noting that costs at the TradeWinds are expected to rise at rates exceeding inflation over the next several years.

Important dates and deadlines for VSS 2025.

The VSS Student and Postdoctoral Committee (SPC) has created a VSS server on the Discord instant messaging platform to facilitate communication among VSS attendees.

Sharing Accommodations

Are you looking to find roommates to share a hotel room or off-site rental?  Check out the#accommodationchannel.

Sharing Rides

Would you like to share a ride to/from the airport or supermarket?  Check out the#ride-sharingchannel.

Sharing Childcare

Are you a parent looking to share childcare with other parents at VSS?  Check out the#childcare-privatechannel. 

For security, this channel is private.  To join it, send a direct message on Discord to @VSSmoderator

Getting to know the VSS community

Would you like to network with people from VSS community organizations?  Check out channels for#fovea for the Females of Vision et al. (FoVea),#visibility(for LGBTQ+ members and allies),#sparkfor the SPARK Society (networking for scientists of color), and#spcfor the Student Postdoc Committee.

How to sign up

Current VSS members and registrants can join the server.  An invitation will be sent to the email address associated with the VSS account for all 2025 registrants and members.  If you do not receive an email today, but would like to join, email for the link.

The VSS Discord server is intended only for the VSS community.  Please do NOT share sign-up information with others or post on public forums (e.g., Twitter/X).  

Information you post is visible to all others who have joined the VSS Discord server.  

Please do not post sensitive information.  For safety, the “childcare” channel has been made private, but still, users of the #childcare-private channel should be careful not to overshare information and should take extended discussions to another medium (e.g., email or text messaging).

Please be respectful.  Communications over Discord will be subject to the VSS Code of Conduct.  Any problematic posts or users will be removed. If problems arise, contact @VSSModerator on Discord or email .