In consideration of port staff time and resources, in 1993 the Executive Committee created a standing policy recommending that AAPA committees meet outside of the Spring Conference and Annual Convention to the extent possible. Some committees still hold short (1 to 2-hour) meetings during the Spring Conference and Annual Convention, especially if they are planning a seminar or to give a status report on ongoing projects; however, committees are encouraged not to rely on these meetings to accomplish regular committee business.
Technical committees generally meet once or twice a year at times other than the Spring Conference or Convention at a variety of locations. Some meet at port locations, and the host port often sponsors a welcome reception, several of the meals and/or a port tour. Other committees may meet at a hub city that has hotels in close proximity to the airport for easy travel arrangements. Generally the committee chairman, along with AAPA staff, recommends meeting locations and times. The length and format of meetings vary by committee, but committees are encouraged to recognize the purpose of the meeting is to network, share best practices and collaborate on common challenges facing public port authorities. Meetings held outside of the Spring Conference or Annual Convention generally allow for a more comprehensive discussion of committee issues and more networking time.