HostVenue Host Venue
Education. Vendor Connections. Networking.
USAbout About
The Association of Aquatic Professionals is the industry’s leading organization for aquatic professionals. Among its primary focus, AOAP strives to promote coordination and cooperation between all aspects of the industry: programming, management, operation and maintenance and facility design.
In addition to providing the premiere industry event, AOAP provides ongoing educational and networking opportunities, facilitates industry connections, provides water safety education content, and distributes grants to member organizations.
AboutOur AboutOur
MEMBERS
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With over 1,000 members from across North America, AOAP members represent the people in your community who keep pools safe, train and manage lifeguards, teach kids to swim, coach youth and adult swim teams, maintain facilities, run special events, and promote drowning prevention efforts. Most importantly, however, they provide safe spaces that help bring people together and build the fabric of their communities.
Municipal Aquatics & K-12 and Collegiate Aquatics & Athletics
CONNECTION AHistoryof AHistoryof
Founded in 2011, AOAP has connected aquatic professionals, industry partners, and advocates through its annual conference since 2012, creating a premier gathering focused on education, innovation, and the advancement of the aquatic profession. Proudly hosting 140 attendees at our first event, our 2026 event showed a tenfold growth with over 1,500 attendees from around the world, over 125 education sessions, more than 120 vendors, and award-winning keynote speakers.
Bythe By the
Venue Venue
REQUIREMENTS
In addition to over 100 educational sessions offered and engaging general sessions, attendees have the chance to visit with 120 exhibitors in the Expo Hall And with buying power right there in front of them, vendors make meaningful connections We work hard, and then we play hard! Monday night is a warm-up to the All-Conference Social on Wednesday - a great place to get to know other professionals in the industry
Seeking Proposals for 2032
Dates Dates
Conference is typically held during the first part of February, and we are flexible within these days.
Typical Conference Pattern (Saturday - Saturday)
Pre-Conference Saturday - Sunday
Registration Access Saturday - Thursday
Core Conference Monday - Thursday
On-Site Social Monday Evening
Expo Tuesday - Wednesday
Post-Conference Thursday - Saturday
Guest Rooms Guest Rooms
Guest Room Requirements
The Association of Aquatic Professionals (AOAP) requires a guest room block sufficient to accommodate conference attendees, exhibitors, speakers, staff, and volunteers
Historical pickup data is provided below for planning purposes. AOAP continues to experience conference growth and reserves the right to increase the room block as attendance projections warrant
Conference Rate Availability
The contracted conference rate shall be available to attendees for up to three (3) days.
prior to and three (3) days following the official conference dates, based on hotel availability.
Rate Integrity
The AOAP conference rate shall be the lowest publicly available rate offered by the hotel during the conference period. If lower rates become available through public channels, the hotel shall make reasonable efforts to honor the lower rate for conference attendees
AOAP reserves the right to review reservation activity to ensure all eligible room nights are credited toward the conference room block.
Government and Per Diem Rates
Hotels are encouraged to provide government or per diem rates, when available, for qualifying attendees Proposals should clearly identify any restrictions or limitations associated with these rates
Room Block Growth
AOAP reserves the right to increase the room block based on registration trends The selected hotel should demonstrate the ability to accommodate growth beyond the minimum room block requirements whenever possible
Rebates and Incentives
AOAP welcomes proposals that include guest room rebates, room night credits, complimentary room programs, or other incentives Any proposed rebates or concessions should be clearly outlined in the proposal response.
Hotels should also identify any complimentary room ratio (e.g., 1 per 40 rooms picked up), suite upgrades, hospitality suites, executive suites, or other room concessions available to AOAP
Staff Accommodations
The following complimentary or discounted staff accommodations should be included in the proposal:
Executive Director (Thursday prior to conference through Sunday following conference)
Assistant Director (Thursday prior to conference through Sunday following conference)
Operations Manager (Friday prior to conference to Saturday following conference)
Additional Staff / Volunteers as negotiated
Meeting Space Meeting Space
General Session
850 Capacity (Rounds)
Breakouts (Monday - Thursday)
12 Rooms with 140+ Capacity Each (Classroom)
4 Rooms with 120+ Capacity Each (Classroom)
2 Rooms with 40+ Capacity Each (Rounds)
Registration
Dedicated registration area available (Saturday - Saturday)
Storage
Lockable storage rooms
Pre-Conference
Small Ballroom (Saturday & Sunday)
8 Breakouts (Sunday)
1 Board Room (Sunday)
Post-Conference
8 Rooms (Friday)
3 Rooms (Saturday)
Expo Hall Expo Hall
150 10' x 10' Booths
Full Service Convention Services
Space for food stations, cash bar and seating
Additional space for silent auction activities
Food & Beverage Food & Beverage
Sunday
Continental Breakfast for 40
Light Lunch for 40
Dinner with 1 Hour Full Bar for 40
Monday
Cash Bar for 400+ (7:30 - 10:30 p)
Tuesday
Buffet Dinner & Cash Bar for 650+
Wednesday
Lunch Buffet for 700+
Dinner Buffet & Cash Bar for 800+
Thursday Dinner for 70+
Friday Lunch for 70+
Saturday
Continental Breakfast for 70+
**These are tentative and based on previous years’ events. F&B may be changed, added or removed
REQUIREMENTS submission submission
To be considered for the 2032 AOAP Annual Conference, interested properties shall submit a written proposal that addresses the following areas. AOAP reserves the right to request additional information, conduct interviews, and perform site visits as part of the evaluation process
Property Overview
Provide a brief overview of the property, including:
Hotel ownership and management company
Number of guest rooms and suites
Meeting and event space inventory
Recent renovations or planned capital improvements
Distance from the nearest major airport
Transportation options available to attendees
Guest Room Accommodations
Describe your proposed guest room package, including:
Proposed conference room rate(s)
Availability of conference rates three (3) days prior to and three (3) days following the event
Government or per diem rates, if available
Complimentary room ratios
Suite upgrades and complimentary suites
Staff room accommodations and concessions
Any guest room rebates, credits, or incentives available to AOAP
Meeting and Event Space
Describe how the property would accommodate AOAP's meeting space requirements, including:
General session space
Educational breakout rooms
Board and committee meeting rooms
Registration and conference operations space as well as storage areas
Exhibit and trade show space
Please include floor plans and capacity charts.
Food and Beverage Program
Provide information regarding:
Food and beverage minimums
Service charges and applicable taxes
Catering menus and pricing structures and flexibility in menu customization
Cash bar policies
Accommodations for dietary restrictions and special requests
Please describe any unique food and beverage experiences that would enhance the attendee experience.
Conference Services and Event Support
Describe the property's conference services team and support structure, including:
Event management staffing and on-site operational support
Pre-conference planning support
Audio/visual policies and capabilities
Convention services including shipping / warehouse capacities
Internet and connectivity services
Registration area support
Please include examples of how your team has successfully supported conferences of similar size and complexity.
Sustainability and Environmental Stewardship
AOAP values responsible event management practices and seeks partners committed to environmental sustainability
Please describe:
Sustainability initiatives implemented at the property
Waste reduction and recycling programs
Food waste mitigation efforts
Water conservation practices & energy efficiency initiatives
Sustainable sourcing practices
Any certifications, awards, or environmental recognition received
Include examples of how these initiatives can be incorporated into the AOAP conference experience
Signage, Branding, and Wayfinding Opportunities
Describe the property's available signage and branding opportunities, including but not limited to:
Digital signage capabilities
Lobby and common-area displays, video walls and digital directories
Exterior branding opportunities
Temporary signage locations and wayfinding support
Printing services available on-site
Please include photographs or examples of signage opportunities where available
Accessibility and Inclusion
AOAP is committed to creating an inclusive and welcoming conference experience for all attendees. Accessibility, belonging, and equitable participation are important considerations in site selection. We invite properties to share information about accessibility features, inclusive practices, staff training, and accommodations that support diverse attendees
Added Value and Partnership Opportunities
Please identify any additional concessions, enhancements, sponsorship opportunities, destination partnerships, attendee experiences, or unique amenities that would distinguish your proposal.
AOAP welcomes creative ideas that enhance attendee engagement, support conference growth, and strengthen the overall conference experience
References
Provide at least three references from associations, professional organizations, or conferences of similar size and scope that have utilized the property within the past five years
Please submit all proposals electronically to Kirsten Barnes at kirsten@aquaticpros.org.
