Changes to Mandatory Club Convention Fee
We heard the feedback many of you shared regarding the cost of the Mandatory Convention Club Fee, and the board has approved important changes designed to significantly reduce the financial burden on clubs. Changes were also made to the General Business Meeting itself.
These updates are the result of ongoing conversations with clubs and leaders across the federation, particularly around financial accessibility and participation in governance.
General Business Meeting Timing Change
The board approved a change to the timing of the General Business Meeting. Moving forward, the General Business Meeting will be held before the official kickoff of convention.
This adjustment more clearly separates governance-related costs from the broader convention-related expenses while also improving transparency in how those expenses are allocated and accounted for.
Mandatory Convention Club Fee Discontinued
The board also approved discontinuing the Mandatory Convention Club Fee. In its place, a new Biennial Federation Club Assessment will be implemented to cover the direct and indirect expenses associated with conducting the General Business Meeting.
By separating governance-related expenses from broader convention programming costs, clubs will be assessed only for expenses directly tied to the General Business Meeting. These costs include, but are not limited to:
Event Production, including audio/visual services, rigging, pre-production, vendor accommodations, transportation, and meals.
Interpretation services and equipment, including accommodations, meals, and transportation for interpreters and support teams.
Registration vendor services, including event registration platform, website, mobile app, on-arrival solutions, and support staff.
Translation services for the event website, registration platform, and key communications.
Professional services, including scriptwriting, entertainment, security, transportation, and keynote speakers.
Expand Access Through Virtual Participation
Historically, the Mandatory Convention Club Fee included one complimentary delegate registration for convention to encourage participation in the General Business Meeting. However, clubs that were unable to send a delegate expressed concern about contributing toward expenses associated with an in-person experience they could not attend.
Providing delegates with the option to participate virtually directly addresses this concern while helping ensure all clubs can continue to be represented in the organization’s governance process, regardless of financial or travel limitations.
Expected Cost Reduction
These changes are expected to substantially reduce the financial burden on clubs. Current projections suggest the new structure may reduce overall costs by at least 50 percent compared to the previous Mandatory Convention Club Fee, with the anticipated assessment to fall within the range of $350-$400 USD.
As we continue refining the budget for the 2028 convention, we will share additional details regarding the Biennial Federation Club Assessment, including the final assessment for clubs. This communication will be sent as early as possible to help clubs plan and budget accordingly.
If you have any questions regarding these changes, please email us at siahq@soroptimist.org.
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