Behind the Scenes—AAFS Conference

As we prepare to launch registration next week for the 2025 AAFS Annual Scientific Conference, we thought it would be helpful to share a few insights into how the AAFS Staff and our team of incredible planning volunteers put together one of the largest forensic science gatherings each year.

How is a location decided?

Because of our size and complexity, the AAFS Scientific Conference location is usually booked at least five years in advance. Using guidance from attendee feedback and the Board of Directors' priorities, our team conducts a multi-month search process, looking at factors such as size, affordability, facility layout, local offerings, safety, and more.

All told, there are nearly 100 points of evaluation used to evaluate and recommend a conference location, which is then reviewed and ultimately approved by the AAFS Board of Directors.

Why does it cost as much as it does?

We are keenly aware of how much it will cost our attendees to participate in the conference each year. From our students to our fellows, we look at a variety of ways to keep the conference as affordable as possible, especially considering tightened professional development budgets and restrictions on travel. 

That being said, there are several factors that directly impact the organization and the conference each year. Expenses for the conference have risen over 50% in the past six years, which means registration fees naturally have also risen. Here are a couple of things to keep in mind about conference costs:

• Costs have risen globally, particularly around food, materials, and hotels
  • One of the biggest factors around conference costs relates to food and beverages. Any given year, our conference looks at issues related to a global rise in food costs, transportation, increasing service fees, and more. Our team works with the sections and the various planning groups to be as creative as possible in providing you with high-quality options without breaking the bank.
  • Hotel prices in general are going up, especially in popular areas across the country. We hear frequently the desire to be in warmer locations for the conference, but often those locations will require hotel rates in excess of $350 per night. We know travel budgets can be tight, so we look to ensure we are partnering with hotels that are affordable while still providing a high-quality stay.
• We are investing in the conference and the attendees
  • If you've been attending the AAFS Conference for a while, you've likely noticed some significant changes in the look, feel, and operation of the program. AAFS Staff have worked hard to improve all facets of the conference experience, from abstract submission, registration, on-site check-in, session rooms, and more.
  • These investments include considerable infrastructure improvements, partnering with the leading service providers in the meetings industry, all designed to make your conference experience one that allows you to focus on the education and professional networking that are consistently rated as a top priority for our attendees.
• Our sponsors and exhibitors help keep costs down
  • As with most scientific conferences, we have incredible support from our exhibitors and sponsors, who help keep the costs down for our attendees. 
  • Be sure to stop by our exhibit hall not only to see the posters and visit vendors offering products and services useful to you in your work, but to also show thanks to our participating companies in keeping AAFS affordable for everyone.
• We have a keen focus on value
  • We know it's a commitment to be away from your offices, home, and families when attending the AAFS Conference. We also know that with travel budgets being reduced, it's important to prioritize events that provide the most value.
  • The value of the conference remains a top priority for the AAFS Staff, Board of Directors, and planning teams. We don't take your participation for granted and want to ensure that you are getting the most from your attendance.
  • Your feedback is important! We use things such as the annual conference survey to ensure we are meeting the needs of our participants, so make sure you complete that each year to help us to continue to improve and offer the best experience possible.

What content will be available in Baltimore?

The 2025 conference theme is Technology: A Tool for Transformation or Tyranny? In line with that theme, content in Baltimore will include sessions exploring:

• How we implement and utilize new technologies appropriately, ethically, and justly in forensic science
• How we balance the interest of probative value and justice/fundamental fairness
• How we communicate with, and educate the judiciary and government entities about the responsible use and implementation of these technologies in the forensic sciences

In addition, we are excited this year to introduce a new track of sessions designed to support our attendees from an individual level in their profession. 

Our program review teams are hard at work finalizing the sessions available for the 2025 event, some of which will be announced starting next week in preparation for the launch of our registration.

Don't forget we are still accepting submissions for YFSF Posters! If you are a student or still new within your professional role and would like to submit a proposal for the YFSF posters, you have until October 1.

What are some of the key priorities of the AAFS Conference?

The AAFS Conference isn't organized simply to host a conference — each year we have key areas of focus on maximizing your experience as an attendee:

• Education: We know education is often the number one reason to attend a conference like AAFS. Each year, we strive to offer the best education through our scientific sessions, case breaks, posters, workshops, luncheons, and more!
• Professional Networking and Support: Our industry is best when we are collaborative and engaging with one another on best practices, common concerns, important issues, and more. We look to facilitate the discussions and interactions that lead to the overall growth and betterment of the forensic profession.
• Resource Access: Many of you are looking for the latest resources, technology, and services to make your jobs easier, more efficient, and to serve the interests of science and justice. Through our exhibit hall and our exhibitor showcase stage, we connect you with the leading companies and organizations offering the solutions you need in your day-to-day work.
• Growth and Support of AAFS: We are, after all, a professional organization supporting and connecting forensic professionals from a myriad of disciplines and from across the world. In addition to the education, networking, and access to the latest resources, the AAFS Conference also allows us to connect directly with you as members to ensure our organization is the leading professional forensic organization, responding to your needs and providing you with the support necessary for success in your work.
• Accessibility and Inclusion: We are a global community, and as such it's important that we ensure the conference is accessible and inclusive to all. Only by having a seat for everyone at the table are we able to fully learn and grow together as a community. One key area of focus for the AAFS Staff over the past several years is a critical look at ensuring we are supporting the various needs of our attendees, including increased attention to dietary needs, resources for mothers and traveling parents, and looking at how our rooms are set up to accommodate individuals with mobility or other concerns. In addition, our annual Diversity in Forensic Sciences reception and education session has continued to see growing success each year as it looks to address industry-wide concerns and trends around diversity, equity, accessibility, and inclusion.
  
  In coordination with the Diversity Outreach Committee and the AAFS Board of Directors, the AAFS Conference is committed to offering a welcoming, supportive, and engaging experience no matter the background or circumstances of our attendees. We invite anyone with specific questions or concerns about accessibility and inclusion at the AAFS Conference to reach out directly to Trey Weaver, Sr. Meetings Manager, at tweaver@aafs.org.

How can I help?

The AAFS Conference is not the work of just 1 or 2 people — it takes a whole team of dedicated individuals to bring together over 3,000 attendees from across the globe for a week of over 900 education sessions, nearly 100 exhibiting companies, meetings, receptions, invaluable discussions, and more. It's only through the collective work of AAFS Staff, our program committees, reviewers, moderators, presenters, volunteers, and more that we can offer high-quality content and connections each year.

We often are asked, "How can I help?" There are several different ways:

• Get involved! We have a variety of opportunities throughout the year where you can help shape the content and goals of the conference. If you're interested in being on the program committee, reviewing abstracts, moderating sessions, or any of the other areas where our volunteers contribute to the planning and implementation of the AAFS Conference, reach out to your section chair or email us at meetings@aafs.org.
• Be a conference volunteer! Our conference could not happen without our dedicated on-site volunteers. From registration support to session monitoring, we rely on volunteers to make the conference the best it can be. For more information, email us at meetings@aafs.org. 
• Recommend an Exhibitor or Sponsor! Do you know of a rockstar company making waves within the forensic community? Help us get them to AAFS 2025! Send their contact information to cmontoya@aafs.org or let them know of our event. 
• Provide feedback! One of the easiest ways to help the conference is simply by providing us with helpful feedback through the post-conference survey. By taking just 10 minutes to answer questions on content, operations, location, and more, you help us as we continue to look forward to enhancing, improving, and sustaining our internationally renowned conference for years to come.

We hope this behind-the-scenes glimpse of the AAFS Conference not only helps you to better understand some of the recent developments, but also gets you excited for what's to come! Save the date for the 77^th AAFS Annual Scientific Conference, taking place February 17-22, 2025, in Baltimore, Maryland. Registration opens next week, so don't miss out on taking advantage of our early-bird pricing.

In the meantime, if you have questions or concerns regarding the AAFS Conference, feel free to reach out to the AAFS Meetings and Education team at meetings@aafs.org. 

Also check out the Frequently Asked Questions about our annual conference.

We'll see you in February!