March 1997

Compiled and edited by Rayna Skolnik

Selecting a site for your next trade or consumer show can be a juggling act.Is there adequate exhibit space? Are there enough hotel rooms?Plenty of flights to make the location convenient for participants? Ampleamenities and attractions to boost participation? Is the city affordable?Safe? To help you evaluate potential sites in the United States and Canada,EXPO has identified and assembled city and facility rankings by nine keycriteria -- not deciding factors, certainly, but, rather, intriguing characteristicsof prospective venues for your next event. Though some rankings hold fewsurprises, others may list destinations you hadn't before considered. Butthese thought-provoking rankings are just a start.

This Site Selection Companionalso presents quick tips and checklists of things to look for when you evaluatepotential sites: Convention and Visitor Bureau (CVB) services to ask aboutin cities of all sizes. A comprehensive facility-evaluation checklist thatyou can customize to suit your needs. Pros and cons of two important alternatives-- second-tier cities and hotel facilities. And guidelines for increasingyour negotiating clout during the give-and-take that can produce a faircontract, whatever facility you choose. You'll find the helpful tips we'veculled from past issues of EXPO now conveniently compiled in one place,making The Site Selection Companion a useful guide you'll refer to often.

Today's CVBs give you instant entree into virtually any show market andconnect you with the right people to get the job done. Knowing how thesehigh-powered bureaus operate, and how to use their newly expanded services,can help you stage a top-notch event in even the most unfamiliar surroundings.

Services that were once available only in major show destinations arenow offered by small- to medium-sized cities as CVBs of all sizes try tobe more full-service. Because shows are a major source of revenue for them,whether in terms of hotel room nights or of dollars spent at consumer shows,CVBs will do whatever it takes to get your business. Here's a sampling ofservices:

• Site selection assistance. When one show manager began searching for new venues, she spread the word, and bureaus from Denver to Dallas and New Orleans to Portland, OR rolled out the red carpet. She visited several sites and at each one was hosted by a liaison from the local CVB. In New Orleans, for example, she visited 20 properties, discussed room blocks, dined at "incredible" restaurants and met event planners who could coordinate extra-curricular activities for attendees.
  
  
• Pre-show promotion. Once you've chosen your show location, ask for CVB help in spreading the word. After the American Academy of Family Physicians (AAFP) selected Dallas for its annual meeting, the Dallas CVB sent its convention services manager (CSM) to the AAFP's meeting the year before to promote the upcoming event. The CSM staffed a 10-by-10 booth where she distributed brochures and maps, answered questions about everything from Dallas weather to her favorite Mexican restaurant, and recorded the names of people who requested more information.
  
  
• Supplier contacts. CVBs make sure you meet florists, hoteliers, photographers and other professionals. "The focus now is on providing customers with information about only the facilities and services they need," says the executive director of one CVB. But, a word of caution: CVBs are member-driven. The hotels, restaurants, attractions and other industry suppliers you're offered still come from CVB membership rolls. Also, because of their neutral position, CVBs rarely recommend one supplier over another.
  
  
• Collateral connections. CVBs will send your potential exhibitors and attendees four-color brochures, maps, fact sheets and directories, usually at little or even no cost.
  

TIP: If you're a show manager seeking bureau assistance, look for a destinationwhere your show will have the most impact. If you're a big fish in a littlepond, the local CVB will go that extra distance to accommodate your event.

Excerpted from "It's a Jungle Out There! Convention & VisitorBureaus Can Guide You Through It," by Michael J. Flynn & LindaKephardt Flynn, EXPO magazine, May 1995

Help for Those Who Help Themselves

Get the most out of your working relationship with the CVB in a cityof any size by keeping these tips in mind:

• Know your show. How many exhibitors do you expect? What are their special needs? How many attendees came to your last show? Did the location affect that number? What off-site events does the show sponsor? The answers will make finding the right city -- and the right CVB to work with -- much easier.
  
  
• Do your own homework. Develop demographic requirements as they relate to your target audiences, talk with other show professionals about venues they've used and visit sites on your own. After you narrow the field, solicit help only from those CVBs whose cities interest you the most.
  
  
• Deliver your specs. Provide the show specifications that CVBs need to link you with the best contacts in their cities. Tell them what suppliers you'll need so they can complete the necessary legwork before you arrive. Get a good fix on the number of room nights your group will take, the probable off-site events you'll generate and the financial impact your event could have on the local economy.
  
  
• Make reasonable requests. Prioritize your wish list, letting CVBs know what you absolutely must have and what could be considered optional.
  

Excerpted from "It's a Jungle Out There! Convention & VisitorBureaus Can Guide You Through It," by Michael Flynn & Linda KephartFlynn, EXPO magazine, May 1995

A detailed checklist of fundamental specifications is essential to conductinga productive site inspection. But it's also important to go beyond suchquantifiable basics as available exhibit space and meeting rooms. Here areother factors to take into consideration before making your final decision:

• First-hand experiences. Even if you are very familiar with a facility, check with show managers who have used it recently. Are any areas being renovated? Have union situations changed? Have local traffic patterns changed?
  
  
• Service-contractor insights. If possible, take your contractor with you on the site inspection. The contractor's familiarity with the facility can
  help with details that save time, trouble and money.
  
  
• Attitude of facility staff. Did they make an attempt to understand your show? Did they ask about your overall objectives as frequently as they asked about their potential revenues?
  
  
• Management concerns. Do you want information on union jurisdictions? Are you concerned about the liability limits you'll be required to carry? Include anything that you want to know about that you won't actually "see" on your inspection.
  
  
• Show-specific needs. Do you have any unusual requirements for power? Storage of exhibit materials? Security? Signage?
  
  
• What-ifs. What happens if power goes down? If there's a fire at 2 a.m.? If the cleaning crew doesn't show up when it should? Is there a call list for senior management, and does the event coordinator have the authority to summon the person who will solve your problem?
  
  
• How it all works. Visit on a busy day, during a big show, to find out if the facility lives up to management's promises and really can meet your needs. Check out such things as the lines in the registration area and at the concessions, and traffic flow in the exhibit halls.
  

Excerpted from "Facility Evaluations," by Scott Gray, EXPOmagazine, May/June 1990

Considering second-tier cities for your event dramatically expands youroptions. But are they the right choice for you? This list of pros and conscan help you decide. But remember: each destination has its own unique characteristics,and this list does not apply in its entirety to every second-tier city.

The Upside

• Second-tiers try harder. You'll get more attention from the CVB, the convention center, hotels and vendors. They appreciate your business and recognize that you have many other cities to choose from.
  
  
• Many costs are lower. You could find better rates for meeting space rentals, hotel rooms, food and beverage, and labor.
  
  
• You're worth more. The economic impact of an exposition is felt more keenly in a second-tier city. And that increases your negotiation power.
  
  
• Your event looks bigger. Filling an entire convention center, rather than one corner of a larger facility, makes your show look more impressive to exhibitors and buyers alike.
  
  
• Labor is less stressful. Many second-tier cities have relaxed work rules that save exhibitors an enormous amount of money and create a more user-friendly environment for your exhibitors.
  
  

The Downside

• Fewer services. One show manager finds that convention centers in second-tier cities don't always have enough tables and chairs for breakout meetings, or can't make signs quickly enough.
  
  
• Limited attractions. Some second-tier cities have less to offer for dining, entertainment and sightseeing. This might be important for shows that are spouse-oriented.
  
  
• Transportation hassles. Although some second-tier cities are served by virtually every major airline, others are less easily accessed by air. This is a special concern for overseas attendees who might need to take connecting flights.
  
  
• Less international appeal. Many international participants are aware of only the largest exposition cities and might consider a show in a second-tier city less important. Also, they might prefer cities with many attractions - for a vacation in addition to the event.
  

Excerpted from "Second-tier Cities," by Jenny Tesar, EXPOmagazine, February 1995

Hotel exhibit space can be an option for both trade and consumer shows.Some hotels have large, dedicated exhibit space and state-of-the-art servicesthat rival those of the best convention centers. Others can turn their ballroomsand meeting rooms into high-quality exhibit space. Some have flexible roomsthat can be converted into exhibit space, but they lack many of the supportservices needed by a show organizer. Keeping that broad spectrum in mind,you can use these guidelines to help determine if a hotel is the appropriatechoice for your event:

The Upside

• Fewer distractions. Because everything and everyone is self-contained, exhibitors and attendees can go directly from their rooms to the program. Show organizers don't have to consider shuttle transportation, attendees are less likely to stray to go shopping or sightseeing if they aren't leaving the building, and networking opportunities are greater when people spend more time in the same building.
  
  
• Simplified contracts. You're dealing with a single entity for exhibit space, room blocks, insurance, catering, audiovisual needs, spouse programs and so on.
  
  
• More bargaining chips. If you're booking rooms and holding food functions, you're bringing in more total revenue and are therefore in a better position to negotiate costs -- including costs for exhibit space, which are frequently non-negotiable in a convention center.
  

The Downside

• Multi-group competition. Simultaneous events are not as segregated as they are in a convention center. This could mean confusion in common registration areas or in lobbies, or crowding in food areas at mealtimes and freight elevators during move-in/move-out.
  
  
• Restricted exhibit space. Hotels are less likely than convention centers to have large, column-free expanses of exhibit space. Also, ceilings are generally lower -- typically, 17 to 23 feet high, vs. 30 to 35 feet in convention centers.
  
  
• Limited utilities. This could be a concern for show managers whose exhibitors consume quantities of electricity, water or compressed air.
  
  
• Awkward move-in/move-out. Hotels typically have limited loading dock facilities, without direct dock access to the exhibit areas. This could mean higher drayage rates. Also, marshaling facilities might be lacking.
  
  
• Exclusive contractors. Some hotels have exclusive or in-house contractors. This could be a problem for show managers who have a contract or long-term relationship with a contractor.
  

Excerpted from "Hotel Shows," by Jenny Tesar, EXPO magazine,March 1994

Space rates are often cast in stone by governmental bodies such as facilityauthorities, city councils, state legislatures or other agencies. If youmanage a consumer show, or a small or regional show, you aren't bookingenough hotel rooms to have much clout in the city. Mega-shows that can fitinto just a few cities, or shows that have rigid schedules, also have littleflexibility. Does that mean that negotiation with the facility is a lostcause for most show managers?

Hardly. The key is learning what to negotiate. Here are some of the areasthat show managers have negotiated successfully. For best results, don'task for them all. Choose the ones that are most important to you, and theones on which you are willing to yield.

• Payment plans. Can the facility reduce the amount of your deposit? Can it adjust the due date to accommodate your organization's fiscal year or marketing budget?
  
  
• Move-in/move-out days. Aim for a time period that is reasonable, given the size and complexity of your show. But don't automatically jump at "free" days. If the facility's schedule gets pressed, and it cuts some of your free time, you won't be compensated. But if you're paying for the time that's cut, your prorated refund can help pay for any overtime charges you incur.
  
  
• Comfort items. Will the air conditioning be turned on during move-in? Will the lights be at full power? Will food-and-beverage service be available during all hours of move-in/move-out? If these are really important to you, you might want to hold firm here and yield elsewhere.
  
  
• Food and beverage. These rates are usually negotiable if you're holding several food functions on site. But go beyond rates. Can you extend the hours that food stands are open, for the convenience of exhibitors working late? What about free coffee and doughnuts for exhibitors on set-up days? Upgraded centerpieces? Extra servers for large food functions?
  
  
• Meeting rooms. This is one of the most flexible areas. If the facility provides ice water only for head tables, request it for all tables. Ask for draped tables, with pencils and note pads. Try for extra rooms for board-of-directors lounge, speaker-prep rooms, press rooms or executive offices. If you are using a large portion of the facility and purchasing substantial food and beverage, ask for a waiver of meeting room set-up charges or the fee for turning a room more than once a day.
  
  
• Safety and health personnel. Can you choose your own provider for on-duty nurses and paramedics? If not, can you negotiate hours or rates?
  
  
• Trash removal. You might be able to negotiate a lower rate if you can demonstrate that your show has low trash output, or if your exhibitors are willing to separate trash for recycling.
  

Excerpted from "Facility Evaluations," by Scott Gray, EXPOmagazine, May/June 1990

Billing errors can wipe out your hard-won negotiation gains. These tipscan help you spot or prevent such errors:

• Have operations people on site who know your budget.
  
  
  
• Insist on a bill before you leave the hall.
  
  
• Don't pay undocumented charges.
  
  
• Before dismantling, walk the show floor with facility personnel and check the usable square footage. Is it really as stated? Should you receive deductions for any pillars and posts? If aisles run through any large block exhibits because of fire regulations, be sure the aisles are deducted from total exhibit space.
  
  
• Create sign-in sheets for all workers contracted through the facility. The sheets help you locate personnel, but also account for hours worked.
  
  
• Send the facility a function manual listing everything you order. Then, have your staff sign off on room set-ups and event orders. If something is delivered that you did not order, alert the facility immediately and head off that charge.
  

Excerpted from "On-site Cost Controls," by Jenny Tesar,EXPO magazine, September 1996

Leveraging your show's value

The greater your show's economic impact, the stronger your negotiatingposition. Be prepared to prove how many dollars will come into the communityand how many businesses will benefit from your event. Assemble figures oneverything from hotel, restaurant, entertainment and shopping expenditures,to facility rent and general and specialty contractor expenses. If you managea smaller show, include even more statistics, totaling small-ticket itemssuch as parking revenues.

Exerpted from "Facility Evaluations," by Scott Gray, EXPOMagazine, May/June 1990