February 2003

Advice from general contractors about selecting the right facility

By Michelle Bruno

Choosing the venue that works best for your show involves many important considerations. Involving your general contractor in the site selection process can reduce potential problems and costs down the road. Here are some tips from the contractor’s perspective when considering venues. 

General concerns
• Invite your general contractor (if chosen) to participate in the site selection process. If they’re already familiar with your show’s requirements, ask them to provide a customized checklist that addresses your specific building needs.
• Consider a multi-year contract to ensure the contractor is familiar with your event and stays in the loop during site selection for subsequent events. If you’re contemplating changing your general contractor, document the specific logistical requirements of your event for use with the next contractor.

Avoiding potential problems
• Weigh the costs of a longer facility rental against higher contractor costs due to overtime and additional labor or equipment needed if you rent the facility for a shorter time, and thus must shorten the move-in or move-out period.
• Look for facilities with ample area to marshal trucks, loading and unloading docks on multiple sides of the building, utility ports uniformly spaced on the exhibit floor or overhead (ideal), large registration areas outside the exhibit hall and minimal columns on the show floor. 
• Will there be other events in the convention center or city that may compete with resources needed for your event?
• What exclusive service contracts are in place with other vendors?
• Ask about labor policies, union jurisdictions and available labor supply at the time of your event. Determine when union contracts will be up for renewal and whether it’s customary for other unions to strike in “sympathy” with trade show-related unions.

Dealing with new construction
• If the building is under construction during the site selection process, plan your show opening well after the facility’s opening date. 
• If you’re one of the first events in the new building, add extra time to move-in and move-out periods to work out any “bugs” in the physical space and to give local authorities (especially the fire marshal) adequate time to grant approvals for building occupancy and floor plans.
• Stay involved in the construction progress, especially if there are building features important to the operation of your show. Consider making frequent site inspections to ensure the facility is on track to meet critical deadlines and to review building plan changes.
• Ask your general contractor to take measurements of the new building. Don’t rely on building plans to finalize your show’s floor plans.

Utilizing other types of facilities
• When selecting a hotel as a venue, look for problem areas, such as low ceilings, the location of sprinkler heads and utility access in the exhibit space. If elevators will be used for freight deliveries, make sure your event has exclusive use of the elevators during move-in and move-out periods. 
• If your show characteristically poses logistical problems or only fits in a handful of venues, consider a long-term contract with a venue that fits your needs and reducing or eliminating the rotation of the event to other cities.

Sources: Julie Smith, V.P. National Sales, GES Exposition Services, (714) 934-1529; Ray Pekowski, President/CEO, The Expo Group, (972) 580-9000, x1120; Barry Rappaport, Regional V.P., Western Region, The Freeman Cos., (702) 263-1404


Michelle Bruno is a Salt Lake City-based event manager and writer with more than 17 years of experience working in and writing about the international events industry. She can be reached atmichelle@brunogroup.com