convention center guide for meetings & events - exhibitor · convention center guide for...

16
EXHIBITOR MAGAZINE’S SECOND EDITION Convention Center Guide for Meetings & Events

Upload: dangkhanh

Post on 11-Apr-2018

227 views

Category:

Documents


2 download

TRANSCRIPT

E X H I B I T O R M A G A Z I N E ’ S

S E C O N D E D I T I O N

Convention Center Guide

for Meetings & Events

Welcome to the new normal, where

exhibit managers are tasked with

far more than just managing ex-

hibits. This is not an entirely brand new

phenomenon, as most face-to-face mar-

keting professionals have been assigned

to everything from advertising and

communications to public and media

relations for years. But today’s exhibit

professionals only spend an average of

55 percent of their time on trade show-

related tasks. So what’s consuming the

remainder of their 50-hour workweeks?

Increasingly, readers are being required

to oversee not only their companies’

exhibit-marketing programs, but also

their meeting and event-marketing efforts.

According to EXHIBITOR Magazine’s Meetings

and Events Survey, nine out of 10 exhibit managers

are currently responsible for an array of corporate

events, including product launches, media events,

private trade shows, multivenue events, sales meetings,

and everything in between. In fact, 28 percent host

ranging from less than 50 to more than 5,000.

Sure, some of those events are held in conjunction

with trade shows, and others fall within most face-

to-face marketers’ wheelhouses. However, planning

corporate events, meetings, incentive travel, awards

dinners, road shows, and user-group conferences can

pose unique challenges. For example, whereas most

exhibitors have little to no say regarding where show

management decides to host the exhibitions on their

annual calendars, 85 percent of them now have the

recommending or selecting venues for

their organizations’ meetings and events.

And their to-do lists aren’t going to get

shorter anytime soon, as 92 percent

anticipate the number of meetings and

events they host will remain the same or

increase in the next two years.

As a result, trade show pros began

asking EXHIBITOR for more information

on event management and venue selec-

tion. And because our mission statement

is to provide readers with the tools that

they need to succeed, we unveiled the

Convention Center Guide for Meetings

& Events in 2016. Due to the positive re-

sponse from exhibit and event pros alike, we are proud

to present the second edition of what we hope will

on seven of the country’s premier convention centers

and event venues, along with expert advice from Candy

Adams, CTSM, CEM, CMP, CMM, on how to make the

most of your next site inspection.

We’ve worked alongside past and present Editorial

Advisory Board members and loyal EXHIBITOR read-

ers in an attempt to put the information you need at

grow, it becomes an increasingly valuable tool in your

event-planning arsenal, helping you navigate the venue-

selection process and short list properties for site visits

and additional consideration. E

28%

Twenty-eight

percent of exhibit

managers host

more than 10

events per year,

with attendance

from 50 to more

than 5,000

VENUE GUIDE

2 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

Dear Exhibitors,

Travis Stanton, editor; [email protected]

E X H I B I T O R M A G A Z I N E V E N U E G U I D E 2 0 1 8 3

Atlantic City, NJ, offers round-

the-clock fun and excitement

after the work and meetings

are through. Stroll along the city’s

historic boardwalk, bask in the

sun, or take a dip in the Atlantic

Ocean. You can unwind and dine

at any number of establishments,

including brand-name eateries

and celebrity-chef restaurants. The entertainment capital of the Jersey Shore will

have you laughing and dancing all night long. Shopaholics can take advantage

of Atlantic City’s tax-free Tanger Outlets The Walk, with more than 100 stores —

and incredible deals — just steps away from the convention center. Meanwhile,

with plenty of comfort and relaxation. The Atlantic City Convention Center is

located within a few hours’ drive of nearly one-third of the nation’s population

and 20 percent of the country’s business addresses. It is 60 miles from Philadel-

phia, 125 miles from New York, and 175 miles from Washington, DC.

ADDRESS:

1 CONVENTION BLVD.,

ATLANTIC CITY, NJ 08401

CONTACT:

JIM WOOD, PRESIDENT & CEO, MEET AC

PHONE:

1-844-855-6338

EMAIL:

[email protected]

WEBSITE:

WWW.MEETAC.COM

VENUE SIZE:

600,000 sq. ft.

MEETING ROOMS: 45

TOTAL EXHIBIT SPACE:

500,000 sq. ft.

TOTAL EVENT SPACE:

600,000 sq. ft.

LARGEST EVENT SPACES:

Atlantic City Convention Center600,000 sq. ft.

Boardwalk Hall141,000 sq. ft.

Harrah’s Waterfront Conference Center 125,000 sq. ft.

Atlantic City Convention Center

The Orange County Con-

vention Center (OCCC),

located in the heart of

the Convention Center District

and only 15 minutes from the

Orlando International Airport,

provides a multitude of event

options in two beautiful venues

— the West and North/South

Buildings. Both leadership and

quality of service have made

Orange County one of the

most popular destinations in

the world, not only for tourism,

but also for meetings and conventions. Meeting planners, exhibitors, and attendees alike

praise the attention to detail provided by the OCCC, with a variety of facilities and services

including more than 7 million square feet of combined meeting space.

The OCCC has a long history of excellent partnerships with organizations such as Visit

Orlando, Universal Orlando, SeaWorld Orlando, the Orange County Government, and the

Orlando Economic Partnership, all of which contribute to the guest and attendee experience.

ADDRESS:

9800 INTERNATIONAL DR.,ORLANDO, FL 32819

CONTACT:

RODNEY GUTIERREZ, CMP,DIRECTOR OF SALES

PHONE:

407-685-9800800-345-9845

EMAIL:

[email protected]

WEBSITE:

WWW.OCCC.NET

VENUE SIZE:

7.1 million sq. ft.

MEETING ROOMS: 74

BREAKOUT ROOMS: 235

TOTAL EXHIBIT SPACE:

2.1 million sq. ft.

TOTAL EVENT SPACE:

502,849 sq. ft.

LARGEST EVENT SPACES:

Valencia Ballroom62,182 sq. ft.

Tangerine Ballroom48,600 sq. ft.

Chapin Theater2,643 seats

VENUE GUIDE

4 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

Orange County Convention Center

critical facility informa-

tion. The site has been

updated to include an

that allows meeting

planners to virtu-

ally explore the

OCCC facility.

DESTINATION

LOUNGE

The 7,000-square-foot

Destination Lounge

is a multipurpose

meeting space featur-

ing state-of-the-art

LED display systems

and high-tech light-

ing schematics. For

presentations, the

wall allows for branding

opportunities and is a

versatile way to display

important client infor-

mation. Comfortable,

updated seating delivers

an air of sophistication

to the space.

EXPANSIONS/

RENOVATIONS

The OCCC currently

links to all of its neigh-

pedestrian bridges. The

which was completed

last year, spans Inter-

national Drive between

the West Concourse’s

Central Lobby Level

3 and the sidewalk

in front of the Hyatt

Regency Orlando.

NEW OCCC WEBSITE

The all-new OCCC

website delivers a

one-two punch, with

an easy-to-navigate

interface that can be

used across all devices.

The site’s clean design

allows for easy viewing,

Destination Lounge

Pedestrian

Bridge

A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

KEY FEATURES AT A GLANCE

E X H I B I T O R M A G A Z I N E J U N E 2 0 1 6 5

Orlando

The award-winning Orange County Convention Center (OCCC) located in the heart of the Convention District

and only fifteen minutes from the Orlando International Airport provides a multitude of event options in two beautiful

buildings – the West and North/South. The OCCC is consistently rated a top tier convention center with incredible spaces,

including the multipurpose Tangerine Ballroom, the Valencia Ballroom, Sunburst signature meeting room with outdoor

terrace, along with the all-new Destination Lounge. To learn more, visit www.occc.net.

EXPERIENCE THE NEW ORANGE!

[email protected]

1-800-345-9845

SUNBURST ROOM & TERRACE

DESTINATION LOUNGE

TANGERINE BALLROOM

VALENCIA BALLROOM

Cobo Center offers every-

thing an event needs to

be a great success. After

a recent $279 million renova-

tion, the newly transformed

venue is the cornerstone for the

Detroit comeback, putting the

city back on the map as one

of the country’s most exciting

destinations for trade shows,

conventions, and meetings.

The suite of technology ser-

vices that are available in the

new Cobo Center is second

to none, thanks to recent upgrades including a broadcast studio and digital signage system

featuring a 4,800-square-foot marquee and 3,000-square-foot sign on the venue’s exterior.

An additional entrance through a three-story glass atrium adds 30,000 square feet of

Cobo Center renovation is 200,000 square feet.

ADDRESS:

1 WASHINGTON BLVD., DETROIT, MI 48080

CONTACT:

GREG DESANDY, DIRECTOR OF SALES AND EVENT SERVICES

PHONE:

313-877-8777

EMAIL:

[email protected]

WEBSITE:

WWW.COBOCENTER.COM

VENUE SIZE:

2.4 million sq. ft.

MEETING ROOMS: 100

TOTAL EXHIBIT SPACE:

723,000 sq. ft.

TOTAL EVENT SPACE:

1 million sq. ft.

LARGEST EVENT SPACES:

Main Concourse100,000 sq. ft.

Grand Riverview Ballroom40,000 sq. ft.

Three-Story Glass Atrium30,000 sq. ft.

VENUE GUIDE

6 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

Cobo Center

the largest ballroom in

the state of Michigan.

Floor-to-ceiling windows

offer panoramic views

of the downtown Detroit

skyline and the Detroit

River, as well as Windsor,

Ontario, Canada.

TECHNOLOGY

SERVICES

The Cobo Center

features two massive

digital signs on the

venue’s exterior and

100 digital meeting-

room signs, along

-

rations of additional

digital signage in

the food court and

business center. A

20,000-square-foot

broadcast studio boasts

a satellite uplink, green

room, and sound stage,

as well as an extensive

-

out the facility, allowing

planners to broadcast

events. Cobo Center

also offers free, robust,

facilitywide Wi-Fi, with

a 10G broadband up-

grade coming soon.

CONTIGUOUS

EXHIBIT HALL

Of the 723,000 square

feet of exhibit-hall

space in Cobo Center,

623,000 are contiguous

and dividable among

four halls, making Cobo

Center ideal for large

international events

such as the North

American International

Auto Show, hosted each

year in January.

GRAND RIVERVIEW

BALLROOM

Cobo Center’s Grand

Riverview Ballroom offers

40,000 square feet of

event space, making it

Grand Riverview Ballroom

Detroit

Skyline

A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

KEY FEATURES AT A GLANCE

E X H I B I T O R M A G A Z I N E J U N E 2 0 1 6 7

MEET IN APLACE WHERE YOU MATTER.COBO CENTER | CENTERED AROUND YOU

Welcome to a place where you can be part of something. Where a city and center are humming with energy. A place where you can actually feel good about a meeting. Where people go out of their way for you because that’s what we do. Because here, you matter.

What matters to you? Value? Service? Sustainability? A positive voice guiding you, every step of the way? We get it. We have reinvented this city and center for you.

COBOCENTER.COM 313.877.8214 DOWNTOWN DETROIT

an managed facility

GINA GALLICOBO CENTER EVENT MANAGER

Amazing and so gracious, happy and positive. She never said no but always off ered a work around if needed. The guest/client service experience was unlike any other center I have been at.

LADONNA PETTITDIRECTOR OF CONFERENCESSTONE FORT GROUP (NACE CARS)

VENUE GUIDE

8 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

W just know it. That’s what

it’s like in Beaumont, TX,

What’s more, Beaumont offers all

the comforts of a big city, but with

the added coziness and conve-

nience of a small town. Ford Park

Entertainment Complex (FPEC) is conveniently located in Beaumont, on Interstate

Highway 10 between Houston and Lake Charles, LA. The 221-acre venue fea-

and sizes — and proving that everything really is bigger in Texas. Those venues

include Ford Arena, Ford Exhibit Hall, Ford Pavilion, Ford Ball Fields, and the

Ford Midway. With all of its space and versatility, it’s no surprise that the FPEC

is the premier sports, entertainment, and convention destination of Southeast

Texas. Recently under new management (Spectra Venue Management), the

ADDRESS:

5115 I-10 SOUTH, BEAUMONT, TX 77705

CONTACT:

CHESNEY BECHTEL, SALES AND MARKETING

PHONE:

409-951-5428

EMAIL:

CHESNEY_BECHTEL@COMCAST

SPECTACOR.COM

WEBSITE:

WWW.FORDPARK.COM

VENUE SIZE:

221 acres (5 venues)

MEETING ROOMS: 9

TOTAL EXHIBIT SPACE:

48,600 sq. ft.

TOTAL EVENT SPACE:

83,000 sq. ft. of

indoor event space

LARGEST EVENT SPACES:

Ford Midway83,000 sq. ft.

Ford Exhibit Hall & Arena (combined)83,000 sq. ft.

Ford Exhibit Hall 48,600 sq. ft.

Ford Park Entertainment Complex

The Suburban Collection

Showplace’s location in Oak-

land County, MI, is within a

90-minute drive for 70 percent

of Michigan’s population, which

totals more than 7 million. The

Showplace is 30 minutes from

downtown Detroit and just 20 min-

utes from the Detroit Metro Airport.

A new expansion will add a total of 188,000 square feet, including roughly

89,000 square feet of exposition space (67,000 of which are column free and

boast 40-foot ceiling heights), all connected with the existing 215,000 square

feet of exposition space. The expansion will also add 14 meeting and banquet

rooms, including a 23,000-square-foot second-story ballroom overlooking the

new exposition space and 16,000 square feet of upper- and lower-level pre-

function space. Once the expansion is completed in mid 2018, the venue will

be capable of hosting trade shows, exhibitions, entertainment events, athletic

events, and corporate events with up to 8,000 attendees all under one roof.

ADDRESS:

46100 GRAND RIVER AVE., NOVI, MI 48374

CONTACT:

MARY JANE SCOTT,

VICE PRESIDENT OF SALES AND MARKETING

PHONE:

248-348-5600 EXT. 204

EMAIL:

[email protected]

WEBSITE:

WWW.SUBURBANCOLLECTIONSHOWPLACE.COM

VENUE SIZE:

500,000 sq. ft.

MEETING ROOMS: 44

TOTAL EXHIBIT SPACE:

304,000 sq. ft.

TOTAL EVENT SPACE:

422,000 sq. ft.

LARGEST EVENT SPACES:

Mezzanine Ballroom 24,000 sq. ft.

Atrium Ballroom23,000 sq. ft.

Diamond Ballroom20,000 sq. ft.

Suburban Collection Showplace

E X H I B I T O R M A G A Z I N E V E N U E G U I D E 2 0 1 8 9

I llinois’ Schaumburg Conven-

tion Center is a sophisticated

100,000-square-foot, state-of-

the-art facility featuring pillar-

free space, 30-foot ceilings,

and wireless internet access

throughout. Adjacent is an ad-

ditional 48,000 square feet of

meeting space, including a

27,500-square-foot ballroom.

Furthermore, grants and in-

centives make the venue an

attractive host for any event, as

trade shows and conventions

The Renaissance Schaumburg Convention Center Hotel is seamlessly adjacent. Each of

the 474 guest rooms and 26 suites features contemporary décor, high-speed internet

access, and plush accommodations for the perfect blend of comfort and convenience.

With one call to a member of its sales team, Meet Chicago Northwest can put planners

in touch with hundreds of resources and services to help make any event a success.

ADDRESS:

1551 N. THOREAU DR.,

SCHAUMBURG, IL 60173

CONTACT:

HEATHER LARSON,

DIRECTOR OF SALES

PHONE:

847-278-3446

EMAIL:

HLARSON@CHICAGO

NORTHWEST.COM

WEBSITE:

WWW.CHICAGONORTH

WEST.COM/SB508

VENUE SIZE:

150,000 sq. ft.

MEETING ROOMS: 17

TOTAL EXHIBIT SPACE:

97,200 sq. ft.

TOTAL EVENT SPACE:

150,000 sq. ft.

LARGEST EVENT SPACES:

Schaumburg Ballroom27,502 sq. ft.

Utopia Ballroom7,021 sq. ft.

Nirvana Ballroom5,310 sq. ft.

VENUE GUIDE

10 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

Schaumburg Convention Center

TECHNOLOGY

THAT MOVES YOU

It’s what surrounds

this Chicago-area

meeting space that

makes all the differ-

ence, such as wireless

internet throughout all

meeting rooms. The

Schaumburg Conven-

tion Center also has

the ability to make

presentations come to

life through high-tech

audiovisual options.

THE SCHAUMBURG

COLLECTION

The Schaumburg Conv-

ention Center’s location

makes planning a

large event easier than

ever before, with 700

guest rooms nearby

and options to accom-

modate groups of up to

6,000 people. Conve-

nient, walkable access

between the hotels and

shuttle transportation

helps groups experi-

ence the best of what

greater Chicagoland

has to offer.

AN UNEXPECTED

LOCATION

Located just minutes

from Chicago O’Hare

International Airport

and the crossroads of

major highways, and

featuring free parking Exhibit Hall Minutes from

O’Hare Airport

A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

KEY FEATURES AT A GLANCE

throughout Chicago

Northwest, the Scha-

umburg Convention

Center makes travel

easy on event attendees

from near and far.

INCENTIVES AVAILABLE—

BRING YOUR CONVENTION INTO ILLINOIS AT

THE SCHAUMBURG CONVENTION CENTER—

CONTACT US FOR DETAILS.

The 100,000 square foot state-of-the-art

Schaumburg Convention Center features pillar-

free space, 30 foot ceilings, 120 feet of covered

dock space and free parking. Just 15 minutes away

from O’Hare International Airport. It’s affordable

sophistication that’s easily accessible to the world.

800.847.4849

ChicagoNorthwest.com

CONVENTIONS ARE BETTER IN SCHAUMBURG

SchaumburgConvention Center

15 MINUTEDRIVE

30 MINUTEDRIVE

O’HARE

Located in the heart of

downtown Wichita, KS,

Century II Performing Arts

& Convention Center offers

more than 200,000 square

feet of meeting and exhibi-

tion space connected directly

to the 303-room Hyatt Re-

gency Wichita. The facility’s

fully equipped meeting rooms

range in size from 900 to 7,750

square feet to accommodate a

variety of events.

Concert Hall features state-

of-the-art lighting and sound equipment and seats 2,195. Meanwhile, the Carl A. Bell, Jr.

during presentations or productions on a 60-by-33-foot stage. Remove the tiered seating for

32,000 gross square feet of exhibit space, or open the 60-foot retractable wall to expand

into Exhibition Hall, which provides 45,000 more square feet with an additional 17,500

square feet on the mezzanine.

ADDRESS:

225 W. DOUGLAS AVE.,

WICHITA, KS 67202

CONTACT:

MOJI ROSSON,

VICE PRESIDENT OF SALES

PHONE:

316-265-2800

EMAIL:

MROSSON@VISIT

WICHITA.COM

WEBSITE:

WWW.VISITWICHITA.COM

VENUE SIZE:

200,000 sq. ft.

MEETING ROOMS: 22

TOTAL EXHIBIT SPACE:

200,000 sq. ft.

TOTAL EVENT SPACE:

200,000 sq. ft.

LARGEST EVENT SPACES:

Convention Hall, Exhibition Hall & Expo Hall (combined)195,500 sq. ft.

Convention Hall & Exhibition Hall (combined)94,500 sq. ft.

Bob Brown Expo Hall:93,000 sq. ft.

VENUE GUIDE

12 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

Century II Convention Center

EXPO HALL

Bob Brown Expo Hall

offers 93,000 square

feet and can house up

to 450 10-by-10-foot

booths. A retractable

access between Expo

Hall, Convention Hall,

and Exhibition Hall,

providing 195,500

square feet of total

exhibit space, a seven-

bay loading dock, and

two overhead doors.

DOWNTOWN

LOCATION

Century II’s location is

ideal, sitting along the

banks of the Arkansas

River in downtown

Wichita, KS. A wide

variety of restaurants,

shops, breweries, and

outdoor spaces are all

within walking distance

or accessible via the

city’s free and conve-

nient Q-Line Trolley.

ICT Pop-Up Urban Park

is a regular gathering

spot for food trucks,

and Gallery Alley is a

vibrant public space

with a concert stage,

plenty of seating, and a

screen for outdoor mov-

ies. Those looking to

unwind will enjoy Old

Town, a neighborhood

full of eateries, retail

shops, and live shows.

Bob Brown Expo Hall

Q-lineTrolley

A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

KEY FEATURES AT A GLANCE

MARY JANE

TEALL THEATER

The intimate Mary Jane

Teall Theater seats 652

people and is perfect

for live presentations,

seminars, and smaller-

scale performances.

E X H I B I T O R M A G A Z I N E J U N E 2 0 1 6 13

Authentic and unique off-site venues for event attendees

Brick-lined Old Town entertainmentdistrict

Headquarter hotel attached to convention center

800.288.9424 VisitWichita.com

7:30 pm | Off-Site Reception at Central Standard Brewing

THe moment You Crafted the perfect event

An event planner dies and goes

to heaven. At the pearly gates,

St. Peter invites her to take

a look at hell as well, just so she

understands her options. Hell looks

good — better than heaven, in fact.

stone. She looks up to the heavens

and cries, “This is not the hell I

saw before!” “Sorry,” says St. Peter,

“that was just the site inspection.”

Joking aside, choosing a venue

is one of the most important and

But follow these six tips, and you’re

venue without landing yourself

in the seventh circle of corporate

event-planning hell.

1T I P Request the Right Guide

tour, ask if the person you’d

actually be working with (i.e., the

convention services manager or fa-

cilities manager) is able to conduct

your tour, instead of a salesperson.

The person you negotiate your

contract with isn’t the person who’ll

Six Tips for Effective Site Inspections

VENUE GUIDE A D V E R T I S I N G S E C T I O NA D V E R T I S I N G S E C T I O N

follow you through the planning

that person is someone with whom you

would be comfortable working.

You’ll also want to request

the credentials and experience

levels of the person or people

who would be assigned to your

event. I’ve had bad experiences

managers, during which I spent all

my time teaching them about the

hospitality industry.

2T I P Do a Background Check

When you begin your tour,

ask when the last renovations

of the public/function areas were

completed and, if applicable, the

date of the most recent upgrades

to the sleeping-room furnishings

and linens. My colleague Margaret

Kennedy, CMP, says that bedding

and mattresses should be changed

cosmetic updates should be done

every eight to 10 years, minimum.

Ask about any future plans for

construction or refurbishment and if

those plans might impact the dates

How do you cut through the marketing

hype and choose the right venue for

your next corporate event? Here are six

tips to help you conduct a successful site

inspection. By Candy Adams

14 V E N U E G U I D E 2 0 1 8 E X H I B I T O R M A G A Z I N E

E X H I B I T O R M A G A Z I N E V E N U E G U I D E 2 0 1 8 15

which may require other arrange-

ments with the kitchen.

Consider setting up a tasting of

the items you’d likely be serving to

check food quality and presentation.

Also obtain a list of any additional

fees that will be charged, such as

bartenders or baristas, buyout fees

for using your own providers, and

standard percentages for tips,

out the ratio of servers to guests to

5T I P Meet the Staff

Hotels and other venues

are squeezing budgets to

improve revenue after some lean

years, and many have cut back

of staffers to guest rooms and the

average length of employment of

the staff. Compare those numbers

to other properties you’re consider-

ing. Longevity is a good indicator

that the staff is treated well and will

treat your guests well in turn. It is

long the facility’s general manager

and department heads have worked

there, as they will play crucial roles

in your event’s success.

Ask if the employees are part of

a collective-bargaining agreement

(members of a union) and if so,

when their current contract is expir-

ing. If their contract expires right

before or during your event, there

may be an increased likelihood of

a labor strike, which could end up

disrupting your plans.

are in place under the venue’s union

contracts that may impact your abil-

ity to complete basic tasks on your

own, such as running video cables

from your laptop to a projector or set-

ting up your own projection screens.

Those may seem like tiny details, but

they count up quickly when it comes

6T I P Take Good Notes

Make sure you use the same

matrix to gather and record

information at each venue. I like to

make a spreadsheet to compare the

different aspects of the venues I’m

considering, with plenty of room for

jotting down quick notes as I tour.

I also analyze the strengths, weak-

nesses, opportunities, and threats

(SWOT) of each venue. And I take

loads of photos to help refresh my

memory as I move through the

decision-making process.

As you can see, site inspections

aren’t easy. But these tips should

help you complete a detailed analy-

sis that will enable you to detect any

exteriors of your potential venues. E

Candy Adams, CTSM, CEM,

CMP, CMM, “The Booth Mom,”

is an independent exhibit

project manager, trainer,

speaker, blogger, consultant,

and an EXHIBITOR Conference faculty

member. [email protected]

of your event. Also ask your sales rep

for the contact information of three

event planners who have recently

held events at the venue. And if the

opportunity arises during your site

inspection, introduce yourself to

other meeting planners on site and

ask about their experiences.

3T I P Go Behind the Scenes

Don’t restrict your visit to the

areas that the venue wants to

show you; ask for an impromptu

tour of the “back of house”

and look for cleanliness and

organization. Depending on

the type of meeting, check the

access to the property’s ship-

ping docks, the proximity and

capacity of freight elevators, the

freight-receiving and material-han-

dling capabilities, and the location

and security of storage.

Additionally, event managers play

a major role in ensuring the venues

they select are safe for attendees. So

ask about local crime rates, get a

copy of the venue’s safety and

security policies, inquire about its

discuss the venue’s emergency

evacuation procedures.

4T I P Chow Down

Food quality matters to

your attendees, and

you don’t want bone-dry salmon

to be the most memorable part of

your event. Consider the venue’s

standard menus and ask if you can

work with the chef or other caterers

on custom menus for themed events

and for guests with special dietary

requirements. With so many differ-

ent food requirements these days

(e.g., vegan, gluten free, lactose

intolerant, nuts or seafood allergies,

accommodations are standard and

For more EXHIBITOR magazine coverage of Convention Centers

around the United States, check out the Conventional Wisdom articles at:

www.ExhibitorOnline.com/Venues

For more EXHIBITOR Magazine coverage of Convention Centers

around the United States, check out the Conventional Wisdom articles at:

www.ExhibitorOnline.com/Venues