Convention/Conference/Trade Show/Exhibition Center
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When a vast amount of square footage is called for, it is hard to beat
a convention center. They are well suited for any event that includes
exhibitors, and will usually have ballroom/dining halls, as well as
the possibility of smaller rooms in which to host seminars, et cetera.
General factors to consider include access to accommodation
for out-of-town guests, local transportation
(taxis, buses, proximity to local attractions by foot, etc.), indoor
parking attached to the venue, access for unloading and loading exhibits,
and union issues.
Convention/Trade show centers typically have their own staff, who must
be used for any event held at the facility.
They are often unionized, which means that there will be a minimum hour
requirement for each staff member, and that overtime may, depending
on the employment agreement, begin at less than 8 hours. It is a good
idea to find out what the relationship is between the union and the
venue and if there will be a contract/wage negotiation around the time
of the planned event,
as a strike will probably prevent the venue from being used.
Convention centers
only provide the square footage. Labor, tables, chairs, carpeting, linens,
tableware, glasses, cleaning, etc., will all need to be paid for separately.
Sometimes, they have a contract with specific rental companies that
requires anyone using the venue must rent or hire from these particular
companies.
Investigate loading in/loading out for display materials. Are there
extra costs? Are there rush hour limits on truck access or parking?
Is there a dedicated alley or lot? A few hundred exhibitors trying to
strike their displays and load them into a truck or van at 5pm on a
Sunday afternoon can cause bad-natured chaos. Conversely, a smoothly
planned load out with dedicated traffic lanes and staff will create
a positive impression for exhibitors.
| Ottawa Conventions.com
Event Planning 101
Chapter 2: Location
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