May 2005
Cheat Sheet: Working with Unions

When it comes to working with labor unions, show managers often feel like the middlemen in a chain leading from the unions to the official service contractor (OSC) to their exhibitors. Here are some tips to keep things running smoothly all along the chain.

By Linda C. Chandler

10 questions to ask about unions
1. When do current contracts expire?

2. What are the labor union’s rates for straight time, overtime, weekends, etc.? How do these compare with the OSC’s rates that are being charged to exhibitors?

3. Which unions are responsible for which kinds of work? (What decorators do in one city may be the work of carpenters or stagehands in other cities.)

4. Are any local rules or regulations flexible/negotiable?

5. What are the facility’s specific rules? Is there mandatory in-house labor?

6. What’s your OSC’s track record in the facility and with the unions at the site? Will your OSC need a special project agreement if it doesn’t regularly do business there?

7. Who are the go-to people in the event of problems?

8. What exactly may exhibitors do for themselves, according to union (not OSC) rules? Is there a floor-dispute resolution process in place? How does it work?

9. Do training programs for labor address customer service issues?

10. What proactive measures are taken to provide a positive experience for customers coming to the site?

Things show managers should understand
• Adhering to installation and dismantling schedules saves time and money.

• Work rules and jurisdictions are established by the union contracts, but OSCs and facilities may layer on their own restrictions regarding labor jurisdictions (who does what work), work times/overtime, access and clearance. Find out what’s negotiable or flexible for special circumstances.

• Labor rules vary not only from state to state and city to city but also from facility to facility. Know what you’re getting into in advance and be sure to communicate the differences to your exhibitors, especially if you’ve moved to a new site with different rules.

• Mandatory crew size issues can’t be ignored. You may think it’s a two-man job, but the union work rules (because of OSHA concerns or contract clauses) may say three are mandatory (and one may be nonworking).

• If an exhibitor uses an exhibitor-appointed contractor (EAC) the EAC should understand and follow the guidelines of the exhibitors’ manual, which should include all pertinent rules and regulations.

• “Right to work” refers to any laborer’s right to work without paying union dues. It does not apply to exhibitors’ right to do things themselves when labor contracts assign the tasks to be handled by laborers.

• There are lots of “unseen” labor costs — nonworking stewards, mandatory work hours, workers in the marshalling yard, for example — that can’t be avoided.

Building good labor relationships
• Don’t leave all the communication to your OSC. Meet with the key labor representatives in every facility and understand the local collective bargaining agreements.

• Include at least one labor representative in all pre-con meetings. Emphasize the importance of labor’s contribution to the success of the show and express your appreciation.

• Distinguish between union rules and those of the OSC or the facility. Don’t assume labor is responsible for all the restraints or high charges.

• Ask in advance about any exceptions or concessions, such as allowing smaller exhibitors to handle their pop-up booths.

• Be sure all restrictions and charges are communicated clearly and honestly to exhibitors in advance. Be consistent when dealing with any violations of union work rules or jurisdictions.

• Give positive and negative feedback. Write a letter of appreciation to union representatives after the show if all went well. If things didn’t go well, don’t hesitate to communicate specific causes for dissatisfaction, especially if problems may influence whether you bring your show back to the venue.

Anticipating a work stoppage
Develop a contingency plan in cooperation with your OSC. It’s the OSC’s responsibility to get your show on the floor. Some possibilities include:
• Pulling in staff from the OSC and other general service contractor teams.
• Using temp agencies to provide help.
• Recruiting and hiring qualified people for short-term contracts.

Don’t forget other important issues should a strike arise:
• Establish security and safety measures for workers, exhibitors and attendees.
• Enlist your PR staff to help send the right messages to all your audiences, including the public media.
• Communicate frequently. Stay on top of things with your OSC, the facility and your stakeholders.

Hotels vs. convention centers
There generally is no difference in labor union costs for a trade show at a hotel rather than a convention center. There’s a difference between commercial and noncommercial rates. Commercial rate applies when heavy equipment is used, freight is handled or large assembly projects are involved. Lighter work, such as decorating a ballroom for a theme party, in most cases is charged at lower, non-commercial rates. The same people may do the work, but the rate is lower because of the nature of the labor.

Sources
Cecil Adams, Shepard Exposition Services, www.shepardes.com, (404) 720-8600
Marty Cymbal, The Freeman Cos, www.freemanco.com, (714) 254-3400
Anne Hanson, GES Exposition Services, www.ges.com, (702) 263-1500
Bob Michael, The Freeman Cos, www.freemanco.com, (214) 670-9000
Ken Viscovich, United Brotherhood of Carpenters and Joiners of America, viscovichkm@aol.com, (209) 551-6713