July/August 2006
25 Bargain Destinations
EXPO’s annual review of affordable cities

By Barbara Axelson



As business and leisure travel continues to increase so do airfares, hotel rates, car rentals and other travel costs. While most corporations have beefed up their travel budgets for exhibitors and attendees, it’s getting harder and harder to find affordable rates, especially in many first-tier destinations. Which cities offer the best deals today?

To find out, EXPO researched the latest average daily room rates and the federal per diem guidelines for meals to compile our annual list of 25 bargain destinations, which all offer a minimum of 150,000 square feet of exhibit space. With thanks to researchers PKF Consulting, in conjunction with PKF Hospitality Research and Smith Travel Research, the figures, based on the most recent data, have led to this year’s selection of value destinations. (Note: Not every U.S. city is represented within the data that’s available for study.)

In addition to affordable pricing for exhibitors and attendees, find out what value-added incentives these cities and centers offer to show organizers. For more details, contact the convention and visitors bureaus (CVBs) directly.

1. Albuquerque, NM 
In addition to a non-union convention center with affordable rates, the lodging tax, at 6 percent, is one of the lowest in the country. There are free wireless Internet zones throughout the Albuquerque Convention Center and Albuquerque Sunport (airport). Special booking incentives, including a 25 percent discount on convention center rental rates, are offered for bookings contracted prior to Jan. 1, 2007, plus a 50 percent discount is available for bookings from July/August 2007 to July 2008. www.itsatrip.org

2. Charlotte, NC  
Organizers receive amenities based on the number of peak room nights. These include pre-convention meeting arrangements, welcome banners, VIP airport transfers and gifts, assistance with planning visits and public relations assistance. Also available are Travel Value Coupons, which are distributed to organizers or located in the information center. Free Gold Rush trolley on wheels shuttle service covers Center City Charlotte and the Historic South End. www.crva.com     

3. Memphis, TN  
The Memphis Cook Convention Center is offering a 20 percent convention discount on all space to groups generating a total of 1,000 or more hotel room nights for the city. If an event utilizes the 125,000-square-foot column-free exhibit hall, all additional meeting rooms will be offered at no charge. There are also discounts based on food-and-beverage expenditures. The CVB provides promotional and welcome signage, rent subsidies and transportation subsidies. www.memphistravel.com

4. Kansas City, MO 
The Kansas City Convention Center has an open catering and open audio/visual policy, allowing planners to bring in providers that fall within their budget. The bureau provides groups with 1,000 peak rooms or more a visitor information booth, as well as banners with the group’s name on light poles surrounding the center. www.visitkc.com

5. Omaha, NE  
Discounted room rental and complimentary shuttle transportation are available for qualifying groups. For some shows, the CVB will customize Web sites to detail the happenings in Omaha and to provide discounts to area restaurants and retail establishments. The convention center provides a friendly, cooperative labor environment, which allows show organizers the efficiency of using their own manpower. Digital welcome messages greet visitors at Eppley Airport, which is just five miles from downtown. www.visitomaha.com

6. Louisville, KY  
The Kentucky International Convention Center (KICC) and the Kentucky Exposition Center are union free. KICC  is connected to 2,300 hotel rooms with a total of 3,900 rooms within six blocks. The downtown location provides access to the new $70-million entertainment district. Just two miles from the airport, the Kentucky Exposition Center boasts two arenas and one stadium that can accommodate more than 73,000 people. Three hundred acres of outdoor demonstration space is available. A total hotel room package of 17,000 rooms is within 30 minutes of both convention centers. www.gotolouisville.com

7. Indianapolis 
With the airport 12 minutes away, getting into the heart of the city is easy and stress-free. Attendees save on parking and transportation since there are eight hotels connected via climate-controlled skywalk to the Indiana Convention Center & RCA Dome. Exhibitors may hand-carry in and set up their own booths. The Indianapolis Convention & Visitors Association helps planners find appropriate local sponsorship opportunities, taking each group case by case. After identifying the opportunities, the planner and sponsor are brought together to discuss marketing possibilities, some of which include window clings, shuttle bus advertising and sidewalk graphics. www.indy.org

8. Richmond, VA  
The bureau provides organizers with lists of local vendors for services and supplies and obtains cost estimates. To help shows generate a buzz, the bureau also provides welcome letters, a publicity handbook for local promotion, audio/visual aids such as slides, digital images and video, customized maps and driving directions, and pre-promotion shell brochures. Area-wide conventions receive assistance with ground transportation and local signage. www.richmondva.org

9. Columbus, OH  
Complimentary attendance-building, publicity and promotional services include media contact lists and press release assistance with local media, plus a VIP card and an exhibitor welcome for qualifying groups. Most shows don’t need to worry about shuttle bus transportation because a covered walkway connects to four hotels and additional hotels are located across the street from the Greater Columbus Convention Center. www.columbusconventions.com  

10. Detroit  
Detroit is undergoing a huge urban redevelopment boom, with more than $30 billion in new development under way. Two new side-by-side stadiums, open-air Comeric Park and domed Ford Field, can be used for trade shows or special events. The bureau offers welcome programs, attendance-building tools and assistance with on-site registration. www.visitdetroit.com

11. Cincinnati 
Attendees receive the Cincinnati Visitor Pass upon arrival, valued at up to $250 worth of savings. Through the CVB, show organizers can receive free PR assistance with a customized target media list and help with the creation and distribution of news releases. A complimentary information booth is provided for groups using two or more hotels and the center. A custom-designed Web page is personalized with a welcome to attendees and information about the city. www.cincyusa.com

12. Atlanta  
Underground Atlanta offers groups up to 20 percent off dining at select restaurants and a special night of entertainment at any one of nine clubs at Kenny’s Alley. The CVB provides free photos, videos and brochures to conventions for their promotional materials to boost attendance. Planners can request a memo to restaurants and businesses to let them know that their show is in town and to consider offering discounts. www.atlanta.net

13. Portland, OR  
Publicity services include sample articles for publications and newsletters, a local media list, and a Portland Oregon Visitors Association Publicity Handbook. An extensive image library is available. Shop Portland Coupon Books for delegates and lapel roses for attendees (nominal fees apply) are other amenities. Welcome letters from the governor and the mayor are provided. www.portlandcvb.com

14. Denver  
Denver offers off-season rates from November through March, during the typically mild, sunny winter. The bureau provides brochures, photos, videos, promotional literature and a Digital Denver kit to help boost attendance, as well as site visits, business referrals and help in many other ways. www.Denver.org

15. Cleveland  
The Greater Cleveland CVB offers Ctix, an online discount-ticketing program. Users can order same-day discounted tickets for theater performances, concerts and museums. Attendees can enjoy a Broadway show, just a short walk from downtown hotels, at reasonable rates. Plus, the RTA Rapid Transit is a quick way to travel from the airport to downtown for only $1.50. www.clevelandmeetings.com

16. Nashville, TN  
Since Tennessee is a right-to-work state, labor rates are competitive, and move-in and move-out on weekends and holidays can be less expensive with minimum hours worked not a requirement. Both the Nashville Convention Center and the Gaylord Opryland offer full-time staff to manage dock areas. Singers and songwriters abound and offer world-class entertainment variety at great values. www.musiccityusa.com

17. Pittsburgh  
Pittsburgh is an easy-to-walk, safe city. Amenities for visitors include the cultural district, home to eight theaters and 10 galleries in a four-block area. There has been an emergence of low-cost carriers flying in and out of Pittsburgh International Airport; the No. 1 and No. 2 low-cost carriers – Southwest and JetBlue – compete against each other, which helps to keep airfare reasonable for attendees and exhibitors. In addition, visitors can ride the “T” subway anywhere in the downtown area for free. www.gpcvb.org

18. Austin, TX  
Pre-event, the CVB can produce an e-mail blast to exhibitors and attendees to make them aware of Austin attractions and offerings, as well as provide a link to discount coupons via the Web site. Free guided walking tours of the Texas State Capitol and grounds are available. An “All Access Austin” delegate brochure includes discounts to restaurants, shopping and entertainment. The “Dillo” transportation system provides free trolleys to entertainment, shopping and museums. www.austintexas.org

19. Houston  
Texas is a right-to-work state, meaning move-in and move-out are less expensive than in labor-dominated markets. Cabs and shuttle bus rates in Houston are less costly than in other major markets, according to the CVB. A one-day pass on the light-rail system, which connects the George R. Brown Convention Center and Reliant Park, is only $2. Reliant Park offers a shuttle service for large conventions. www.visithoustontexas.com

20. St. Louis  
Labor changes at America’s Center can save money for planners and exhibitors. There’s a privately owned vehicle door through which exhibitors can bring in their own materials and move them through the building using handcarts. Booths up to 300 square feet may be assembled using hand tools. Free wireless Internet is available in center lobbies and public areas, and an Internet café is offered free of charge for exhibitors, planners and attendees. www.explorestlouis.com

21. Dallas   
The Dallas Convention Center is minutes from the light-rail station and downtown dining, entertainment, attractions, hotels and the arts. A fiber-optic system allows audio/video broadcasting, plus there’s 1 million square feet of wireless Internet connectability with seamless connectivity. The newest space, Hall F, adds 203,000 square feet of column-free area. www.dallascvb.com

22. Orlando, FL  
The CVB offers the Orlando Preferred Visitor Magicard, a year-round money-saving discount card valid for up to six people at 67 area establishments, including attractions, restaurants, dinner theaters, ground transportation, golf courses, malls, eco-tourism and arts. Shows can personalize the Magicard brochure with logos or event information. The offers expire Feb. 28, 2007. www.orlandocvb.com

23. Tucson, AZ  
Tucson offers substantial savings in the off-season between May and September. An Attractions Passport offers $400 worth of deals, such as two-for-one meals. The bureau helps planners with destination materials. www.visittucson.org

24. Tampa, FL  
Tampa offers attendance builders such as maps, destination guides, shell brochures, postcards to mail and virtual postcards. Welcome signs, customized for events, run on the group message board at Tampa International Airport. Service leads are sent to local suppliers, planning site coordination is offered, plus on-site registration staffing. Some of the city’s attractions participate in the Show Your Badge & Save program. www.visittampabay.com

25. San Antonio 
The CVB provides complimentary promotional materials, as well as registration staffing by CVB personnel, based on rooms used on peak nights. In addition, a housing bureau and plastic two-color name badge holders are available at a nominal cost. Due to the proximity of hotels to convention facilities, shuttle costs are reasonable. www.sanantonionvisit.com