^{July/August 2003}

25 Bargain Destinations

With exhibitor and attendee budgets tighter than ever, EXPO presents our annual review of cities that offer the most affordable hotel and meal rates

By Barbara Axelson

Cut it out of the budget! Everyone — show managers, exhibit coordinators and trade show attendees — is weary from hearing those words, yet it’s the reality of today’s business environment.
 
To help, EXPO has selected 25 cities that offer exceptional value to the corporate or association pocketbook.

Criteria included a combination of average daily room rates, researched by Smith Travel Research of Hendersonville, TN, and also by PKF Consulting of Atlanta, plus federal per diem meal rates. All destinations have one or more convention centers and a minimum of 50,000 square feet of available exhibit space. (Because the research companies target selected markets; not every U.S. city was represented in their lists.)

In addition to affordable hotel rates and inexpensive meals, these 25 bargain destinations offer a variety of cost-saving options for show managers and their customers — from sales assistance and free mailings to complimentary registration staff and local transportation


1. Columbia, SC
Columbia Metropolitan CVB coordinates regional sponsorships and assists with development and distribution of event-related news releases and public relations. The bureau furnishes regional maps and coordinates transportation for citywide groups.

2. El Paso, TX
A newly expanded convention center serves show organizers with flexible, column-free space, and the El Paso community is encouraged to join in to welcome visitors as part of the Ambassador Program. A new trolley terminal is in the works and more renovation is planned. Look for even more bargains during the summer months.

3. Toledo, OH
Refreshment cart service is available during move-in. The center, attached to two hotels, offers reasonable underground parking. There are no overtime charges for labor. ID card access to organizers’ offices eliminates key responsibilities.

4. Hot Springs, AR
In this right-to-work state, union labor costs aren’t an issue. Computerized name badges are provided and lanyards are free. Registrars for 100 or more are also provided at no charge.

5. Little Rock, AR
Located 10 minutes from Little Rock Regional Airport, Statehouse Convention Center features rental rates at less than 8 cents per square foot. A deeply discounted rental may be offered depending on the number of sleeping rooms booked.

6. Greenville, SC
Greenville/Spartanburg International Airport offers a lower-traffic option to visitors than Atlanta and Charlotte, NC. On-site AV and other advanced technology services are available. More than 500 sites of historic significance include many free attractions.

7. Lexington, KY
Welcome banners are provided throughout the city. Mailings and collateral material are part of the services offered to organizers.
On-site assistance with staffing is available, and the Web site offers “fabulous freebies.”

8. Montgomery, AL
Montgomery Civic Center is in the heart of the revitalization area that includes the new amphitheater and new multipurpose baseball stadium. State-of-the-art services include direct Internet connections, in-house exposition services with show Web sites and video teleconferencing T1 lines.

9. Des Moines, IA
A free airport shuttle serves downtown hotels, which are within walking distance of the convention center. Because Iowa is a right-to-work state, labor costs are minimal. Another convenience: Being connected to a skywalk that extends three miles and winds its way through the downtown area.

10. Rapid City, SD
Services free to planners include attendance-building brochures, press releases, welcome by a local dignitary, a central reservation
system, badges, registration assistance and welcome packets. Rapid City representatives will attend the convention one year preceding a booking.

11. Salt Lake City
All major domestic airlines fly into Salt Lake International Airport, seven miles from the convention district, which features a complimentary light-rail system. Numerous admission-free attractions include the Mormon Tabernacle Choir and pioneer museums.

12. Baton Rouge, LA
There are no parking fees at area hotels. Services that are free or at minimal cost include pre-convention counseling, informational brochures/guides, welcome bags, name tags, registration personnel and familiarization tours for qualified planners.

13. Oklahoma City
Low-priced entertainment and transportation costs attract visitors. Twenty-five MBPS of Internet connectivity for $250 compares well with other facilities, plus special rates are available for move-in/move-out times. The SMG facility offers some national and regional business preferred rates.

14. Allentown, PA
All facilities offer nonunion labor. Registration assistance is provided for meetings of a certain size. Media is invited to attend the shows. One amenity is the modern, low-congestion Lehigh Valley International Airport.

15. Wichita, KS
The CVB will develop coupon books for visiting events and will also request cost-cutting measures, such as covering the city parking meters. According to a bureau spokesman, “There aren’t too many requests we can’t accommodate.”

16. Biloxi/Gulfport, MS
Easily accessible, the Gulf Coast area features 26 miles of beaches on the Gulf of Mexico, as well as the newly expanded, technologically sophisticated Mississippi Coast Coliseum & Convention Center in Biloxi. Hotel and casino choices abound and offer good rates.

17. Albuquerque, NM
Pick up 500 rooms on a peak night, rent some exhibit space and do a couple of meal functions, and all meeting space is complimentary. “Bureau Bucks” offer $1 per room night toward convention expenses. The bureau will also contribute to the scholarship funds or educational programs for larger events.

18. Richmond, VA
An advanced telecommunications network supports routed high-speed data. Exhibitors receive 100MB connections and private, dedicated connections are also available by request. A skywalk connection to a major hotel and proximity to the airport are other conveniences.

19. Syracuse, NY
Convention assistance includes a speaker’s bureau and registration
personnel for groups of 100 or more. Computerized badges are
available up to 10 business days pre-show. Up to 100 welcome
posters can be printed and distributed for groups of 500 or more.

20. Grand Rapids, MI
Services include providing shells for promotional material and
mailing postcards. Representatives attend shows up to two years out, distributing blinking buttons promoting Grand Rapids. Promotional videos, DVDs and a hospitality desk are offered.

21. Gatlinburg, TN
The state-of-the-art convention center is within a day’s drive for more than half the population in America. Assistance is offered to planners for site inspections, housing, promotional literature, brochures, and
registration and spouse programs.

22. Memphis, TN
If show dates cover a slow period for the city, the CVB works with Memphis Cook Convention Center to present the most affordable package, possibly including complimentary move-in/move-out days, rent reductions, sponsorships of functions, and contributions toward AV or ancillary expenses.

23. Omaha, NE
Omaha is about to open a new convention center, arena and a new
hotel connected via skywalk located two miles from the airport. Attractions include a riverfront development with a waterside
restaurant to seat 500 both inside and out.

24. Raleigh, NC
Groups meeting with room blocks over weekends or Sunday nights, any time of the year, have more bargaining clout. Exceptionally
affordable air service is available through Southwest Airlines. An ambassador program provides staffers for service booths.

25. Fort Worth, TX
Featuring a downtown with a no-cost transit system, Fort Worth
provides show managers with varied venues: the expanded convention center and outdoor events plaza; Cowtown Coliseum; Will Rogers Memorial Center; Texas Motor Speedway.


Barbara Axelson is a Chicago-based trade show consultant and freelance writer. She can be reached at baxelson@aol.com.