For the past 51 years the National Restaurant Association [NRA] annual show has been held the weekend before Memorial Day in the windy city of Chicago. In 2012, for the first time in more than half a century, the show will open its doors two weekends early.

The decision to move the event, which was announced this past Tuesday, was prompted by international events—the Global G8 and NATO Summits have been scheduled to take place in Chicago May 15-22 of 2012, while the 2012 NRA show was scheduled to be held, prior to the change, May 19-22—the overlap, show planners say, created some complications.

Mary Pat Heftman, executive vice president of conventions for the NRA, says the show spoke with Chicago lawmakers, including Mayor Rahm Emanuel, regarding the possible consequences of the overlapping show dates.

“What was gathered in terms of information from the Mayor’s office, the city, the convention bureau and McCormick Place was there could be anywhere from 30-48 heads of state in Chicago at that time period,” she says. “With heads of states comes massive security that travels with them along with sizable delegations as well. It was clear to us that we were going to have to expect rolling street closures, the extent of which was unknown but certainly any time a high profile person is moving they’re at more risk so there’s extra precautions.”

In addition to the transportation and mobility issues Heftman says the show would have to compete with heads of states and international leaders for prime hotel spaces.

“There’s technically enough hotel space in Chicago but the type and locations of the hotels, both groups would be vying for that same space,” she says. “We would also have to expect that there would be closings of various natures of commercial entities, restaurants and the like, if a leader chose to visit those places. Chicago made it clear that our attendees would just not be able to enjoy the city freely and in the fashion they have always known.”

Heftman also mentioned security concerns for attendees, pointing to Seattle in 1999 when thousands of protesters rioted in the streets causing an estimated $2 million worth of property damages.

“There can be an awful lot of protest that comes with this, that has an extended security concern and poses a logistic challenge,” she says. “We’re trying to move 60,000 people through the city for four days and we felt it was going to be extremely difficult. To Mayor Emanuel’s credit, as soon as he understood the challenges and the impact to our business, and really got a chance to understand the convention business, he had his staff committed to working on a solution for the NRA to stay in Chicago.”

Heftman says there was show risk from many angles to the association once the G8 and NATO announced the location of their events. “There’s risk staying, there’s risks changing locations and there’s risks changing dates but we felt this is the least disruptive for our industry.”

The process for exhibitors will be seamless—carrying over all information to the new dates. The International Wine, Spirits and Beer event will also move up two weeks, taking place from May 6-7. So far, there’s been positive feedback.

“Everything in life is the law of numbers and when you start talking about 60,000 attendees and exhibitors you’re going to have a couple people who don’t get it or are displeased but the vast majority agree that it was not beneficial to stay and hold the event during the scheduled dates of May 19-22,” she says. “They’re understanding and professional about it and the feedback has been that it seems like a logical and productive solution, we’re still in the same range of the date calendar, the exhibit space footprint will just pick up and be exactly the same.”

Heftman offered advice to fellow show planners, saying when a situation like this arises, organizers should “meet with the city leaders and have some communication. We found the mayor’s office through McCormick Place and the convention and visitor’s bureau, everyone was very understanding and cooperative to try and find a good solution for us. The key is good open communication and get started as quickly as you can on assessing the situation from as many varied parties as you can to get input and understanding of what the impact could be.”

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