July/August 2004
25 Bargain Destinations

EXPO presents our annual review of cities that offer the most affordable hotel and meal rates

By Barbara Axelson

Everyone loves a bargain. But today’s exhibitors and attendees are also looking for value. Which cities offer the best deals?

EXPO has selected 25 cities that offer inexpensive meals and reasonable hotel room rates — which can be a big draw for some groups. Criteria included a combination of federal per diem guide lines and average daily hotel rates, which were culled from data compiled by PKF Consulting in Atlanta and by Smith Travel Research of Hendersonville, TN. Each city has one or more convention centers with 50,000 square feet or more of exhibit space.

Find out what value-added incentives — from free transportation and registration staffing to attendance promotion and package pricing per delegate — these cities and centers offer to show organizers.

1. Macon, GA
Macon is centrally located outside of more expensive Atlanta. Seasonal rates during November, January and February come into play as a savings factor. “Sweet & Low Deals” offer packaged meeting opportunities that include expo space at the 120,000-square-foot Macon Centerplex, accommodations at a variety of hotels, meals, standard A/V and CVB service at one inclusive price per delegate, starting as low as $79.

2. Augusta, GA
Information packets are free and can be used as either a pre-convention mailing or as welcome bags upon arrival. An information booth is provided at shows, and the bureau will help plan golf tournaments or even canoe trips in the Historic Augusta Canal. Plus, there’s assistance with news releases and welcome greetings from local dignitaries.

3. Greenville, SC
Along with many complimentary hotel shuttles to and from the airport, Greenville is union-free, and the bureau works with the cooperation of the entire city to meet the needs of show organizers. Collateral materials are available, and an information desk may be set up on site.

4. Jackson, MS
Among complimentary services are assistance with registration, news releases, and photos and print material for use in preparing organization publications. Also included are an official invitation, an official welcome and attendance promotion.

5. Chattanooga, TN
The expanded Chattanooga Convention Center boasts 100,800 square feet of day-lit exhibit space with new photovoltaic technology to provide mood-enhancing daylighting capabilities. A high-tech business center, plus high-speed Internet access, available throughout the facility, are popular amenities. The free downtown Electric Shuttle connects the center to 1,450 additional guest rooms. Goody bags, stickers and lapel pins are available at nominal cost.

6. Tulsa, OK
Name card inserts, which are pre-printed with the distinctive Tulsa logo in four different colors, are available for a nominal charge. Attractive brochure shells feature space for the group’s name and dates, and the reverse side is available for its schedule of events. The bureau employs “regi-stars” to assist with registration or to serve as information clerks.

7. Columbia, SC
The Columbia Metropolitan Convention Center is totally wireless, offering low bandwidth free of charge. Rates are flexible year-round. Qualified groups receive free transportation options, and South Carolina, a right-to-work state, provides a variety of labor options.

8. Knoxville, TN
Meeting participants can enjoy all that Knoxville has to offer within a few minutes of the Knoxville Convention Center. Attendees and exhibitions can ride a downtown trolley and visit area attractions including the Old City, eclectic shopping or nighttime entertainment.

9. Dayton, OH
Show organizers who sign a contract by December 2004 for an event in 2004 or 2005 will be entered into a drawing for a one-year lease on a new SUV. The Business News Travel Index ranked Dayton as the most affordable of the top 100 U.S. cities.

10. Lexington, KY
Complimentary airport shuttle service and free hotel guest parking are two cost-savers in Lexington. It’s also a drivable location, just a day’s drive from 75 percent of the U.S. population.

11. Little Rock, AR
Among the Little Rock CVB’s services are free registration and collateral materials in most instances. Public relations services are available, along with photos at no charge. The non-union facilities also present cost savings for event managers.

12. Syracuse, NY
The Syracuse CVB provides public relations and event publicity to incoming events, as well as help with badges, registration staffing, banners, maps and brochures.

13. Mobile, AL
The port city of Mobile boasts the Arthur R. Outlaw Convention Center, which takes full advantage of a superb waterfront setting with terraces, walking paths and expansive riverfront windows that feature great views of active river life. There is efficient corridor access and well located registration lobbies.

14. Des Moines, IA
It’s easy to navigate Des Moines with or without a car. From June to August, rate breaks are available. The bureau assists with event planning and securing off-site outings and dinners pre- and post-show. Attendance-building programs are in place, and all downtown hotels provide complimentary airport shuttles. A skywalk connects to more than 900 hotel rooms.

15. Fort Worth, TX
Attendees at shows in Fort Worth may save up to 68 percent on airfare through a special partnership with American Airlines and the CVB. Convention pre-promotion includes telemarketing and direct mail to members, advertising in the show’s trade journal when applicable and, for qualified groups, a Fort Worth staffer will attend the prior year’s convention with a 10x10 booth and provide logo lapel pins, hotel maps, brochures, and hotel reservations.

16. Memphis, TN
The $92 million expansion of the Memphis Cook Convention Center is complete and 2,500 hotel rooms are within walking distance. The city is easily reachable by air, auto or train. Seasonal rates may apply during shoulder season, Nov. 15-February. Pre-show attendance builders and mailers are offered. For larger groups, the bureau commits dollars for planners to use toward local rock ’n’ roll talent for closing banquets the previous year to promote the future event in Memphis.

17. Richmond, VA
With a recent $165 million expansion, the Greater Richmond Convention Center now offers a total of 600,000 square feet of space. Virginia lies within a day’s drive of two-thirds of the American population.

18. Greensboro, NC
Multimedia presentations are available to help sell Greensboro to exhibitors and attendees. Discount coupons to local attractions are available, as are contact lists of local media. Local media interviews can be arranged. One registrar is supplied for four consecutive hours based on a minimum of 50 room nights.

19. Omaha , NE
The airport is less than three miles from the Qwest Convention Center. The CVB will design e-newsletters that show organizers can send to their database to promote an event in Omaha. Other savings accrue from non-union labor at the convention hall and arena.

20. Raleigh, NC
The Raleigh Convention Center recently helped subsidize the transportation costs for the Magnet Schools of America national convention, while the Greater Raleigh CVB participated on the local steering committee and contributed to efforts resulting in a 35 percent increase over the projected attendance. The bureau can build customized Web pages for attendees.

21. Salt Lake City
Flexible pricing in this city depends on space needs, time of year, anticipated food and beverage and other ancillary expenditures, as well as the number of hotel room nights and how far into the future the convention will be held. Web-based attendance promotion programs are tailored to both exhibitors and attendees.

22. Kansas City, MO
The Kansas City Convention Center has open catering, somewhat rare these days. Show organizers can use the services of an in-house caterer, or they can select from a list of more than a dozen city-approved caterers. The center provides postcards for organizers to personalize, as well as shell brochures. Additionally, low airfares are another incentive for the budget-conscious.

23. Columbus, OH
The SMG-managed Greater Columbus Convention Center is only a block away from the Short North Arts District, which has more than 30 galleries and theaters, 35 restaurants, 60 specialty shops and 25 pubs. Upcoming events are advertised on exterior marquees and on the center’s Web site, calendar of events and quarterly newsletter.

24. Louisville, KY
In Louisville, if attendance is 1,500 or more, an on-site concierge is provided. Also, depending on attendance, promotional banners are provided to welcome the group. There’s no union requirement. On-site registration personnel are on call, and a city information booth is an option.

25. Buffalo, NY
The new Buffalo Niagara International Airport welcomes show participants. The cost of living in Buffalo is nearly 10 percent below the national average, which is reflected in the costs to show organizers. City restorations provide an ambience of hip arts and performances.

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

	FEDERAL PER DIEM	AVERAGE DAILY ROOM RATE
1. Macon, GA	$31.00	$48.10
2. Augusta, GA	31.00	54.86
3. Greenville, SC	43.00	55.94
4. Jackson, MS	31.00	56.35
5. Chattanooga, TN	31.00	58.00
6. Tulsa, OK	31.00	58.02
7. Columbia, SC	35.00	56.56
8. Knoxville, TN	31.00	63.27
9. Dayton, OH	35.00	62.64
10. Lexington, KY	35.00	63.38
11. Little Rock, AR	39.00	59.58
12. Syracuse, NY	39.00	71.06
13. Mobile, AL	31.00	69.31
14. Des Moines, IA	35.00	65.58
15. Ft. Worth, TX	39.00	66.01
16. Memphis, TN	43.00	65.11
17. Richmond, VA	43.00	65.53
18. Greensboro, NC	43.00	66.86
19. Omaha, NE	43.00	67.18
20. Raleigh, NC	43.00	67.60
21. Salt Lake City, UT	39.00	72.04
22. Kansas City, MO	43.00	70.17
23. Columbus, OH	43.00	70.79
24. Louisville, KY	43.00	70.85
25. Buffalo, NY	43.00	70.98