Top 5 Convention Centers in the U.S

Although, I am encouraging everyone to consider the beautiful island of Puerto Rico as one of your choices for hosting your event and/or convention, here is a Top 5 list of the best convention centers in the United States.  

Number 5: Hawaii Convention Center in Honolulu (250,000 sq. ft of exhibit space)

The design of the glass-front center represents the unique culture of Hawaii, with its bold architecture, $2 million Hawaiian art collection, and features such as a rooftop tropical garden, glass-encased meeting rooms and outdoor function spaces lined with giant palm trees, make this convention center a very pleasant one. You can find 10,000 committable hotel rooms within 1 mile of the center. The Honolulu International Airport is conveniently located 9 miles West of Waikiki Beach, 4 miles West of Central Honolulu and 7.5 miles West of the Hawaii Convention Center. Hawaii’s currency is U.S. dollars and main language is English. In addition, Honolulu (capital of Hawaii) has been ranked one of the safest in the nation.

(For more information on the Hawaii Convention Center click here) 

Number 4: Georgia World Congress Center (1,500,000 sq. ft of exhibit space)

Located in the heart of downtown Atlanta, the Georgia World Congress Center Authority, which includes the 3.9 million square foot convention center, the 71,250-seat Georgia Dome and 21-acre Centennial Olympic Park.  This convention center ranks among the top five largest convention destinations in the country as well as one of the best sports and entertainment campuses in the world. The Georgia World Congress Center opened its doors in 1976 as one of the nation's premier convention facilities with 350,000-square-feet of exhibit space. Over the years, the Georgia World Congress Center underwent numerous expansions to meet the needs of growing conventions and special events.

(For more information on the Georgia World Congress Center click here) 

Number 3: Minneapolis Convention Center (600,000 sq. ft of exhibit space)

The Minneapolis Convention Center (MCC) has nearly 480,000 square feet of trade show space, 87 column-free conference meeting rooms, a 28,000-square-foot ballroom, and an auditorium with great production and flexible technology options, the facility can handle any event from a small meeting to a large convention or trade shows. It is located close to freeways and only 20 minutes from the airport on the southern edge of downtown Minneapolis. In addition, this trade show and event center is connected by climate-controlled skyways to the downtown hotels, restaurants and shopping. One of the great things of this convention center is that recently they have acquired new solar panels. The panels are fully installed, and the system is fully running as of mid-November 2010. This is a great option destination for the new “green” conventions and/or trade shows.(For more information on the Minneapolis Convention Center click here) 

Number 2: Las Vegas Convention Center (1,040,000 sq. ft of exhibit space) The Las Vegas Convention Center is a 3.2 million square foot facility located within a short distance of more than 100,000 guest rooms. Operated by the Las Vegas Convention and Visitors Authority (LVCVA), the center is well known among industry professionals for its versatility. It also counts with 144 meeting rooms, handles seating capacities ranging from 20 to 2,500. A grand lobby and registration area link existing exhibit halls with new exhibit and meeting rooms, and allowing simultaneous set-up, breakdown and exhibiting of multiple events. The LVCC is one of the largest convention centers in the world. Having the availability and the capacity for thousands of people, the Las Vegas Convention Center is one of the top choices for bigger companies and for the world’s largest trade show companies.(For more information on the Las Vegas Convention Center click here) 

Number 1: Orange County Convention Center (2,000,000 sq. ft of exhibit space)The Orange County Convention Center is one of the nation's ten largest convention centers having an amazing 2,000,000 square feet of exhibit space. In its entirety, the Orange County Convention Center features:

• Two 92,000-square-foot general assembly areas

• 74 meeting rooms/235 breakouts

•  The 2,643-seat Chapin Theater

•  A 200-seat Lecture Hall

• The 62,000-square-foot (multi-purpose Valencia Room
• Three full-service restaurants/8 food courts

• Three-business centers
• In-house electric, plumbing, rigging and technical services, plus wireless mobility throughout the complex
• On-site parking for 6,227
• Three covered loading docks/173 truck bays

The OCCC is located 11 miles southwest of downtown Orlando in the middle of Orange County's tourism core. The Orange County Convention Center is within walking distance of more than 6,000 hotel rooms, and within 45 minutes driving distance to more than 86,000 hotel rooms in the Orlando area. In average, the OCCC hosts approximately one million delegates annually and provides a $1.9 billion dollar total economic impact annually to the Central Florida economy, all at no cost to Orange County Citizens.(For more information on The Orange County Convention Center click here) 

It is certain that all the convention centers listed above have all the qualities and attributes that your company, business or industry needs to host an excellent and top-of-the class event, convention and/or trade show. They all have an impressive amount of exhibit space and top of the line technology. It all depends on your market and the objectives and goals of your event.

*Remember to consider Puerto Rico as one of your destinations for hosting these type of events. For more information on venue opportunities and entertainment in Puerto Rico feel free to browse through the blog. 

Resources: 

-Hotel & Conventions http://www.hotelsconventioncenter.com/

-Hawaii Convention Center http://www.hawaiiconvention.com/

-Georgia World Congress Center http://www.gwcc.com/Default.aspx

-Minneapolis Convention Center http://www.minneapolisconventioncenter.com/

-Las Vegas Convention Center http://www.lvcva.com/index.jsp

-Orange County Convention Center http://www.occc.net/default.asp

Event Planning? How to Benefit your Pocket!

The special events industry has grown enormously during the last two decades. The annual spending of events worldwide is estimated to be at $500 billion. It is no secret that the economic status worldwide of businesses and companies is not at its peak. Therefore, the need to keep employees and clients interested and motivated is crucial in a time like this. In addition, companies have recognized that only so much work can be conducted thru the phone, texts, and emails. This is when the ideas to create special events, seminars, meetings and/or conventions are taken into consideration. 

Now that we have established the need and importance of the production of corporate events, let's establish how an event planning company makes its revenue. According to the web article, How to Start an Event Planning Service, at entrepreneur.com, it is crucial to know that the goal in pricing a service is to mark up your labor and material costs sufficiently to cover overhead expenses and generate an acceptable profit. It is said that first time business owners often fail due to unknowingly low service rates, therefore make sure you are gaining profits from your services. 

There are two types of events; social and corporate, for our interest we will focus on corporate events. On the corporate events industry planners typically charge a fee for their services, plus a handling charge for each item they contract. Another option is charging clients a "flat fee" or a "project fee", this is often used in large events and/or when corporations want an estimated figure to stay on budget. 

Fees are generally determined by three factors. 

1.              Market Segment (Corporations- using flat fees)

2.              Geographic Location (For example, fees are higher in the northeast part of the United States)

3.              Experience and Reputation of the planning company (If you are starting out it is only reasonable to charge a lower service fee) 

This is why knowing your target market and doing your market research is so important. Most event planning companies’ price their fees-for-service using the Cost Plus Method (CPM), it involves calculating the unit cost of producing the product and adding on a target profit margin. This means, that you contract out the labor, supplies and materials involved in producing an event and then charge clients a service fee of about 10 to 20 percent of the total cost of the event, with 15 percent being a rough average. However, in order for your company to know the final net income, I advise you to produce a pro forma (for more information on Pro forma click here) this will determine how your company will make its revenue, determine expenses and much more.

Below is an info graphic of the event planning industry you might like. Enjoy. 

By: Melanie Rodriguez / Market Research 

Resources:

- http://www.entrepreneur.com/article/37892-5

-http://www.laurieco.com/html/cost_plus.html

-http://www.businesstown.com/accounting/projections-statements.asp

Q&A with the Experts

A project in business is a collaborative enterprise, frequently involving research or design, carefully planned to achieve a particular aim. Whether your business includes selling a product or providing a service projects are everyday tasks. The event/convention production industry obviously is not the exception, and PR 101 had the opportunity to discuss very important points in the development of conventions with a talented local Puerto Rican PR firm; Eferrer Public Relations & Integrated Communications.

Eferrer is a boutique firm specializing in Public Relations and Integrated Marketing Communications, established in Puerto Rico.

“We believe success strives in being strategically creative. Offering our clients the perfect marketing mix based on a continuous process of analyzing necessities, opportunities and weaknesses of our clients, keep us on the competitive edge”

                                      -Eferrer Public Relations & Integrated Communications

PR 101 had the opportunity to have a Q&A with the company’s founder & CEO, Edaliz Ferrer. Here she gave some pointers on project (in this case Convention/Event planning) development, among other things.

PR 101: What are the main starting steps to create a convention?

Ferrer: The main points taken into consideration at the starting point in the creation of a project are the objectives, and the purpose of the project. You also have to take into consideration the audience that you want to address, the date, very important the budget, and the history; has the event been done before or is it new.

PR 101:  What are the key factors to a successful event/convention?

Ferrer: Definitely, I believe there are 5 key factors to a successful event. First would be the planning, this includes the brainstorming process and the determination of the roles within the work group. Another key factor are teamwork, and your ability of budgeting. Last but certainly not least, it’s a tie tied between time and sponsors, both equally important.

PR 101: Which are some of the common objectives for a prosperous convention?

Ferer: To be able to meet every objective established for any event is the best to determine how successful or unsuccessful the event truly was. This is why at the time of choosing the most common and most important objectives of a convention production I chose the following:

·      Earn triple of the investment

·      Be able to do the event continuously, at least once a year.

PR 101: Working on a PR firm, what is the most common request from clients that are looking for new venues to do conventions or events?

Ferrer: Every client is different. They have different needs, ideas, suggestions and requests. I can say that the most important qualities they search within new venues are the venue’s capacity, its cost and its accessibility.  

PR 101: Which are some of the common mistakes event coordinators or producers make, creating events?

Ferrer: Wow, at the time of making an event you have a great responsibility of meeting every client’s demands and request but sometimes we do have mishaps. No need to say that sometimes its trial and error what helps us get better through time. Some of the main mistakes are concentrating on the assembly, equipment, sound, and lights, and not on the content of the event. 

PR 101: What tips can you suggest for creating a one of a kind event?

Ferrer: A one-of-a kind event is not very difficult; you must have a good and creative name, an innovative idea, new opportunities to expand the market within sponsors and knowing how to target your market.

PR 101: Why is Puerto Rico is a good alternative for an event/convention?

Ferrer: Puerto Rico is a great destination either to do tourism or to create an event or convention. Considering the year round nice climate, quality service, a wide range of activities for all ages and preferences.  In addition you have the option of incorporating water sports, and top class nightlife. And remember Puerto Rico is part of the USA, which means that if you are American you don’t need a visa or passport to come and visit.  

PR 101: What venue in Puerto Rico would be a good choice to do a company convention?

Ferrer: The best one would be the Predo Roselló Convention Center.*

PR 101: What does Eferrer Public Relations & integrated Communications have to offer in the Event/ Expo/ Convention department? 

Ferrer: At Eferrer Public Relations & Integrated Communications we offer and guarantee the best production and content you can wish for.  Not only a one of a kind experience but attention to detail like no other. In addition we provide media exposition free from cost. In conclusion, we offer an unforgettable experience.

PR 101: Does Puerto Rico really does it better? Why?

Ferrer: OF COURSE! We offer great service, first-rate tourism; some of the finest hotels from 2 to 5 stars, plus affordable air fees and accommodations can be found easily.  You can have the best of worlds, Spain’s exotic history with hip modern cities and fine entertainment. Plus we speak English!

From left to right: Camila Calderon, Edaliz Ferrer, Diana Otero & Ishaa Lopez. Staff at Eferrer  Public Relations &Integrated Communications

So, consider Puerto Rico as a venue for your next event/convention. You won’t regret it. Special thanks to everybody on Eferrer Public Relations & Integrated Communications, especially Ms. Edaliz Ferrer for taking some time off her hectic schedule and sharing some of her knowledge with us. 

For more information on Eferrer PR Firm, add them on Facebook or  follow them on Twitter. 

The T Factor

The T (Team) Factor...
The importance of a Team in the creation of an event and/or convention. 

The task of making a successful event and/or convention, requires a large amount of planification, budget, brainstorming and the right team to make an exceptional activity. Like in any project or business, the people or team used to complete a certain task is the number one factor or element, to ultimately develop and complete victoriously an event.

During the process of creating an event certain steps involving your team and other areas, have to be considered.

• Estimate the number of people who will be attending your event. 
• List what items would be needed for the venue.
• *Make a list of the number of people required to assist in the running of the event. This includes your personal team and other required personnel such as, camera operators, lighting operators, sound controllers, car park assistants, caterers, etc. 
• Split your event into workable categories. Make sure you assigned a team member to take charge of each category. 
• Make sure the overall event coordinator has no other task than coordination.
• Assigned a suitable person to act as a master of ceremonies. (This person is also considered part of your team) 
• Make sure your program is structured so that the attendees have time to eat, bathroom breaks and occasional breaks. 
• Assign a team member to be in charge of making sure local by laws are met and making sure the insurance is in place. 
• Assign a host. 
• Make sure you have appointed personnel to deal with unwanted situations. This includes assistants. 

This is a guideline to some of the most important team members and roles that you need in order to create an event/convention. Although, these check points depend on the event, the number of attendees, objectives, budget, among others. Positively, the team in charge of creating an event is CRUCIAL. However, making sure the communication, coordination, roles, balance of contributions, mutual support, effort and cohesion, appointed by the boss or project manager, are going to be the key factors in determining the quality and success of your event.


Conclusion: The TEAM Factor is the key factor to the success of your event and/or convention. Make sure the team you choose meets with all the requirements and necessities of the task. This way the event will result in SUCCESS. Teamwork is the word of the day!

Importance of Teamwork:

Sources: 
Video: http://www.youtube.com/watch?v=mKucprXVGMU
Information:
http://www.feministcampus.org/fmla/program-materials/pdf/6-- EventPlanning%20thru%20Public%20Speaking.pdf
http://www.wikihow.com/Organise-a-Convention