Proposals from three venues have just come in. A new convention center with a flat floor and plenty of services. A large fairground with wide parking and tall sheds. A five-star hotel with fine ballrooms. All three have sent quotes, and all three say they are a good fit. How do you know which is true?
Before comparing particular venues, it helps to know what each of the venue types for an aquaculture trade show is like and how it charges. This article uses the venue sections of the CEM guides as a base and then checks them against the needs of an aquaculture trade show.
Venue types for an aquaculture trade show, per the guides
The CEM guides list these.
- Convention or congress centers. Mostly publicly owned and built by a city, county or state to create economic impact locally. They have a large multi-purpose hall, sometimes an auditorium. Older ones, which began as civic centers for community events, can lack the amenities and finish that conventions and exhibitions expect today. Many have been rebuilt to be purpose-built for exhibitions.
- Conference centers. Geared to meetings, with packages that include rooms, meals and services.
- Hotels with conference space. Everything under one roof, but rarely enough exhibit space for a large show.
- Expo centers. Mainly host consumer shows and community events, often near public transport with ample parking.
- Fairgrounds. Grew out of agricultural fairs, and may be little more than a large barn-like structure to display livestock and heavy equipment.
- Multi-purpose facilities. Buildings whose configuration can change for different uses.
- Private venues and large public venues such as museums, stadiums and universities. The guides note that an unusual venue can attract visitors, but an unsuitable one can work against the exhibitors' objectives.
Where each fits an aquaculture show
No type is right for every show. Below is a reading of the types against the real needs of an aquaculture show, which differs from many ordinary shows because of water, heavy equipment and visitors from farming regions.
- Convention centers. Usually strong on services, power, internet and contractors who know the work. Good for medium and large shows that need many services. Ask closely about drains, floor load and loading docks, as the article on the technical floor plan of a hall sets out.
- Fairgrounds and large sheds. The guides note they usually have easy parking and public transport, daily fees, but may lack nearby hotels. For a show with a lot of heavy equipment, big floors and high ceilings are an advantage. Check hygiene, restrooms, power and Wi-Fi.
- Expo centers. Fit when there are large equipment booths and many visitors arriving in their own vehicles. Amenities are usually below those of a convention center.
- Hotels. Suit the matchmaking area, press conferences, networking dinners and small seminars. The guides note hotel meeting rooms are usually rented by the day and can be reduced or waived depending on room nights and food and beverage revenue, so tie them to a room block.
- Large public venues such as universities. Can suit scientific sessions and demos, but often lack exhibition services and leave the organizer to arrange a lot.
- Outdoor areas. Some equipment demos need to run outside, see the article on the outdoor demo area.
Two ways rental is priced
The CEM guides say the common approach worldwide is to set a basic fee with extra charges for services not agreed in the contract, such as electricity, plumbing and lighting. Rental of exhibit space is usually priced one of two ways.
Option one: a daily flat rate. One sum for the whole hall per day or for the duration of the show.
Option two: a rate per net square foot or meter. Payment based on the net area of booths sold, per day or for the duration.
Each pushes the risk in a different direction.
- With a flat rate, the risk sits with the organizer: sell few booths and you still pay in full. It is cheaper when the hall is full.
- With a rate per net square meter, the risk is shared with the venue: sell few and pay little. It is more expensive when the hall is full.
A simple way to compare: divide the total rental of each option by the net square meters actually sold in each scenario (low, medium, nearly full). Choose the option with the lower cost per square meter in the scenario you really believe. For a new show, where sales are still uncertain, a rate per square meter sold is often safer.
The guides also note that venue regulations usually form part of the lease and those restrictions must be carried into the booth rental contract sent to exhibitors. Read them closely before signing, as the article on seven questions before signing a venue suggests.
A selection process
- List the hard needs from the exhibitor groups: water and drains, floor load, loading docks, power, coach parking.
- Pick two or three venue types that could meet them, rather than viewing every place.
- Ask for quotes in both pricing methods, then convert to cost per square meter sold.
- Visit in person using the venue selection criteria and the site visit.
- Count the travel cost for visitors from the farming regions, because a good venue far from the farms can lose the most important visitors.
A case to illustrate. The organizer compares three proposals. The convention center is the most expensive on the price list, the fairground the cheapest, the hotel in between. After converting to cost per square meter sold at medium sales and nearly full sales, the convention center turns out cheaper in the full scenario while the fairground wins in the medium scenario. The organizer picks the fairground for the first edition because sales are uncertain, and notes a review after two editions.
Need venue types compared for an aquaculture show?
If you need a comparison of venue types against your show's needs, a way to convert rental into cost per square meter sold or a list of questions for the site visit, you can send a request through the quote page or book a call with Nguyen Anh Trung. Send the quotes you have received.
The cheapest venue on paper is rarely the cheapest once everything extra is added.