With more than enough hotel rooms, dining options, and entertainment extravaganzas to fill every calendar dayand then someit's no wonder Las Vegas is a choice destination to hold any type of conference, expo, or convention. In fact, in 2007 alone, Las Vegas hosted a total of 23,847 conferences and shows, attracting 6.2 million convention attendees, according to the Las Vegas Convention and Visitors Authority. Top that with the constants of year-round activities and a steady sunny climate, and these numbers will most likely jump up in 2009.
So with a city of endless options on the menu, and an equally endless number of events competing to gobble them up, where does one start when planning her next big event in the City of Lights? Here's how planners who bring mega-groups into town make sure their attendees get past the velvet rope.
BETTING ON THE AUTHORITY
According to Linda Keith, vice president of meetings and conferences for MacFadden ProTech, the company that produces the International Pizza Expo, her group relies on the assistance of the Las Vegas Convention and Visitors Authority. The International Pizza Expo is hosting its 20th year in Vegas this April, and typically draws around 6,000 attendees; these represent a large percentage of the operators of independent, franchised, and chain pizzerias.
From the nearly 4,000 exhibitors who provide pizza equipment or products, to the famed World Pizza Games, showcasing individuals who excel at tossing pizza dough, or who can fold a pizza box with incredible speed, it's imperative that the show be equipped with the tools to host this fun and high-energy show.
"The Las Vegas Convention and Visitors Authority put me in touch with wonderful services, including destination management companies to arrange ground transportation," states Keith. "They have also been very helpful in finding the best dates for our show that will fit with our meeting pattern (Tuesday, Wednesday, and Thursday)."
FRIENDLY ADVICE
Susan Corwin, vice president and show manager for George Little Management, takes a surefire approach when planning The Gourmet Show in Vegas each May. In the show's fourth year of traveling to the desert oasis, Corwin has recently launched a brand-new link on her website titled Gourmet 365, where the 6,000-plus attendees and more than 400 exhibitors can go to source both popular and hidden excursions, restaurants, and other activities.
"We relied on an unofficial network of friends to compile the list," explains Corwin. "Some of the biggest leads came from a friend of our PR company, who sat down with us to put together some of the best and undiscovered places Las Vegas has to offer."
Many of the destinations are slightly off the beaten path, but will give travelers the feeling of living like locals when they are in the city.
"We feel we've really put together a great list of the best Vegas has to offer on the show website. These excursions can be enjoyed bay all attendees and exhibitors on their free time."
From the Lied Discovery Children's Museum to a trip to Red Rock Canyon, the list contains suggestions for additional daytrips, nightlife, spas, and, of course, dining.
"The food is separated by different levels, from great burger joints to nicer sit-down restaurants," notes Corwin. "Overall, we really try to make it fun. We want people to enjoy themselves when they are in Vegas."
TURNING ON A DIME
Desiree Hanson, director of industry development with Reed Exhibitions, who produces and manages the JCK Las Vegas Show, also works the Internet to ensure the estimated 21,000 attendees and approximately 3,100 exhibitors are well prepared during the trip for this large jewelry show. The show draws exhibitors who are manufacturers and suppliers of fine jewelry materials and finished goods, and attendees who represent retail jewelry stores that are independently owned, as well as major chains and department stores.
"I've recently created a program called Vegas on a Dime, which is available on our website," says Hanson.
Those attending the show's 17th year in Vegas, starting May 30th, must plan many details when making their arrangements, so it is Hanson's job to ensure the show details stay affordable.
"We hear a lot about how Las Vegas is getting more expensive, so we try to keep our attendees engaged and still eager to come out to the show. And Vegas on a Dime is designed to do just that," she says
The link offers travel tips, airline discounts, and hotel block discounts listed by price, ranging from the least expensive to highest. "We also list restaurants, including those with an average ticket price of less than 15 dollars, as well as ways to get around the city most efficiently," continues Hanson.
The site also offers tips on free outings and attractions, including the light show at the Bellagio or an Ethel M Chocolate Factory tour, which treats guests to free chocolate samples. Another popular attraction is the Fremont Street Experience, which showcases free nightly shows, featuring 12.5 million lights and 550,000 watts of amazing sound. Free concerts and events are also often on the Fremont Street calendar.
For Hanson, building relationships in the hotel and airline industry has proved to be beneficial, especially since Reed Exhibitions produces close to 40 shows per year, with many of them taking place in the Las Vegas area.
"We actually have a group in-house that specifically works on travel for our events. For example, they work directly with the airlines to secure discounted rates," explains Hanson.
She continues, "I think our attendees really count on getting the discounts through the show manager. So it's important for us to maintain the relationships with the hotels and airlines. We really strive to increase our attendance as well as keep our loyal attendees coming back."
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Five Tips for a Successful Event in Las Vegas
When looking to plan a stellar event in Las Vegas, follow these easy steps to ensure your group has a successful show.
1. Determine the time of year you would like to schedule the conference. Take into consideration special dates, if you need them; however, the more flexibility you have, the more options you may have for meeting space and accommodationsand the better deals you may be able to get. Can the conference be held during the week, or does your group work need weekend dates? Can you get better deals during the hotter months? Chances are, if you are planning an event during the off-season (if there really is one in Vegas), you might be able to get better deals on daytrips and outings, such as a corporate golf outing or Jeep excursion.
2. Research the logistics for different hotel properties in Las Vegas. Find the ones that meet your needs for meeting space, guest rooms, and other services that may be important for your group. Logistics, including square footage, room setups, equipment, and other amenities can typically be found on each hotel's website. Check out the shuttle service situation as well. Will convention-goers need transportation to and from the show? Will a shuttle run all day? These are things that should be set up in advance.
3. Decide if it's important that you choose a property on the main Vegas Strip, or if you're willing to go off the Strip. Although many groups prefer to remain on the Strip due to its proximity to so many of the city's top hot spots and entertainment venues, numerous off-Strip properties offer luxury accommodationssometimes at more affordable pricing. Shuttles and buses can be arranged to and from the convention as well as for daytrips to the Strip.
4. Research airfare rates and work with airlines to negotiate group rates if you are gathering a large group. If you have people flying in from different cities, find out what travel agency or DMC can get you the best deals. If your best deals are the night or two before the show begins, this would be a great time to plan an evening mixer or networking reception for the attendees. Plus, booking an extra night at the hotel could prompt bigger room rate discounts.
5. Be sure to plan fun group activities for conference attendees, including dinners, shows, and other excursions. Again, DMCs can arrange a slew of activities, or call ahead on your own to find out the best night for discounted show tickets, or how to reserve a restaurant or meeting space for a reception. Because of the pleasant year-round weather, don't rule out outdoor space for teambuilding events, awards dinners, and mixers.
Originally published April 01, 2008
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