Guest Perspective

Convention Discussion- Where should we go!!

By Roy Thompson

From the many questions I have received pertaining to our RMR Convention, mostly dealing in costs, I thought I would put out a convention discussion note. 

We, Margit and I, have been in the convention business for over 40 years, operating a most successful business. We probably managed about 500+ conventions, meetings, product/association/organization shows and military reunions. We have basically retired and took on the task of managing the RMR 2016 Convention in Colorado Springs, because apparently it was our turn. 

Our conventions are maintenance heavy, and the Region membership has great expectations of its members to provide their talents and expertise for the good of the organization - but many of those same members are not willing to attend, nor support the convention, making it a most expensive venture. Having about 70 registrations when we have about 900 members really makes it not worth the effort. It means a lot of time, work and effort by a few - in our case we spent 2000+ man hours, with little others participation.

The other aspect is the cost of operating a convention. It will vary from location to location. If you have a convention in a small community that has the required facilities, costs will be lowered - go to big cities such as Chicago or Washington D.C. or even Denver, and costs are high and probably most of us could not afford it - hotel and taxes are growing every year.

You must keep in mind our convention, large or small, requires the convention team to put in a tremendous amount of time and effort to make the convention happen. If you are fortunate to have someone with convention experience, it makes life a lot easier and you will have some financial savings.

Furthermore, you need to start about two years ahead of the convention to find a suitable hotel. The next task is to assemble a working team, learning and working together to accomplish the many aspects of the putting on a great convention. Anybody can put together a convention, but without some knowledge it will fail to meet the desired effect.

Then we have many complaining about the pricing, the program, each wanting their agenda to have priority. DO NOT be rude, but stand back and put yourself in their shoes - better still, volunteer to be part of the next convention team. We had a survey, sent out 180 questionnaires and received 70+ responses. The responses drove our program -“give the members what they want” was our policy. However, the actual registered members were not in compliance with the survey.

While putting this convention together, we have met a few “experts’ who have attended “many” conventions and know it all. Some were quite rude, some demanding. Many wanted it their way without consideration that the Convention is designed to take care of 100-200 people, providing programs to educate, entertain and to have fun. Fortunately, most requested information in a most courteous way. 

Any person just attending a convention, or even several conventions, has little knowledge of how a convention comes together, nor the amount of time and effort it takes.

Let’s Talk Hotel

The way hotels calculate costs is basically the room nights. The term ROOM NIGHTS is the calculation of rooms occupied each night for the convention period. If the hotel has 100 rooms and you book 90, then the rental space is reduced accordingly. That is why we encourage registered guests to stay in the hotel - it reduces the cost of the convention; the more room nights we occupy, the cheaper is the rental space. 

We, the RMR community, require heavy maintenance - in other words, we require much space with relatively low room nights. Thus, the cost for booking the hotel space goes up. Hotel space varies widely. The other calculations are directed towards the various sizes of ballrooms and other rooms. 

Also the time of the year will make a big difference. Do not book a convention during that area’s tourist season - room costs are high. In our area, Colorado, the tourist season starts in June and ends after the Labor Day weekend. Also the price is set on the day of the week; it costs more for the space on the weekend then weekdays. Furthermore, you need to start about two years ahead of the convention to find a suitable hotel. Large conventions of 500+ people must start as early as 4 years to locate a suitable hotel with the needed facilities in the location they need.

The most important advice I can give you is to make good notes of any meeting and conversations you have with the hotel staff - make sure they get a copy. You will be assigned a hotel convention staff for your event. However, it is unlikely that staff members will be there by convention time. You will go through two or three before the convention, and each will not know what arrangements you made. Always make arrangements to have the special lodging fee go for 3 days before and after the convention so that the visitor can enjoy or add a holiday to the convention.

Additional Costs

There are always additional costs - podium, microphone, tables, projector, computers and so on. For example, a microphone can cost $50-$100 per day, a projector $100+ per day. The hotel does not usually own audio-visual or other electronic equipment, so an outside company, perhaps with an office in the hotel, will supply all this audio-visual support. The trick here is to negotiate well with the hotel staff to obtain a discount. Sometimes the hotel will have podiums and tables available free depending on your room nights.

Most hotels will have some free tables, usually 6 foot tables. Renting tables will cost about $10-$12 per table for the weekend plus delivery costs. The hotel staff will set up the tables if you provide a floor plan. Table cloths are usually free and they have a multitude of colors. Most hotels will allow you to bring in your own audio-visual equipment.

Why do we put on a Convention?

Why do we have a convention? Why are members not supporting the convention by attending? Why is it difficult to get model railroad companies to attend and display their products? Bluntly, because our attendance is low! 

I love conventions pertaining to my hobby, social groups, military reunions, family affairs and so on. The convention pulls together groups of people focused on one activity. For our model railroading conventions, it brings a variety of aspects that encompass greeting old friends, meeting new ones, learning more about details of the hobby, a problem-solving arena (there is always someone with a willing answer), social events, opportunities to view new products and buy what you may or may not need, see the amazing talents of others, and adventures and tours of the new area. I get excited doing all these things, especially meeting new friends with whom we have corresponded, and learning new ways and techniques to enjoy my hobby more. You cannot buy these types of clinics and presentations for the price we pay. Think, we are providing 23 clinics and presentations, all quality events for such a low registration fee. 

Last year I warned our RMR Board members that we are seeing the end of conventions unless we review the whole convention process. I am certain Colorado Springs will not volunteer again. It is much too much work - several hundred man hours for each convention board meeting and look at the dismal result, about 75 registrations - really not worth the effort needed for a good convention. Think of all the clinicians and presenters, 23 of them, giving each presentation twice and few attending to participate.

There is a need for all RMR Board members and division superintendents to not only attend but to have meetings providing their memberships the information and encouragement to attend. We have a small number of Board members and superintendents registered. If the leaders do not attend, how can you expect your membership to attend?

Some proposals for our BOD to study the convention process:

1) Put a team together to study the issue - do we want a convention?

2) What type of convention; 1 day, 3 day . . . a one day is not cost effective for those more than a 3 hour drive away, so then it becomes a local event. Perhaps one convention every other year?

3) Is the program what membership wants?

4) Can we cut some of the standard program, dinner, etc. - save a few costs?

5) How many will actually attend?

6) Do we want local tours? They are costly to arrange and few commit, causing cancellations.

7) Add a fee to membership dues to support the convention -then we all participate and keep the costs down.

8) Make the membership understand the purpose of a convention and the necessity to attend.

9) A study is urgently needed to resolve our convention issues. We cannot have 12-14 convention members put their heart and souls, effort and time in to see no appreciation and support.

Roy Thompson