The Greater Midwest Chapter hosted its June quarterly education program yesterday at the American Dental Association’s Conference Center in Chicago.  The session, entitled, “Labor & Delivery:  Getting It Right for ALL Meetings” was a hit as nearly 300 people attended the event.  “With over 200 members and non-members in the audience including more than 80 planners, and over 70 virtual participants from nearly every other PCMA chapter, we feel we really planned a compelling and timely event,” noted the GMC Chapter’s Program Committee Chair, Angie Silberhorn.

The program was moderated by Brad Lewis, executive director of the PCMA Education Foundation and included panelists: David Causton, general manager at McCormick Place; Jim Ellsworth, vice president, national sales at Freeman Company; BJ Enright, president of Tradeshow Logic; Kathy Heneghan, CMP, director of events/assistant executive manager at Hilton Chicago Hotel; and Karen Malone, vice president of meetings at the Healthcare Information and Management Systems Society (HIMSS).

The program focused on current labor issues common in the meetings industry. Panelists offered suggestions on how planners can maximize their show experience while minimizing expenses incurred by their organizations, and exhibitors.

History of Labor Challenges and Reform in Chicago
Causton set the stage for the presentation by recapping historical labor challenges at McCormick Place, while not exclusive to that convention center and common across North America.  He then recounted the timeline of events leading to the recent history-making labor changes at McCormick Place and Navy Pier.

One major change in the labor landscape for Chicago, stage hands now handle all production. Hourly rates for stage hands are much more economical versus unionized electricians.  This creates a better system for doing business at a lower cost dynamic.  Some additional but compelling changes in Chicago that benefit show organizers: exhibitor rights have been expanded and exhibitor personnel can now set much of their own exhibit with no limitations set by booth size. In addition, electrical is no longer exclusive as a service; a new catering company is in place, food prices have been reduced by 10% and the building must operate all foodservice at cost; parking fees were reduced.  These changes and many others have helped Chicago regain lost and maintain existing convention business.

Bringing a more personal perspective to such changes, Malone recounted, “We were behind on rigging and the electricians showed up, but couldn’t do their work until the riggers were finished.  Transitioning much of the work to stage hands who also have skilled electricians will keep production moving – no need to pay for waiting electricians, and work flows without interruption, which creates more efficiency”.

These changes were prompted by several key groups, HIMSS among them, making decisions to not return to Chicago with their events. And, as Causton noted, “a loss that would cost the city $150 million.”  The discussion was compelling and showcased the power that show managers truly have to influence positive change.  One notable outcome of the changes is that HIMSS has since made the decision to return to Chicago.

Causton indicated that it was only with the support of Illinois’ governor, the state legislature, and the city’s mayor, coupled with choosing the path of negotiation with the labor unions, instead of litigation or legislation that these changes were able to materialize.

Key Messages
The messages among all the panelists was consistent … once the site is chosen, or even before, planners should consider a number of factors in their meeting planning process: they should know their event history to have higher-level conversations with suppliers and facilities. They should collaborate across all levels – planning organization, venue, decorator, show management and labor unions – to find creative solutions to save money and enjoy shared success.

With an emphasis on creativity, Heneghan and Ellsworth both made recommendations on how to minimize costs. Among the suggestions: marrying A/V sets with other groups to reduce setup, labor and shipping costs, and setting rooms on Friday for Monday programs to avoid labor union overtime charges for weekends and holidays. Heneghan suggested that there is a wealth of ideas like this, and that planners need only to ask for assistance on finding solutions to keep costs minimized.

Enright emphasized the importance of keeping exhibitors happy, “Think about 8-hour minimums when doing your show set.  Know the business rules and what is required in the union contracts.  Find where your exhibitors are experiencing the highest costs, identify their pain points at your show and target those items when negotiating with the decorator on fees for services. All parties must take care of the exhibitors – the group, the center, the hotels and the unions.”

Also a key point in the presentation was the importance of talking with suppliers about the different trades necessary to deliver production.  “You, the planner, have control over the schedule of your show,” noted Malone, who continued, “sit down and meet with union heads before your event.  Ask the right questions …who does what?  What is negotiable?  Educate the unions on not just your needs, but your organization and the impact it has for them personally.  Hold exhibitor meetings with labor contacts and keep open communication with the local trades and the city – prior to, during and after your show.”  Malone shared insights about how she set a more personalized landscape between HIMSS and the labor unions. She underscored her success in forging inclusive and respectful relationships with laborers servicing her event.

Causton too, commented on the importance of seeking a more personal business relationship with the unions. “They hear a lot of complaints, but they do a lot of things well and don’t get a lot of gratitude.  Expressing appreciation will go a long way towards building a productive and successful relationship with the trades that service your event.”

If you missed the GMC June program, it is available for viewing at http://swankav.mediasite.com/mediasite/Play/bbbf2963b658489fa0f4d55d8811d1b71d and the passcode is  PCMA8422.

The Greater Midwest Chapter would like to thank the American Dental Association and Swank Event Services for their support of the program.

Take some salsa and chips; mix in some Margaritas and Coronas; add some planners, suppliers, and guests. What do you get?
You get the GMC PCMA pre-Cinco de Mayo Member Mixer.

On Thursday May 3rd, approximately 30 GMC PCMA members braved the storm and invaded Maria’s in Rosemont for an evening of socializing, great food, delicious drinks, and fun discovery games. We learned who has been the longest standing member of PCMA, the newest student member, and which member has served on the most committees within the PCMA organization. Matt Hourihan of Visit Pasadena and Vice-Chair of the Membership Committee donated prizes to all game winners.

The event was attended by 40% planners, 55% suppliers, and 5% guests. We are looking to increase our turnout at the next event this coming summer. Be on the lookout for more information coming your way on the Summer Member Mixer. We look forward to seeing you then!

On Friday April 13, 2012 the Community Services Committee hosted 25 kids from Off The Streets Club for a fun bowling afternoon at 10Pin Bowling Alley in Chicago. The kids were accompanied by Mr. Ralph Campagna, Executive Director of OTSC and committee volunteers.  After enjoying a pizza lunch with cookies and milk for dessert, a friendly bowling tournament commenced. 

Each of the eight teams consisted of volunteers and kids.   The winning kids received a $35 AMC gift card and a $10 McDonalds Gift card, as Grand Prize Winners.  The kid with the higher score in each of the remaining teams received a $10 McDonalds gift card. Before heading back to the club, each one of the kids received a goodie bag filled with candy, school supplies and a $10 McDonalds gift card.

Stay tuned for more news on our OTSC Summer Event. To volunteer, contact Troy Tarnoff, Community Service Committee Chair via email, tkarnoff@sanjose.org.