[Mldxcc] Points to consider re. the Visalia DX Convention Venue

[John Miller]

Bob and Dick:

Lots of incorrect assumptions here.  Let me try to clarify -- and I'm copying 3 other reflectors, where this topic is also being debated.

a.  The parking garage incident was across the street -- not on Convention Center property.  Could have happened at the Holiday Inn too.  Unfortunate, but an isolated incident.

b.  Your quote Dick:  "There were apparently something like 30 or 60 (I don't remember) fewer attendees this year, compared to last."  Not sure where you got that information but it's inaccurate.

This year IDXC 2013 broke all attendance records.  I have the complete attendee lists from both 2012 and of course this year too.  Here's the breakdown:

2012 (list received from SCDXC):  Pre-Registration = 711; Walk-Ins = 53.  Total = 764
2013 (KE1B's masterful database):  Pre-Registration = 774; Walk-Ins = 78.  Total = 852

Of the 852 total -- 136 or 16% attended for the First Time.

Not only did we set a new attendance record this year, we attracted more new attendees than ever before.

c.  Hotel Rooms:  Another false statement Dick:  "A significant negative of the convention center is that there is something like 80 less hotel rooms available from the 2 hotels at the convention center compared to what is at the Holiday Inn."  Sorry.  Inaccurate.

The Holiday Inn has 256 rooms.  The Marriott = 188 and the Comfort Suites = 72.   Marriott + Comfort Suites = 260 rooms total.  There are actually 4 more rooms at the two hotels downtown than at the Holiday inn.  This year, being our first time at the Marriott, we were only given a block of 160 rooms to use.  Next year will be different.

d.  The Holiday Inn is 5.5 miles from the Convention Center with plenty for Free Parking everywhere.  We had two shuttle buses running two loops between the Convention Center and Holiday Inn to take care of anyone not wishing to drive their own car 10 minutes downtown.  Those who used the shuttle bus were very happy.   DIck:  I'm glad you and your roommate survived the 3.3 mile drive from your hotel.  : >).  

e.  Exhibitors:  Array Solutions claims their sales tripled over last year.  Similar comments from Elecraft, SteppIR, M2 and FlexRadio.  Exhibitors were Very Happy at the new Convention Center.  How can you blame them?  Wide aisles.  No crowding.  High ceilings for antennas.  Plenty of booth space.  To give you two examples:  Array Solutions has already said that they would commit to a larger booth size next year if held at the Convention Center.  If held at the Holiday Inn they would not attend.  And because of the large Exhibit Hall at the Convention Center, Elecraft was able to create a presence at IDXC similar to their booth at the Dayton Hamvention which has 25,000 attendees.  Bottom line:  I'm afraid no Exhibitor wants to go back to the Holiday Inn.

f.  Points of Contact:  Yes it's easy to deal with one point of contact at the Holiday Inn.  I've done it.  But working with the Visalia Convention Center + the Marriott + the Convention Visitors Bureau is seamless.  They have their act so well together that it's really like working with ONE vendor not three.  Why?  Because they get it.  The City of Visalia wants Happy Customers.  Hotels filled.  Convention Center filled.  And repeat visits.  They get it.  I was even able to get a no-cost permit from the Visalia Police Dept. to use a public parking lot for RV overflow.  Why?  Because they get it.  I can cite many examples how the Convention Center and the Marriott went out of their way to help Exhibitors, Attendees, and the organizing committee.  Was it a little more work overall?  Perhaps.  Was it worth it?  Yes.  And the  best part?  The groundwork has already been laid for future conventions.  The VCC-Marriott-CVB want to be our hosts for the future.  They truly understand what it means to be customer-focused.

g.  This one made me smile:  "I am also suspicious that other hotels in Visalia charged more than they would have otherwise to cover the cost of the shuttle and convention hall, although I am not certain of this."  I really don't know where false rumors like this start.  I personally negotiated every Hotel contract -- as well as the Convention Center contract.  No contract Hotel cost more than $105 a night -- the maximum convention rate.

h.  The Financial Model:  The City of Visalia owns the Convention Center which costs money to rent.  However, those costs are offset with credits receiving from participating Hotels.  Example:  If the CC costs $12,000 for the entire weekend, each participating Hotel will give a rebate of $12 per "room-night" for all rooms booked.  So to offset $12,000 you would need 1,000 room-nights x $12.  How do you get 1,000 room nights?  Just make sure at least 500 guests stay for two nights each in the participating contract hotels.   500 guests x 2 nights each x $12 = $12,000.  The key here is to have everyone book their hotel rooms AFTER the hotel contracts are in place, in order to receive those all important room-night credits. As I said before. the entire City of Visalia gets it.  They work as a Team to ensure a Win-Win-Win for the Hotels-Convention Center-Customer.  I'm their Customer.  And a very happy one.  

i.  Profit/Loss:  Although both are non-profit organizations, neither SCDXC nor NCDXC operates IDXC at a loss.  Prudent management of expenses, effective contract negotiation, setting the right fee structure, and maximizing participation (including raffle ticket sales) ensures that IDXC can be comfortably run with something left over on the bottom line.  That will be true again for IDXC 2013 and can certainly be true for IDXC 2014.

j.  Changing Venues:  Dick:  I'm afraid I have to disagree with your statement that "both places are OK now" -- they really are not.  I was Co-Chair for this Convention in 2011 and just finished the same role for 2013.  Last year I was an observer as IDXC 2012 was held at the Holiday Inn.  It did not go well.  I have a long list of reasons if you're interested.

For years, the Holiday inn served as a suitable venue for IDXC.  However, as this convention has now grown to more than 800 attendees, moving to the larger Visalia Convention Center was necessary in order to maintain a quality program.  Providing all IDXC Attendees and Exhibitors with good value for their money and ensuring their satisfaction is what drove all of our decisions this year.  I'm happy to report that feedback from the exit survey has been overwhelming positive about the new venue downtown.

On Sunday afternoon, I met with SCDXC Co-Chairs Mel Hughes (K6SY) and Carl Gardenias (WU6D) for almost two hours going over everything our team did to prepare for IDXC 2013.  They had some great questions -- many leading me to believe that they're giving serious consideration to staying downtown for IDXC 2014.  There was no final commitment from them as they have to confer with the entire SCDXC board this week -- but I'm hopeful.  I have also volunteered to assist them myself and offered any member of our Convention Committee for consultation if needed.

Ultimately, it would be my recommendation to form a Standing Committee for IDXC made up of members of both SCDXC and NCDXC to ensure a smooth transition, provide continuity and minimize repetitive tasks each year.  It might also serve to bring the two organizations closer together.  But that's a topic for another time.

I do agree with your statement that putting extra pressure on SCDXC isn't wise -- but if anyone chooses to contact them, please be constructive -- not confrontational.  Feathers, please.  Not Bricks.

Respectfully,

John Miller, K6MM
2011 IDXC Co-Chair (Holiday Inn)
2012 IDXC Attendee (Holiday Inn)
2013 IDXC Co-Chair (Visalia Convention Center)

On Apr 23, 2013, at 9:08 AM, Bob Wilson, N6TV wrote:

> My friend N6AA (Southwestern Division Director), who has no role to play in the DX convention selection process, offers the following points for consideration.  He said it was OK for me to forward this email to the NCCC reflector.
> 
> I agree with Dick that a letter writing campaign will be counter-productive.  That would not be the best approach at this point.
> 
> I also agree with most NCCCers in feeling that the new site was far superior, a big success, and I hope they don't move the convention back to the Holiday Inn.  
> 
> But consider also:  one NCCCer's van was broken into in the parking garage Friday night, with several items stolen, a very sad story.
> 
> Question:  Was this convention one with "record attendance" or not?
> Easier question:  Was registered attendance up or down compared to last year?
> 
> There seems to be some disagreement, and it would be nice to have the facts.
> 
> 73,
> Bob, N6TV
> ---------- Forwarded message ----------
> From: Richard J Norton <richardjnorton at dslextreme.com>
> Date: Mon, Apr 22, 2013 at 7:38 PM
> Subject: Visalia DX Convention Venue Items
> To: "Robert A. Wilson" <rawilson at gmail.com>
> 
> 
> The person in charge of next year's convention is Mel Hughes, K6SY. He spoke about next year's event at the Sunday breakfast. SCDXC has not selected either a venue or a date yet. I assume they are negotiating with both contenders, attempting to get the best deal, given that both realize that there is competition.
> 
> There were apparently something like 30 or 60 (I don't remember) fewer attendees this year, compared to last.
> 
> A significant negative of the convention center is that there is something like 80 less hotel rooms available from the 2 hotels at the convention center compared to what is at the Holiday Inn. This means that roughly 160 more people commuted to and from the convention center than would commute to the Holiday Inn. My roommate and I were two of them. It is nice to be able to go to your room when desired, but not this year. However, we survived the 3.3 mile each-way drive.
> 
> The convention center is large, and there was less traffic in the exhibitor area as attendees congregated in areas away from the exhibit hall. The ARRL had 15% less memberships/renewals compared to last year. Other exhibitors I talked with noticed the same thing, although one was raving about the new place. He is with a new company, and didn't have direct comparison with last year.
> 
> Whoever puts the event on in the convention center has to negotiate with 3 vendors, the hotel, the convention hall, and the caterer. At the Holiday Inn, you negotiate with one, and sign one contract. I believe the convention center costs more.
> 
> I am also suspicious that other hotels in Visalia charged more than they would have otherwise to cover the cost of the shuttle and convention hall, although I am not certain of this.
> 
> I found the convention center to be OK. There was more room. The audio in the meeting and banquet rooms was between poor and bad, even at the banquet. 
> 
> My view is that whoever puts the convention on, does the work, and gets to make the choice. Both places are OK. I'll go wherever it is held.
> 
> I hope people restrain themselves from attempting to pressure next year's chairmen into picking their favored site. It is enough work organizing a convention without engaging in debates. Qualified volunteers who will do this are hard enough to find. Please don't annoy them.
> 
> 73,
> 
> Dick Norton, N6AA,
> who plays no role in selection of the DX Convention venue,
> although he was chairman of the first Visalia DX Convention.
>