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A Guide to the Planning, Organization, Design & Operation A Guide to the Planning, Organization, Design & Operation of World Expositions In addition to this online publication, The Expo Book is available in print in issues of InPark Magazine (IPM). To request a hard copy, send an email to [email protected]. © 2008 Gordon Linden, All Rights Reserved event with the best chances of success. The critical the materials repurposed by others A Guide to the second phase cannot be modeled here because the (to the extent feasible), then the legacy plan of each expo will be unique. An expo economics are clearly quite different. Planning, Organization, legacy can be almost anything: from a municipal park, to a trade fair (i.e. convention center) campus, Services costs include architecture and engineering Design & Operation to something else yet unforeseen that a future and project management. Restoration includes the expo organizer will envision and create. The costs costs of removing temporary improvements and of World Expositions of land assembly and the long term development making the site usable for the long term after the and operations benefits vary substantially from case expo is over. to case, and expo organizers need to work with an economic consultant who has experience with this Capital Equipment Chapter Three: unique type of undertaking in order to develop an There is a substantial inventory of furnishings, appropriate strategy and plan to capitalize on the fixtures, and equipment required to host an expo. Going Into (and Out of) dynamics of the process. Included are such items as office furnishings, entrance gate turnstiles, visitor facilities and support the Expo Business The expo business model takes into account all the service facilities. Desks, chairs, file cabinets, work Getting to Opening Day and Beyond costs and revenues associated with staging the tables, beds, shelving and racks, computers, event. On the cost side are the expenses involved in telephone systems, forklifts, air compressors and securing a site and providing the necessary facilities, painting apparatus, saws and other carpentry tools, This much-needed business guide is intended primarily to assist those who are involved in, or considering equipment, services and attractions to accommodate automobiles, trucks, golf carts, and other specialty becoming involved in, a modern world expo – whether as host, organizer, promoter, participant, sponsor, a major visitor event. On the revenue side are all vehicles such as ambulances and fire trucks, gas concessionaire, designer or contractor. THE EXPO BOOK provides useful information, guidelines, illustrations, of the various sources of income that accrue to the storage tanks and pumps, 2-way radio equipment, facts and figures and relevant examples, gained through the authors’ decades of experience advising the event organizers. Cost components and revenue fire and security alarm systems, trash containers, organizers of world expositions, Olympic Games and other mega-events. It is appearing in six consecutive sources are also discussed here. hand carts and trash compactors are included in this installments of InPark Magazine (IPM), every other month from Nov 2007 through Nov 2008. If you missed cost category. a previous chapter, contact IPM to request a copy. Construction Excluding the costs of assembling land, which Equipment will also be needed for entertainment can vary substantially from case to case, a typical facilities, graphics, signage and wayfinding, street the second phase together. It is important for the The Business Model budget of construction costs to be borne by an furniture, storage and distribution, security and expo organization to know this and act on it from the expo organizer for the event consists of five major medical, fire and emergency, solid waste removal and earliest stages, and to share this perspective with The business model for an international exposition is items: 1) site preparation, 2) site development more. Based on experience at previous international the host community in order to generate the right structured around two distinct yet highly interrelated and infrastructure, 3) buildings, 4) services and 5) expositions, some capital equipment costs may be kind of understanding and support for the project. phases of the overall undertaking. The first phase site restoration. significantly reduced through the implementation of By way of illustration, producing the first phase of of the project encompasses the development and an official supplier program. This program involves the 1986 Vancouver Expo involved the assembly of operation of the expo proper, which will run for Site preparation includes clearing and grading. Site obtaining discounts on the purchase price of various a number of riverfront properties including railyards three to six months. The second phase addresses development encompasses the installation of utilities products and goods in return for designation of the and sawmills, the development of temporary the post-expo period: the long term outcome known (power, water, sewer, etc.), roads, walkways, lighting, suppliers involved as “official.” buildings and infrastructure to accommodate as the expo legacy. [See Chapter Two for a detailed and landscaping. Buildings include exhibitor pavilions, the expo, and the eventual redevelopment of the discussion of expo legacy.] administrative offices and visitor support services properties to accommodate new housing and such as restrooms and food/beverage facilities. The commercial activities. Focusing solely on the cost/ The success of an expo should ultimately be viewed costs of providing indoor space are another factor revenue picture of the expo proper, this first phase through a long term lens, taking the first phase and that can vary significantly. If suitable structures are incurred some significant losses even with income readily available on-site for these purposes - such from a Provincial lottery. However, when the second as the exhibition halls and facilities at Hanover Expo phase – the long-term redevelopment of the site - is 2000, which was held on the Hanover Trade Fair added to the picture, the economic benefits of the grounds - then the costs are obviously much lower overall project are outstanding, not to mention the than at expos for which buildings must be erected fact that an important district in the City of Vancouver Authors Gordon Linden to provide needed space. Likewise, if the long term was recovered and dramatically upgraded. Paul Creighton plan for the site is to retain structures for some later use, perhaps as a trade or convention center, then That said, the financial model outlined in this chapter Special Contributor Bob Rogers the costs of those structures can be amortized over applies to the first phase only – the expo proper. It Editor Judith Rubin many years. If, on the other hand, the structures is intended to give an idea of the scope of work, and are only to be used temporarily for the expo and Graphic Designer Urso Chappell the resources and expenses involved in realizing the afterwards are to be relocated or disassembled and Revenue Other food and beverage services include Licensing, Amusements & Entertainment exposition can also be made available The various sources of revenue that are typicallyA restaurants,Guide cafeterias,to th esnack bars, food carts The licensing of an expo logo or trademark and for resale. Some recent events have generated by an expo are listed in the Expo and the like. Most expo organizers seek qualified official designations can also be a source of used Internet auctions to conduct sales Revenues pie-chart. The major source of income isPlanning, concessionaires toOrganization, provide these. The obligations of revenue. Each expo organizer has the opportunity of such items, thereby substantially visitor spending - for admissions and the purchase the expo organizers in the case of concessionaires to create a variety of intellectual properties such enlarging the potential pool of interested buyers and of goods and services. Virtually all of this spendingDesign extend to the& provision Operatio of building nspace and basic as a logo and related designations, a mascot, enhancing the process of managing and disposing of occurs during the operation of the event and most utilities (power, water, etc.) for the duration of the official music or song(s) which are used in various inventory in a timely fashion. occurs on-site. of event.World In return Expositions for the opportunity to operate the ways to promote and characterize the event. It is food and beverage concessions during the expo, the possible to license the use of the properties – on Participants & Pavilions Admissions concessionaire compensates the expo organization clothing, souvenirs, toys, etc. The BIE expo format recognizes three main categories The largest single source of revenue by far is according to an agreed-upon formula which can of participants at an international exposition: visitor admissions. Unlike a large sports event,Chapter be either a fixed Three: fee or a percentage of revenues Revenues can also be generated by visitors’ countries and international organizations, national such as the Olympic Games or World Cup, that received during operation. patronizing ticketed rides and attractions. participants and corporate participants. [Note: See derives the majority of its revenue from sponsors,Going Into (and Out of) Attractions at recent expos have included a Ferris Chapters One & Two for discussion of the BIE, or an expo is very dependent
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