Convention Center Committee - March 7, 2025

CONVENTION CENTER COMMITTEE MEETING
March 7, 2025
1:00 p.m.

Present: Charley Johnson, Mallari Ackerman, Clare Hughes, Joe Raso, Kent Kolstad, Emma McIntyre, Denise Kolpack, Tim Mahoney, Shannon Full, Katlyn Balstad.

Absent: Dave Piepkorn, Taylor Snelling, John Strand, Michelle Turnberg.

Others Present: Michael Redlinger; Susan Thompson; North Dakota League of Cities Carissa Richter (via conference call); North Dakota Association of Counties Genny Dienstmann (via conference call); ND Emergency Medical Services Association Cheryl Flick (via conference call).

Mayor Mahoney clarified the City Commissions vote at Monday’s City Commission meeting regarding the FARGODOME’s bid for the Convention Center project granted the Fargo Dome Authority permission to participate in the RFQ/RFP process, not to be the selected site. He said all participants will be judged equally.
Mallari Ackerman introduced the guest speakers from Bismarck: Genny Dienstmann (ND Association of Counties), Carissa Richter (ND League of Cities) and Cheryl Flick (ND Emergency Medical Services Association).
Genny Dienstmann highlighted their annual conference and space needs:
• Membership: 53 counties across North Dakota.
• Annual conference: 400 attendees (elected and appointed officials), 100 vendors (including 6-8 large equipment displays).
• Conference duration: 2.5 days (Sunday afternoon to Tuesday afternoon).
• Exhibit space needs: 85+ 10x10 booths, 6-8 large equipment displays (20x40 feet each, but would prefer larger).
• General session room: Capacity for 400-500 people.
• Breakout sessions: 4 concurrent training sessions.
• Hotel preference: Proximity to the event center, ideally a connected host hotel.
• Vendor and attendee total of 650 to 700 people.
• Large equipment exhibits that need to be inside.
Carissa Richter highlighted their annual conference and space needs:
• Event structure: Similar to the Association of Counties.
• Concurrent sessions: 5 sessions.
• Social event: Separate space required for a social event at the venue.
• 250 City representatives and 150 vendors.
• Largest meal service close to 400.
• 70 exhibitor booths and 5-6 large equipment vendors.
• Event held generally the third week in September, Wednesday through Friday.
• Large exhibits need to be inside.
Cheryl Flick highlighted their annual conference and space needs:
• Membership: Ambulance services across North Dakota, with attendees from Canada, Montana and South Dakota.
• Attendance: Approximately 900 people on-site (participants, vendors, board of directors, speakers).
• Event duration: 1st week of April (move in Wednesday and move out Saturday evening)
• Exhibit space: Large equipment displays, requiring high and wide doors (minimum 13 feet high x 6 inches wide).
• Awards event: Currently held offsite, would prefer onsite accommodation.
• Breakout sessions: 5 sessions, plus a general session.
• Approximately 70 vendor booths and large vehicle displays.
• Uses two vendor halls.
Ms. Flick emphasized the need for reliable internet and built-in water stations.
Ms. Dienstmann highlighted the lack of a full-service kitchen, the need for better catering options, and the preference for a larger hotel (200+ rooms) attached to the event center.
Other concerns/must-haves that were discussed were as follows:
• Hotel quality was a large concern.
• Audio-Visual (AV) needs: Kent Kolstad (Livewire) discussed the importance of reliable AV services, including addressing dead spots in the venue.
• Holding/war room requirements: Discussion of the need for a dedicated space for event planners, including internet access, printing facilities and comfortable seating. Green room needs were discussed.
• Speaker holding room needs to have audio feed from the main hall.
• Sustainability: Discussion of the preference for real dinnerware over disposable products and the possibility of incorporating more sustainable practices.
• Parking was discussed, and was not a large issue at the current Bismarck location.
Ms. Richter said their conference attendees prefer a location close to hotels, shopping and restaurants, with easy access for those driving in as many of them make a whole weekend out of it.
The meeting was adjourned at 1:59 p.m.