New Mexico Regional Common Ground Alliance

In 2006, CWA was hired by the newly formed New Mexico Regional Common Ground Alliance (NMRCGA) to put together a two-day conference and trade fair. NMRCGA was founded by New Mexico One Call (NMOC), New Mexico Gas Association (NMGA) and the National Utility Contractors Association of New Mexico (NUCA-NM). The new organization’s mission was to bring all areas of excavation under one roof to help prevent damage to underground facilities. 

Challenges

Each of the founding organizations traditionally held its own annual get-together or trade fair. Therefore, we had to get members to accept a larger, more broadly focused meeting.

First-time events with no proven record of success always struggle to gain the confidence of exhibitors.  To achieve a successful event, a minimum of 50 exhibitors needed to sign up for the event.

A short timeline required a great deal of effort.  The show was scheduled for January 2006 and work on the event did not begin until May 2005. 

Activities

• Recruitment of exhibitors and conference participants in a number of ways, including email blasts, mailers and follow-up phone calls. 
• Serving as a liaison with a hotel near the conference site (Convention Center)
• Developing and maintaining an Access database to track attendees and exhibitors and make sure the proper fees were received from both groups
• Coordinating meal assignments, classes attended, etc. 
• Working with the Convention Center to develop and continually update exhibit hall floor plan, exhibitor list and booth assignments; plan luncheons, dinner, keynote speakers and presentations
• Coordinating audiovisual equipment for classrooms and general session presentations (i.e., microphones, laptops, Internet connections, projectors and screens).
• Coordinating all speakers and class schedules
• Handling pre- and on-site registration
• Overseeing the entire two-day conference to provide management and troubleshooting as needed. 
• Creating and producing all print materials for the conference, including banners, flyers, email materials and the conference program

Results

• The first annual NMRCGA Expo and Conference was a tremendous success 
• The exhibit hall had more than 52 booths
• More than 10 different classes were offered to more than 280 conference participants, and several classes provided certification
• New Mexico was recognized by the national Common Ground Alliance as having one of the most comprehensive, organized regional programs in damage prevention in the country. 
• Finally, the NMRCGA has gone on to host additional conferences in 2007 and 2008 and has another conference planned for 2010.  Each successive conference has offered additional certification classes.

Materials developed
for this campaign:

• Conference and trade fair
  coordination
• Logo
• Website