Fargo–Moorhead committee advances convention-center planning after planners press for winter access, vendor flexibility

At a recent meeting of the Fargo–Moorhead convention-center planning committee, members confirmed a paid market assessment and a timetable for a developer request for proposals while hearing detailed operational and design needs from local event planners and nonprofit organizers.

The committee expects to issue the RFP at the end of April, allow questions through late May, and has set a proposals deadline at the end of July; Visit Fargo Moorhead commissioned a market assessment the committee said would be available in draft form by mid-April. Charlie Johnson, president and CEO of Visit Fargo Moorhead, said, "Visit Fargo Moorhead is paying for this, and hopefully, we'll have it by mid April, finished a draft at least by mid April." The study will include competitive-venue data, demand projections, lodging-tax history and site-selection criteria that the committee intends to use in evaluating developer proposals.

Why it matters: the study and RFP timetable will shape what developers propose and what the eventual facility will include. Committee members and local event planners said operational details — not just headline capacity numbers — determine whether out‑of‑town conventions and local fundraisers choose Fargo as a site.

Key decisions and timeline - The committee set an RFP send date of April 30 and a questions deadline of May 30, with proposals due at the end of July (referred to in meeting materials as the "July 31" timeframe). The market assessment contract was executed and assigned to consultants who estimated a roughly six‑week timeline to deliver a draft. - The committee agreed to add site‑selection criteria to a near‑term agenda so developers will understand how submissions will be scored; members discussed using weighted criteria (for example, assigning percentage weight to access, utilities, cost and other factors).

What local planners told the committee Local event planners and nonprofit organizers described recurring operational gaps in existing Fargo‑area venues and urged the committee to build flexibility into the RFP and eventual facility: - Aaron Prochno of the YWCA said organizers need "adequate space to be able to have a thousand plus people in a room at tables," and flagged requirements unique to nonprofit fundraisers — on‑site ATM access because state raffle and cash‑handling rules often force events to accept cash. He also requested greater vendor flexibility so long‑term local suppliers can continue to work with organizations rather than being locked out by venue‑exclusive contracts. - Jaquel Hoffman of Ronald McDonald House Charities and Brianna Bridal of United Way emphasized winter needs (clear, safe walkways, coat check and covered drop‑offs) and accessibility for seniors and people with mobility challenges. - Peyton Watson Moorhart and Nicolette Bresnahan of the Fargo Moorhead West Fargo Chamber of Commerce stressed venue affordability, food quality, in‑house tables/chairs and AV, and the importance of a load‑in area that is not the main public entrance. - Kent Kolstad of LiveWire and other production vendors urged reliable loading docks, elevators and clear event coordination processes so rigging and technology can be installed quickly.

Design and operational items discussed - Parking and winter access: planners recommended covered or enclosed drop‑off zones and multiple entry points; several attendees said a parking garage would be acceptable even if paid parking is required, but emphasized cost tradeoffs between land costs and building program. - Catering kitchen and back‑of‑house needs: committee members noted prior conversations estimating roughly 10,000–13,000 square feet of catering kitchen space to support simultaneous events and exhibit halls. Loading docks, storage and two loading bays were raised as important features. - Exhibit and breakout capacity: presenters said the city lacks adequate combined general‑session and exhibit space (examples cited included trade shows needing tens of thousands of square feet and event packages with 7–10 breakout rooms of ~50 seats each). - Security and secure storage: planners asked for a staffed business center/safe for high‑cash events and sufficient security protocols after relating theft concerns during multi‑day setups. - Vendor policy: organizers advocated for flexibility — either a roster of preferred vendors or nonexclusive policies that allow local businesses to participate; they said exclusive contracts at some existing venues direct spending to outside firms and limit local partnerships. - Staffing and event coordination: multiple speakers said on‑site event coordinators with industry experience are critical to consistent client service.

Consultants and next steps The committee said the market assessment will include historical lodging‑tax collection (the meeting referenced a 3-percent lodging tax), demand projections and recommended site criteria. Joe Raso of the Greater Fargo Moorhead Economic Development Corporation told the panel that consultants such as HVS can "help inform best practice and what it is you really need for facility requirements," and the committee plans to seek consultant input when drafting scoring and site‑selection language for the RFP.

The committee also scheduled two day site visits to peer facilities in Saint Cloud and Rochester; Visit Saint Cloud and the Mayo Civic Center will host tours and briefings. Committee members said the RFP will be updated to reflect the feedback heard at the meeting and that stakeholders will have further opportunities to review the RFP before it is released.

Quotes "Visit Fargo Moorhead is paying for this, and hopefully, we'll have it by mid April, finished a draft at least by mid April," Charlie Johnson, president and CEO of Visit Fargo Moorhead, said of the market study. "Some of the things that are lacking is adequate space to be able to have a thousand plus people in a room at tables," Aaron Prochno of the YWCA said, adding that ATM access, expanded women's restroom capacity and vendor flexibility are operational priorities for nonprofit fundraisers. "HVS can kind of help inform best practice and what it is you really need for facility requirements," Joe Raso of the Greater Fargo Moorhead EDC said of the contracted consultants.

Ending The committee will revisit site‑selection criteria at a near‑term meeting, update the RFP with the operational priorities raised by local planners and post the market assessment link in the RFP when the draft is available. Committee members encouraged local organizations to continue providing input as the RFP is finalized.