LinkedIn and Networking Event Locations

Introduction

I (MarcFreedman) hold 30-50 events in Dallas for DallasBlue. I regularly get asked by contacts in other cities how to find good sites in their area for similar events. I don't have a good answer. They're hard to find and not promoted by the local CVB.

The economics are not easy when your event attendees are average Joes and not CEOs. For example, consider lunch. You can't price lunch at higher than $25 (at least in Dallas). You've got costs, including online registration and credit card processing. So lunch has to cost under $20 pp inclusive, including food, beverage, tax, tip, and any other fees.

That won't work at top tier hotels and conference centers that run $40-50 per person.

In general here are my initial meeting requirements - a room for 50-100 people, wireless Internet and digital projector, no ancillary costs (room is free when F&B - food & beverage - is included), and F&B is inexpensive.

Sites

Directories

• AgendaOnline - http://www.agendaonline.com/venues/ from Kevin Knull
• Cvent Supplier network - http://guest.cvent.com/rfp/default.aspx from Maria Marsala
• Unique Venues - http://www.uniquevenues.com/ from Carrie Hurd
• CVB Hot Rates - http://www.cvbhotrates.com
• Meeting Professionals International (MPI). The Dallas chapter has almost 900 members. The supplier members are the hotels, venues and restaurants that provide meeting space. The International organization has over 20,000 members with a worldwide directory at your fingertips. From Kim Reynolds

Referrals

• CVBs
• Chambers of Commerce
• Film and television location libraries. They always know the best places to go all over the country. from Laura Irvine

Meeting sites

One tack is to see where people in the city go

• Check the sites of other conferences, and local business and networking groups
• Meeting http://www.meetup.com
• Upcoming http://www.upcoming.org
• Craig's List http://craigslist.org/cal/ from Paul Pajo

Types of Venues

Hotels

Hotels are the easiest to book. They have dedicated meeting reps and rooms. On the flip side, you may have to sign a contact and pay a deposit that commits your far in advance. They also are the most expensive, costing hundreds of dollars to book a meeting room or $20-$25 per person ++ for a lunch.

Hotel suite

For smaller meetings it can be much cheaper at large hotels or the only option at budget motels in rural areas to book a suite. Sometimes the hotel will even move furniture out to give you omre room. From DeBorah Beatty

Corporate host

Find a sympathetic company that will provide a conference room in exchange for publicity and showing off their facilies. From Patricia Hewitt.

Rent a room

A few companies have a national presence - http://www.regus.com/

Office leasing companies, especially those with executive or one-room suites, often will rent the conference room for a reasonable rate. You however may need to know a tenant to be able to make a reservation.

Restaurants, bars, clubs, golf resorts

These can be ideal as they often can be flexible in commitment and upfront fees, have private meetings that they'll provide at no cost if you order a meal, and can do happy hours with free appetizers. Clubs may provide both free space and appetizers and even give away a drink to get your alcoholic drink business.

Non-meeting hotels

These include Embassy Suites, Marriott Courtyard, Residence Inn, Holiday Inn, etc., as well as non-name brand hotels. They have limited meeting facilities. They may have only one or two meeting rooms, no catering, and very reasonable prices. If you need food and beverage you can order out to have it delivered or run to a grocery store.

Colleges and high schools

Schools have the space and services, which are rarely used. They work well if you have a sympathetic contact who values the publicity as an event sponsor. Increasingly however they see meetings as a revenue source and charge for both the room AND catering.

Colleges offering hospitality management programs and catering/hospitality courses. Classrooms/halls are available at reasonable cost and are well equipped; food and non-alcoholic beverage is provided at cost or minimal mark up (and there are some good student chefs out there!), waiting on staff (students) provide services free as part of their course (it is good to tip though). You also can involve one or two students in the planning as part of their course. From Peter Jones and From William Downey

Try University of Phoenix. From Carole Meagher

Churches

Large churches will make their facilities available for meetings for a fee. Sanctuaries provide theater style seating, fellowship halls provide space for table seating, and classrooms can be used for break-out sessions. For food, you would go for a local "family-style" caterer. Many of the churches in this area (DC metro) have the projection screens required as well as mike systems. From Katina R. Stapleton

Others

Museums and art centers. They usually offer meeting space at a discount to members and rent the equipment you will need to conduct your seminar. From Ian White

Pro or semi pro athletic facilities. from James Parsons

Business incubators . http://www.google.com/Top/Business/Small_Business/Start_Up/Incubators/North_America/United_States . From Glenn Miles

Timeshare. If you own one, they typically give owner discounts to the Club room. from Bianka Castillo

Athletic clubs. Like the WAC in Seattle or DAC in New York. from Maria Marsala

Actual Metro Area Locations

Moving the location to the suburbs or outlying city often yields better and less expensive events.

Austin

Alamo Drafthouse movie theater. from James Parsons

Baltimore

Sheppard Pratt Conference Center. From Jana Gauvey

Scott Conference Center. ** From Jana Gauvey

San Francisco Bay

San Ramon Valley Convention Center (10 mi E of Oakland) Accessible by public transit (BART), and can accommodate groups of 2 through a few hundred, it is not expensive and is all inclusive. Classrooms are completely wired with projectors and can have computers at every desk. Food service at the restaurant onsite or catered to your room. Breakout rooms are offered for smaller groups of 10 or less. Additionally there is a hotel onsite making a multi-day meeting feasible. From David Giguere

Washington DC

Bechtel Conference Center in the Dulles Corridor in Reston, Virginia. http://www.asce-bechtel-center.org/ From Steve Carrick

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