Creative Meeting Locations: A Little Detective Work Saves the Budget
Christina Neuhauser, SHRM-SCP
Searching for a creative location for a small one- to two-day meeting for your client on an even smaller budget? The game is afoot!
There are several different location options where a little creativity and detective work can save your client’s budget.
Hotels are the obvious and logical place to start. And a hotel may fit the bill if the cost for one day space rental is reasonable, or if you can negotiate a lower rate in a small town outside a larger one or if you can reduce the space rental by including a board meeting or increased lodging. So many “ifs” in this scenario! Your natural curiosity is required if you’re trying to make this traditional path work for your group’s small meeting. Can we bring in our own food? Can we bring in our own AV equipment? Ask all the questions and see if the hotel will work with you to meet your budget.
Consider a different choice! Sometimes the “where” can be a nice discovery. Some non-hotel venue alternatives may be more cost effective, or even free to use.
- American Legion – The American Legion Hall is known as a place for veterans and their families to gather. They are usually open to the community for event space rental, as well.
- City or County Property – Consider city or community center buildings, libraries, parks, and convention centers. One of the city parks in Tallahassee, known for its gardens, has a beautiful meeting space available for rent for board meetings or small groups.
- Country Club – A country club location might be more cost-effective than you’d think, especially if the meeting falls during the work week. Some country clubs also have a restaurant on site, in addition to meeting space.
- College or Technical School – Schools have plenty of parking and most classrooms sit unused on the weekend. They may even have an on-site restaurant that can help with lunch or be flexible about allowing you to bring in outside food. It’s worth a little sleuthing to discover if a university, community college, or technical school is the right place for your event.
- Elk’s Lodge – Most Elk’s Lodge locations have a ballroom, dining room, or hall available to rent for events. Bingo! Our local lodge didn’t require a membership to rent but check their website or call ahead.
- Garden Club or Women’s Club – These groups usually have clubhouse space available for rent. Parking and A/V may not be as convenient and weekends usually fill with weddings, but it’s worth considering.
- Member Site – Interview the usual suspects! Your members may have a lab, office, warehouse, or built in meeting space that could be used for a small event.
- Museum – Most museums have educational spaces for presentations. And the property may allow you to bring in your own food and beverage. This unique location may even increase attendance if the topic is related to your group and/or their mission.
- National Guard Armory – Most armory locations have a large room that can be rented for events and some have smaller classrooms, as well. There’s usually plenty of parking and a secure location. In the event of an emergency where military personnel need use of the space, meetings may be canceled, though, and most deposits are non-refundable.
- Restaurant – Some restaurants have private or semi-private rooms available for rent.
With a keen eye for detective work, even a mystery like finding the right location for your small meeting with a small budget is solvable! To be successful, you just have to know where to look.
Christina Neuhauser, SHRM-SCP – Christina is a Senior Certified Professional in Human Resources and has worked for Partners since 2019. She works for several Partners’ clients as an Account Manager and Program Manager. Christina brings over fifteen years of financial and administrative experience to the associations she serves. Christina has an M.S. degree in Communication from The Florida State University, with an emphasis in Corporate Marketing. Fun fact: a talented doodler, Christina enjoys sharing her love of all things pop-culture and nerdy on the office wall calendar.
