Small conventions can usually be held at hotels where the meeting rooms are free if there are enough paid room nights. Sometimes they'll throw in a buffet breakfast or other amenities. A good liason with some experience in running small conventions is essential! There will be questions about insurance, electricity, tables and easels, whether banners can be hung from the walls, whether stuff is being sold (and the local tax laws), etc., and being professional is more important than being enthusiastic when dealing with the fire marshall and other officials. I'd strongly recommend piggy-backing onto a large art-minded convention until critical mass is attained and it can be spun off on its own. Critical mass is at least 100 regular attendees: counting both attrition and newcomers. If the larger convention rotates locations it may be better for rounding up people, but a stable convention has many advantages. The larger convention can deal with the regulations, all you'd need to do is reserve an assigned area for meeting. Note: having a designated space is essential! If there are 10,000 attendees, you can't read everyone's name badge hoping to find the 2 dozen folks you've never seen before. If you don't piggyback, you will need an attraction which will get people away from their home computers. Simply meeting other members isn't quite enough, even with friendly out-going people. Guest speakers or an exhibit space (such as the digital show at Dragon*Con) where folks get bragging rights and a chance to show off are good drawing points. Having workshops is also good (professionals can deduct expenses if it is continuing education... and everyone feels good about going home with something new and inspiring). As to the area? If you hope to bring in people from more than 100 miles, you'll need a decent airport or transportation hub. I'd look for active participatory members and see where the nucleoli are... not just the lurkers. A second factor is weather. Brooklyn in February is as bad as Dallas in July. If an area has regular tornadoes, blizzards, or heat, that needs to be considered. What is more important? Having the gathering in a particular place each year, or having it over a particular weekend? If a weekend, try tieing it to something artistic: returning butterflies, fall foliage, cherry trees in blossom, cultural events.... I have thrown 3 Poser User's Parties here in the SF area, but there are also lots of photographers and other Renderosity members in this area. We also have great weather most of the year. San Francisco is expensive, but there are lots of hotels in San Jose and Oakland which are used to holding small conventions. Carolly invitation to the recent one, with links to the earlier parties (and some pictures): http://www.renderosity.com/messages.ez?Form.ShowMessage=2169440 pics from the recent one: http://www.renderosity.com/messages.ez?ForumID=12356&Form.ShowMessage=2218720