Many coaches, consultants, and sales professionals rely on group meetings and seminars to market their businesses and to deliver free and fee-based programs. Traditional meeting space in hotels and conference centers is very expensive and often cost-prohibitive, unless you are a big business or are offering a high-priced workshop.

But, even if you can afford it — why give all of your profits away?

Especially for solopreneurs and those just starting a business, these spaces can be totally out of reach.

If you don’t need all of the bells and whistles of a high-level meeting space, such as audio/visual aids or the “complimentary” ice water, paper, and pens (you know you are paying for it in the price, right?), then there are lots of inexpensive — even FREE — places you can consider.

All you need is a little creativity and a great sales pitch, and you can approach virtually any place where people naturally gather and land yourself a great space! The key is creating a win-win relationship and selling the location on what’s in it for THEM! For starters, tell them how their name will appear on all of your marketing materials and look for other ways in which you both benefit.

When doing your research, here are 13 potential meeting locations to consider:

1. Corporations – of all sizes, but especially large corporate offices and company headquarters, usually have a variety of meeting spaces that outside people can use. I attended a Toastmasters group that met at a corporate location, because many of the employees were also members. You could even pitch the HR department that you would provide a free lecture, seminar, or group program for their employees in exchange for the space – and perhaps get some extra clients out of it! You could get exposure to hundreds, or even thousands, of their employees, and the company would be able to offer a great new benefit to employees at no additional cost to them (huge selling point). And, you never know where such relationships can lead — it’s possible as they get to know you and see what you can do that your business could be considered for a corporate contract! Use your networking savvy and ask friends to help you get your foot in the door. Try to get a direct referral into the HR Department or to a manager who could go to bat for you.
2. Chambers of Commerce — sometimes have their own meeting space, particularly ones in larger towns and cities that have more staff and resources. My chamber of commerce provides members with free meeting space for up to 60 people, and they also advertise member events in their mailings, website, and email newsletter. These two benefits were the main reasons I joined my chamber, which more than paid for the cost of membership. Even if you are not a member of the chamber, they will consider giving you free space if your group or program is open to their members. Most chambers typically are “in the know” about other meeting spaces in your region and keep a printed list that you can request.
3. Schools and Colleges — have tons of classrooms that usually come with audio/visual aids, such as chalk boards, dry erase boards, podiums, projectors, and microphones. Look for ones that offer continuing education programs, as you may be able to get your group or program listed in their course catalogs and on their websites.
4. Non-profit Organizations — will let you use their rooms for a “donation.” You can legitimately pass this fee on to your participants, if you wish, as most understand and will gladly pay a few bucks towards a “good cause.” In my previous work life I served as Director of Marketing and Communications for Boys and Girls Clubs, and we had lots of spaces, including a cafeteria and gymnasium, that outside groups used.
5. Community Centers — offer free and low-fee space and will typically provide free advertising on bulletin boards and in programs and resource guides.
6. Libraries — have varying types of meeting spaces, which are generally free but sometimes have stipulations. My local library only allows their meeting space to be used for non-profits or to businesses offering free groups and programs. A coaching colleague of mine just conducted a free seminar for 100 people at a local library with a small auditorium. She video-taped the seminar to not only produce a fee-based product but also a demo video for meeting planners considering her for high-level speaking engagements. Most libraries also offer community bulletin boards where you can advertise your group or program.
7. Bookstores — especially the larger chain stores with cafés, often hold lectures as a way to get more customers into the store. If you can include a few book recommendations in your program, they would gladly offer you their space and possibly advertise for you! The downside to these locations is lack of privacy, so you would have to be OK with a very public space with people coming and going as well as potential noise and distractions.
8. Fitness Facilities – such as gyms, yoga and dance studios, and even your local YMCA all have large open rooms where they hold classes. You can offer a “service trade” if appropriate, and sell them on the fact that you’ll be bringing prospective new customers to their business. You could even offer a joint program, where participants attend a fitness class and then your seminar! I’m a customer of a local spa, which makes their yoga room available to complementary service providers offering special programs, like life coaches and Feng Shui consultants. It’s a value-add service for their clientele, and they offer free advertising through their email newsletter and flyers in the lobby area.
9. Restaurants – with private party rooms will gladly let you use their space if you purchase a meal, and most will offer a fixed price menu (or even a buffet) at a reduced cost. Consider a restaurant for a business luncheon or for evening groups which meet on traditionally slow nights, like Mondays and Tuesdays. Some restaurants which are only open to the public for lunch and/or dinner will open early for a sizable group and may even provide a continental breakfast. Business networking and leads groups often have such arrangements with restaurants.
10. Churches and Other Places of Worship — typically let non-profit groups meet for free (such as Alcoholics Anonymous) and usually charge a very reasonable fee for small businesses.
11. Elks Clubs and VFW Halls — are generally very affordable and may even throw in free ice water! However, you should visit these locations in person before committing to one, as some facilities are in better shape than others, and many allow smoking which may be bothersome to participants.
12. Children’s Play Areas — such as Gymboree or nursery schools – aren’t usually busy at night and may like the opportunity to make a couple of bucks to let you use their space. However, you may have to bring your own adult-sized folding chairs! And the children’s environment may not be suitable for everyone. But if you are offering a support group or creative program, it may be a very good option.
13. Local Government Buildings – that house your town clerk and planning boards almost always have meeting space for their various committees and community meetings. You can check to see if they make them available for non-government use. I recommend stopping by in person, so that you can make sure to talk to the right people and can see the space for yourself. Start in the clerk’s office and ask who you need to speak to about securing a meeting space.

When considering your options, make sure that:

• The meeting space is truly adequate for your needs. Don’t compromise to the point that the quality of your group or program will suffer.  Check on lighting, room acoustics, nearby noises (and smells), cleanliness, heating/cooling, restroom facilities, and parking arrangements. Also consider the safety of the neighborhood, access to major roads, and handicap facilities.
• The environment is appropriate for the nature of your group or program. A nursery school wouldn’t be the right setting for a high-level financial planning seminar.
• You are guaranteed the space. Sometimes free groups will get bumped or canceled if the place needs your space for a paying customer. DO put your agreement in writing, and as a safety precaution, always call a few days ahead to confirm your use of the space. Make sure you are talking to the person in charge.
• You maximize the potential advertising, marketing, and business building opportunities that are available to you. When you have several good options, choose the place that will do the most to promote you and your business.

Can you think of other creative meeting locations? Feel free to comment!