Mada -- Great idea and this has already been in process since before we found out if INDY would be the location. We have one option for discount rooms that will work out best but it all depends on what we find out about our other conference location of choice.
Many of our decisions will be based on number of people attending, how much projected budget we will have (number of people x $100 attendance fee), thus the $25.00 non-refundable deposit to assist in planning. Without knowing how much I have to work with in budget, it's hard to plan. So I must plan carefully and have multiple contingency plans in place to run with depending on the numbers we get.
I have a volunteer working on speakers, I have another working on budget projections for each plan we draw up, I have another working on session materials and the list goes on. We want to give this annual conference as much bang for the buck, so to speak, as we can. We are keeping in mind that most all of our members have experienced a financial crunch of some sort through their experiences with PE (loss of income due to unexpected bedrest, funeral costs, preemie NICU and homecare costs, medications for mother and child, etc).
I know it's cheaper for those from the west coast to book a roundtrip flight to Indy rather than for me to book a trip out of Indy and back to the west coast. (This at least rang true when I tried to book flights two summers ago to WA) I have discount hotel rates from $59.00/night on up to $129.00 (nice hotels!).
We are working fast to get things going but I am really hopeful to see over 25 members sign up for the conference to at least know we have met a break even point of planning.
Keep the questions coming and I appreciate all input!