I am organizing a number of multi-day workshops for Jr high school
students.  I am trying to find ideal facilities to house the students
and conduct the program.  As an example of what I am looking for, the
ideal facility in the Washington DC area is the National 4H center,
which has a campus like environment, student dormitories, and plenty
of meeting space (http://www.fourhcouncil.edu/visitdc/main.asp?subid=23&catid=2).

I would like to find similar facilities in New England, the Atlanta
area, greater Dallas, greater Seatle, greater KC, and greater Chicago.
Hotels are not appropriate for our needs.  Some camps may work well. 
Also reasonably priced 'corporate retreat' locations may work well
also.

As for size, the sleeping facilities should be able to accomidate at
least 150 students.

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Request for Question Clarification by ephraim-ga on 08 May 2002 09:18 PDT

Can you give some idea as to what "reasonably priced" would mean?

If you're willing to accept a "camp," what type of facilities are
you referring to?

What type of facilities would be considered too "posh" or "adult"?
What type of facilities would not have enough amenities?

Can you give some idea of the research you've already done that
you've rejected?

(I'm asking all this because for the price you're offering, I'd
like to make sure you get a reasonable response.)

/ephraim

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Clarification of Question by jmhines123-ga on 09 May 2002 05:41 PDT

Clarifications – 

Price - My desired price per night would not exceed $40 per student.  
Add in another $12-25 per day if the facility packages meals with the
room.

Type of facility – at the low end, we would be ok with something along
the lines of furnished cabins and a dining hall.  However, with camps
and retreats it is essential that they really be set up to facilitate
the needs of renting groups like ours.  We need 3 meals a day, clean &
safe sleeping arrangements, etc.

On the upper end, a corporate retreat or place like the 4H Center in
Chevy Chase, MD would e great if they welcome student groups.

This will be a new effort outside of Washington, so I am starting from
square one and have no information on facilities in the cities we are
targeting.

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Request for Question Clarification by ephraim-ga on 09 May 2002 20:55 PDT

Given that you've mentioned "camps," is it OK to assume that you'll
accept facilities that are only available during some months of the
year?

/ephraim

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Clarification of Question by jmhines123-ga on 10 May 2002 04:55 PDT

Time of year:  The workshops we are planning can be conducted most any
time of year.  Pertaining to camps, I know that some 'summer camps'
make their facilities available for meetings and retreats after the
summer has ended.  Such places could work well for us during the
school year.

Length of program:  Each workshop will involve 3 nights lodging and 4
days of activities.

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Request for Question Clarification by ephraim-ga on 10 May 2002 10:34 PDT

This question is a lot tougher than I originally thought it would be.

Given that...

Based on your description, I'm assuming that you're a non-profit. This
could have an effect on the rates available.

You've listed a price of $40/night for accomodations. I'm on track to
finding a place that would satisfy this requirement for one location,
but also charges another $300 - $700 per day for the conference room
plus other assorted charges. They're also summer *only*. OK or not OK?

/ephraim

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Clarification of Question by jmhines123-ga on 10 May 2002 11:51 PDT

Additional Cost items:  additional fees for meeting space are fine. 
And, yes, these are non-profit activities.

Thanks for your efforts on this!

Check with the student housing office of colleges or universities in
the areas of interest.  During the summer break months, colleges and
universities are eager to house groups at reasonable rates.  Also,
facilities are available for meetings, activities, and meals.

Finding the ideal location for your events can be a time-consuming
process. I work with a national non-profit group which holds a complex
annual event in a different location every year. Finding locations
which meet both our space needs and our budget is always a challenge.
Typically, we end up using small colleges that rent out their space
during the summer. Summer camp facilities, in turn, are often readily
available during the school year. There are various listings that can
help steer you to possible sites to check. For example,
retreatsonline:

http://www.retreatsonline.com/guide/meetspace.htm#USA

gives a partial list for 16 states, but it seems very incomplete.
There are also printed guides to meeting locations that you may be
able to find in yuor local library. A local scout in each area you are
considering can be invaluable. Ask them to check schools, camps,
retreat centers, conference centers, 4H and YMCA facilities, church
facilities. The local chamber of commerce may have listings. Be sure
to put together a comprehensive checklist of your requirements to go
over with the representative of the prospective site (everything from
space needs to food needs, complete cost structure, closeness of
facilities, competing events at the same site, proximity to
transportation, air-conditioning, hills--whatever is important to
you). Even so, you will probably need to conduct a site visit before
you're ready to sign a contract! Good luck on your search!