8 best cities for conferences
When COVID shut the world down just a few years ago, many thought that weekend-long business conferences would become a thing of the past.
However, reality has shown us quite the opposite. Although plenty of people aren’t ready to return to the office full time, many are itching for in-person learning and networking opportunities. And their employers, hoping to keep top talent on their rosters, are obliging by hosting their own conferences across the country.
If you're an employer who’s unsure of where to begin when it comes to organizing a conference for your employees, let us lend a helping hand. We conducted a study on the 100 most populated cities in America to discover the best eight cities for conferences in 2024 and beyond. Let’s dive in!
See our methodology section below to learn more about what data we pulled and how they were scored.
1. Tulsa, Oklahoma
The best city for a conference is none other than Tulsa, Oklahoma. While bigger cities like New York City or Los Angeles may come to mind when determining where to host your next business event, in reality, cities like that are often way too expensive. That’s where a city like Tulsa comes in.
With the fourth-lowest hotel room cost and the third-lowest meal cost of all cities studied, Tulsa has secured itself as a great place to save a buck or two. Another bonus? Tulsa scores high for safety and has plenty of hotels to choose from when booking a place for your employees to stay.
| Average hotel room rates for one night: | $99 |
| Average cost of a meal for two people: | $49 |
| Cost of living (national average is 100): | 82.4 |
| Transit score (out of 100): | 23 |
| Walkability score (out of 100): | 39 |
| Number of hotel properties available: | 93 |
| WalletHub safety score (out of 100): | 70.41 |
2. Fort Wayne, Indiana
Nestled in the heart of the Midwest, Fort Wayne is the perfect location for businesses with remote employees spread out across the country.
With low average hotel room rates and meal costs, Fort Wayne is a great place to touch down if you’re looking to get your employees together but still want to adhere to these money management tips. However, it's worth noting that there aren’t a lot of hotels to pick from in town, so make sure to get everything booked well in advance.
| Average hotel room rates for one night: | $105 |
| Average cost of a meal for two people: | $50 |
| Cost of living (national average is 100): | 80.6 |
| Transit score (out of 100): | 22 |
| Walkability score (out of 100): | 32 |
| Number of hotel properties available: | 41 |
| WalletHub safety score (out of 100): | 77.83 |
3. El Paso, Texas
Plenty of Texas cities made our list of the biggest financial cities, and the same holds true for this study on the best conference locations. Why? Because everything is bigger (and better) in the Lone Star State!
Up first is El Paso — a West Texas gem. And its fantastic prices are what make this diamond stand out. Not only did El Paso have the sixth lowest price of a meal for two, but it was also in the bottom nine for cost of living throughout all 100 cities we studied. This means you don’t have to sweat about which employees to invite to the conference and which to leave at the office — at these prices, you can invite them all!
| Average hotel room rates for one night: | $113 |
| Average cost of a meal for two people: | $55 |
| Cost of living (national average is 100): | 82 |
| Transit score (out of 100): | 28 |
| Walkability score (out of 100): | 40 |
| Number of hotel properties available: | 98 |
| WalletHub safety score (out of 100): | 72.32 |
4. Louisville, Kentucky
If you want to make sure your team can hit the town after the conference is over, look no further than Louisville, Kentucky. The home of both the Mint Julep and the Old Fashioned, Louisville is sure to show your employees a good time once the sun goes down.
Plus, the city has a plethora of hotels to choose from and extremely high walkability and transit scores (second and ninth highest in our study, in fact), making getting to and fro a snap!
| Average hotel room rates for one night: | $118 |
| Average cost of a meal for two people: | $77.50 |
| Cost of living (national average is 100): | 89.7 |
| Transit score (out of 100): | 63 |
| Walkability score (out of 100): | 96 |
| Number of hotel properties available: | 164 |
| WalletHub safety score (out of 100): | 70.37 |
5. Lubbock, Texas
With some of the lowest hotel rates, meal prices, and cost of living on this list, Lubbock is a no-brainer for companies looking to save some cash while still prioritizing team building.
Take note that the city's transit and walkability scores are pretty low, so your team might need a van or two to get around. But with plenty of wineries, fine dining options, and art galleries to explore, they won’t mind piling into a car to get where they want to go.
| Average hotel room rates for one night: | $108 |
| Average cost of a meal for two people: | $60 |
| Cost of living (national average is 100): | 80.7 |
| Transit score (out of 100): | 21 |
| Walkability score (out of 100): | 39 |
| Number of hotel properties available: | 69 |
| WalletHub safety score (out of 100): | 72.29 |
6. San Antonio, Texas
Sensing a theme here? Coming in at number six on our list of best cities for conferences is San Antonio, Texas.
Just a few hours south of the live music capital of the country, San Antonio is known for several historical sites, the biggest Mexican market in the U.S., and a 33-acre botanical garden. Add the riverwalk to the mix and you’ve got a conference hot spot sure to please just about everyone.
| Average hotel room rates for one night: | $110 |
| Average cost of a meal for two people: | $77.50 |
| Cost of living (national average is 100): | 89.8 |
| Transit score (out of 100): | 31 |
| Walkability score (out of 100): | 37 |
| Number of hotel properties available: | 414 |
| WalletHub safety score (out of 100): | 73.07 |
7. Wichita, Kansas
It’s safe to say that Wichita is jam-packed with things to do. Just take a look at the numbers if you don’t believe us.
The city is home to over 220 days of sunshine, 19 museums, 30 art galleries, 11 shopping districts, 12 golf courses, and 10 breweries to boot! That doesn't even cover all the great restaurants, hotels, and other attractions within the city's borders.
And while your team takes the town by storm, you won’t have to worry about going over budget. If you book a conference in Wichita, you’ll enjoy the second-lowest meal cost of all cities studied, as well as the eighth-lowest hotel room rate.
| Average hotel room rates for one night: | $107 |
| Average cost of a meal for two people: | $45 |
| Cost of living (national average is 100): | 81.6 |
| Transit score (out of 100): | 20 |
| Walkability score (out of 100): | 35 |
| Number of hotel properties available: | 75 |
| WalletHub safety score (out of 100): | 68.66 |
8. Houston, Texas
Last but not least is Houston, Texas, the eighth best city for a conference. The Bayou City has a lot to offer, including a thriving culinary scene and a diverse culture. It’s also friendly on your wallet, as Houston is home to the lowest hotel room rate of all 100 cities we studied and a lower-than-average cost of living.
Plus, planning a conference just a short drive away from the beach is always a surefire way to get everyone on board.
| Average hotel room rates for one night: | $86 |
| Average cost of a meal for two people: | $80 |
| Cost of living (national average is 100): | 95.5 |
| Transit score (out of 100): | 36 |
| Walkability score (out of 100): | 47 |
| Number of hotel properties available: | 788 |
| WalletHub safety score (out of 100): | 67.18 |
Avoid these cities for your next business meeting
Now that you know the top meeting destinations across the country, it’s also a good idea to look at the places you should skip when planning your next conference.
While the following cities are great in their own right, their high prices, low transportation scores, and low number of hotel options mean that it's best to look elsewhere when planning your next conference.
| Irvine, California | North Las Vegas, Nevada | San Bernardino, California | |
|---|---|---|---|
| Average hotel room rates for one night: | $202 | N/A | $168 |
| Average cost of a meal for two people: | $100 | N/A | $85 |
| Cost of living (national average is 100): | 181.1 | 110.1 | 109.5 |
| Transit score (out of 100): | 26 | 33 | 31 |
| Walkability score (out of 100): | 43 | 34 | 45 |
| Number of hotel properties available:: | 29 | 27 | 27 |
| WalletHub safety score (out of 100): | 79.25 | 74.65 | 54.41 |
How do I get the most out of an industry conference?
To get the most out of your next conference, it’s important to do your research. Whether you're an employer planning the event or an employee along for the ride, conducting your due diligence beforehand ensures everyone can get the most out of the event. Explore what you and your team want to get out of the conference, define your goals ahead of time, and don’t forget to research what else the city has to offer before you hop on a plane.
Once you’ve stepped foot into the conference, it’s time to execute. To get the most out of your conference experience, don’t be afraid to speak up! Network with new colleagues, be the driving force behind team building activities — whatever it takes to get people involved.
Finally, make sure to take plenty of notes. Did the shy employee have a great idea? Write it down and ask if you can share it with due credit! Did a speaker say something that totally blew you away? Write it down too! This will ensure you’re able to implement what you learned at the conference back into your everyday work.
If you want to see these tips in action, check out our post on how Expensify created memorable conversations at SaaStr.
You run the meeting, let us do the work
Planning and executing a business conference takes a lot of work. Not to mention the fact that you still have to run your business in the middle of it all! Take some of the work off your plate by using Expensify to automate your expense management, freeing up time for you to plan the ultimate team-building activity everyone is sure to love.
Another bonus? Our friendly Concierge team can help you book and manage your entire team’s travel plans to help streamline the trip.
Planning a conference on a budget?
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Methodology
To determine the best cities for conferences in the United States, the team at Expensify analyzed seven sets of external data for the 100 most populated cities in the country. Each data was then assigned a weight based on its importance, and the total score for each city was given a ranking. The cities with the highest scores were deemed the top cities for conferences.
Average Hotel Room Rates for One Night (Source: Budget Your Trip)
Weight: .24
Average Cost of a Meal for Two People (Source: Numbeo)
Weight: .20
Cost of Living - National Average Is 100 (Source: bestplaces)
Weight: .19
Transit Score (Source: WalkScore)
Weight: .11
Walkability Score (Source: WalkScore)
Weight: .10
Number of Hotel Properties Available (Source: Booking.com)
Weight: .09
Filters set for each specific city, any weekend in March, April, or May (most popular month for conferences), one adult, traveling for work. No other filters.
Safety Score (Source: WalletHub)
Weight: .07
This study was conducted in October 2023. Note that not all cities had complete data sets.
