I planned on relating in detail my solution to high hotel/convention
costs that I first used in 1980 to host a company dinner/dance for
300 people, but by great coincidence USA Today has done it for me.
See their article at
http://www.usatoday.com/news/education/2005-07-06-summer-campus_x.htm 

Over the last 25 years I have used university facilities many times,
at great savings.  They can supply excellent facilities, quality
catering, housing, transportation, printing & copying, audio-visual
and Internet support.  If you are planning a meeting or convention,
just approach your desired site whether or not they publicize their
offerings.

Due to the non-profit and state-supported status of many schools, they
don't necessarily maintain a high profile, in order to avoid complaints
of unfair competition from for-profit organizations.  Some universities
even have on-site hotels that are only available to people connected
with the university such as family members of students, alumni, and
meeting attendees.

I would think that a mechanical music related event would fall under
any school's mission as both an educational and cultural activity.

Jim Divoky