Hey that's great guys, glad to see the response. I did some research and there are a lot of hotels in the San Jose area which have suitable facilities with T-1 or better lines in the conference rooms. And I have found some room rates which were better than my estimate of $100, more like $75.
Right now I am getting some bids for a 30 person event. When I get some cost numbers for the conference room and I will post them here and see what people think.
If I need help it will probably be in the following areas:
1. Network cabling and hardware (routers?) setup.
2. Airport transportation.
3. Airshow ticket group buy & transportation.
4. T-shirts, baseball caps, registration badges, etc.