Paris conference: how much does a team meeting cost?

Conferences but also seminars, symposiums, speeches, etc., professional events of all kinds are regularly organized in Paris to cover the most varied topics. Do you want to organize a conference or a seminar in Paris for your teams? The organization of professional events of this magnitude cannot be improvised and requires a certain amount of investment.

Experts in room rental and events, Formeret gives you his advice and the budget envelopes to plan for organizing a conference in Paris.

What is a professional conference?

Let's start with a quick reminder of what a professional conference is: it's an event organized by a company for special occasions during which a speaker or speakers will give presentations in front of an audience. Being able to bring together your employees, the press, your customers or even your partners,

a conference is always organized around a specific theme.

The organization of seminars should not be confused with conferences. Professional seminars often include group work and activities, while conferences often involve listening and/or sharing knowledge. Conferences provide an opportunity to present, discuss andinform on key topics. Seminars are more about meeting and learning in a more informal way. A conference can very well be part of a seminar or even a team-building.

Why organize a conference in Paris?

The reasons for organizing a conference can be numerous, for example:

• Inform your employees, the press or your partners about current topics related to your company or your sector;
• Communicate when a product or service is launched;
• Mobilize your guests around a new business strategy or organization;
• Improve your reputation, position yourself as experts in a subject;
• Managing a crisis;
• Achieve corporate goals, for example: transmitting a message in an impacting way, boosting cohesion, strengthening soft skills, cultivating creativity, etc.;
• Thank customers or collaborators;
• Meet people, acquire new customers, partners, etc.

The topics of professional conferences are therefore varied and depend on the context and objectives of the event, for example: management, crisis management, innovation, personal development, etc.

First of all, you therefore need precisely define the objective and the theme of your professional event. In any case, this objective must be known by the various stakeholders involved in the organization of your conference or conference. In order to properly prepare for the construction of this professional project, you can try to answer this question: what do I want the audience to do or remember at the end of my conference?

Organization of a conference: what budget should be planned?

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Before you start organizing, you need to ask yourself how much this team meeting for your conference in Paris will cost you. Organizing a conference can represent a major expense item, it is therefore necessary to define a budget in advance.

Room rental

Finding the ideal location for your conference will directly influence the success of your event. Estimating the budget for renting rooms is therefore the first thing to take into account. Here, the price will vary if you decide to rent a Nude room or if you choose a turnkey service with furnished and equipped rooms (microphones, projectors, etc.). The budget may also vary if you opt for a “traditional” room or for a atypical location. The ideal setting will mainly depend on the theme of your conference.

So what type of room should you choose for a conference? Meeting rooms are generally small, for up to 20 people seated, and are not always equipped with audiovisual equipment. Rather, conference rooms refer to rooms equipped for presentations (projection screen, video projector, etc.) with a larger capacity for presentations (projection screen, video projector, etc.). Finally, seminar rooms are usually mixed reception areas where reception rooms, meeting rooms, etc. coexist.

In the end, regardless of the term used to refer to your workspace, the important thing is to ensure the area and capacity of reception, the layout of the room and its modularity, the equipment and services necessary for your conference. Before renting a room, also check its location and accessibility for people with reduced mobility.

Technical equipment

If the room for rent is not equipped, you should plan an additional budget for necessary equipment to the smooth running of your conference, for example: projection screen, video projector, video projector, video conferencing equipment, sound systems, whiteboard, etc. Also remember to check that the room offers a wifi access with high speed internet.

Catering for the event

The provider's budget caters will depend on the duration of your conference (a few hours, a half day or a full day) and the catering services you want to offer to your guests: cocktails, buffets, lunches, dinners... Even for a few hours, it is recommended to offer at least drinks and snacks.

Staff and services

This expense item varies greatly depending on the type of event. For example, for a conference with many guests, it may be necessary to use reception staff, security personnel, technicians, etc. Anticipate your needs in terms of on-site services, for example: storage space, reproduction, accommodation, etc. Some of these services are sometimes included in the rented space.

Speaker

Calling on a speaker is essential and the services of the most prestigious speakers can quickly drive up the bill. They are the ones who will bring your conference to life and make it a memorable and inspiring event, so choose your speakers carefully. It could be a motivational or inspirational speaker, an expert in your sector, or a celebrity. In any case, remember to determine in advance the budget you want to allocate to your stakeholders.

The unexpected

Despite perfect retroplanning, the unexpected is sometimes unavoidable. It is therefore necessary to provide a budgetary envelope for possible small last-minute expenses.

Formeret: discover our conference rooms and high-end services

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Whether you need a large conference room or more intimate rooms to accommodate a small group, Formeret offers you various modular rooms to meet all your needs.

Our multiple meeting, seminar or conference rooms in Paris are located in three exceptional spaces : the Espace Cléry, the La Rochefoucauld space and Espace Vinci. Nestled in former private mansions, these event spaces enjoy a unique setting and offer air-conditioned, bright and fully equipped rooms. Accommodating up to 150 people, all our spaces are flexible: we can adapt the configuration of the rooms on request, the number of seats, etc.

At Formeret, we offer conference rooms prepared and equipped according to your needs. From the press conference to the award ceremony, we provide you with all the equipment you need for the smooth running of your professional events: screens, sound systems, or even the possibility of recording the event and broadcasting in real time for videoconferencing.

We know that organizing a conference in Paris can be tedious and time-consuming. To facilitate the organization of your conferences and avoid multiplying service providers (technical equipment, catering, reception, etc.), the Formeret group does not only rent spaces: we also offer you turnkey services. From preparing the conference room to welcoming participants, including the provision of audiovisual equipment, our teams offer you a complete and personalized service.

Contact us to get a tailor-made quote for your conferences, training courses, meetings and seminars.

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