Organizing a corporate event is above all choosing a location

Since 1984, Formeret has been supporting companies and brands inorganization of events and professional meetings. Its spaces have already hosted a half-day of plenary under the glass roofs of Cléry for the Pasteur Institute, a fashion show by the brand K-Way, the polling station for the Brazilian presidential elections, or even, have been transformed into an Escape Game. In the heart of Paris, these historic living spaces, completely renovated, are transformed according to events: after all, organize a corporate appointments, above all, it's choosing a place.

Behind the scenes of a corporate event organization

During the organization of an event, it is rare for companies to manage everything internally. This is why they use companies specialized in events to organize their business seminars with all the logistics of the events and catering services that result from them. In short, they are looking for a turnkey service for their business seminar. However, a situation that is more frequent than assumed occurs when events are organized and, to everyone's surprise, the location is not included in the initial estimate. Célia Autrechy, commercial development manager at Formeret, recalls the memory of an occasion when she had to intervene to save an event of this type at the last minute.

Fortuitously, the fifth floor of the La Rochefoucauld space, including its elegant roof terrace, was available. Célia, with the help of all the Formeret teams, devoted herself body and soul to setting up this corporate reception. In the space of less than twelve hours, the event was not only preserved, but promised to be a sure success.

Learning from this adventure, Célia strongly recommends:” When organizing an event, it is imperative to exercise caution and to ensure, as a matter of priority, that an appropriate location is reserved. While activities, catering and other logistical aspects are certainly important, they remain secondary. Indeed, it is always possible to adapt and explore alternatives in case of the unexpected. Location, on the other hand, is a much more difficult element to replace in the last instance. ”

How to choose the right place for your event?

Choosing a location is therefore the starting point for any business seminar. He will determine what you can do at your event. But how do you choose this space well? The place that hosts your event must correspond to the identity of your company, reflect the image you want to send, offer you convivial moments and above all, be adapted to the type of event you are organizing.

A place that meets your needs

The initial element in deciding on your location lies in the precise definition of your intentions and the objectives of your event. Depending on the specific requirements of your event, it may be necessary to accommodate your employees, offer breakfasts, schedule team building activities, make presentations, or even organize excursions.

Once your program is established and your intentions are clarified, you will have a more refined vision of the type of place to look for.

A place with the ideal size

If your meeting is more suitable for a standing reception, it will take about 0.5m² And 1m² per person (i.e. a room between 50m)² And 100m² for 100 guests). Conversely, if it is a particular ceremony or parade, your event will be more likely to lend itself to seating: it will then be necessary to count between 1.5m² and 2m² on average per person (i.e., a 150m² room² At 200m² for 100 guests). It is therefore important to know the number of people present for this corporate event.

A place that can easily be arranged according to your needs

In addition, there is the modulability of the premises and the possibility of customizing (if necessary) your room, for the event you are preparing. During a business seminar, several activities can follow one another, a working session with presentations, lunch and a team building session to strengthen relationships. Thus, the presence of professional furniture and equipment in the chosen location could allow you to save on your budget. On the other hand, if your event requires specific logistics to be put in place, take the lead!

A practical and accessible place for your guests

While choosing a location primarily meets the needs of the company organizing it, it is important to consider accessibility, accommodation and logistics. If the selected address is too remote or difficult to reach by transport, it would then be possible that your guests cannot get there or decide not to participate in your event due to lack of practicality.

A place managed by a professional and coordinated team

On the day of your event, you will have enough things to manage on your end. Some meeting places thus offer to supervise the coordination and management of your event: expert teams of hostesses and competent hosts then ensure the successful management of all types of events.

In reality, organizing a business seminar can be a real headache for your teams. This is why it may be preferable to choose an all-inclusive offer that allows you to take advantage of the expertise of an event agency that is used to organizing numerous seminars.

The example of Formeret: 3 exceptional spaces for all your events

The Formeret group has 170 rooms, spread over three distinct spaces located in lively and central Parisian neighborhoods. Each space has a rich history, a unique setting and rooms that are modular and equipped according to your needs. In this way, we allow you to get out of the box by offering you a new temporary workplace to create links and team cohesion.

If each of our spaces is designed for very particular meetings, such as a launch party, a business seminar, a business meeting or a Gala dinner. They also know how to adapt and live according to the varied needs of brands and businesses. Depending on the needs expressed, the internal teams guide and support their customers in choosing their location. For example, this panel of proposals:

— The Espace Vinci Is located in the 2^E arrondissement of Paris, close to the Louvre and the Department Stores. With its paved courtyard, its vaulted cellar and its 110 bright, air-conditioned and atypical rooms, it is a unique place rich in possibilities for your corporate events. Within its walls, contests, receptions, meetings and training courses are organized, to the delight of the guests.

— The Espace Cléry is located not far from Vinci, in the famous Montorgueil district. An exceptional place steeped in history, it was the meeting place for Parisian high society. A former private mansion, it has an Eiffel style glass roof that lets in sunlight into a 180m patio.² that welcomes every day, cocktails, graduations, annual evenings or lectures. The possibility of meeting up in small groups to work together and strengthen cohesion in one of 20 training rooms coupled with the patio space offers it great flexibility. This space allows your teams to strengthen ties and to leave the professional environment to offer themselves an exceptional environment.

— The Espace La Rochefoucauld is located in a dynamic neighborhood in the 9^E arrondissement of Paris, near Saint-Lazare train station. Formerly a private mansion, the 40 bright rooms accommodate meetings and training. For product launches, cocktails and major ceremonies? Head to the roof terrace, with a view of Sacré-Coeur!

Taking advantage of an exceptional seminar location in the heart of Paris allows teams to get out of the usual working environment and to have a boost of motivation after an extraordinary corporate event.

The importance of planning ahead of time.

When organizing a professional event, the most important thing is to always be one step ahead. Getting started as soon as possible means both guaranteeing the availability of the chosen location, giving your guests time to organize themselves, but also ensuring that all your teams are ready for this event.

The availability of the event locations.

For the organization of professional events, it is imperative to select the venue with the greatest advance notice. As Célia's example illustrates, obtaining last-minute availability is often complex, uncertain and perilous. Not having a place for a seminar, a gala evening or a corporate anniversary not only results in the failure of the event, but also leads to the substantial loss of expenses incurred previously. Therefore, anticipating not only makes it possible to secure the desired location but also to effectively start the organization of the event.

Teams ready for the event.

Planning your corporate event in advance also offers your teams the opportunity to organize and prepare properly for the seminar. Indeed, imposing a tight deadline can lead to various complications:

• Exempt current commitments : By prioritizing this event, your teams may abandon projects intended for your customers, which could damage your company's reputation.
• Lack of preparation for the event : The organization of corporate events requires a significant time investment on the part of a project manager. Not giving your teams enough time to prepare may find them unable to effectively meet the requirements of the event.

Guests available.

In addition, when you do it late, it is common for some of your guests to already have commitments set for the date of your event. By planning and sending out invitations well in advance, you give them the time they need to organize and adjust their agenda to ensure their presence. This approach also significantly increases the chances of extensive participation, thus consolidating the impact and success of your professional event.

Anticipation therefore makes it possible not only to secure the availability of the chosen location, but also to prepare your teams and to facilitate the participation of your guests. These aspects are essential to make a corporate event a success.

Where do you want to organize your event?

From your first thoughts, the treasure hunt for the location of your event begins to take shape: depending on the availability of the place for your seminar dates, its location (close to train stations and public transport in particular), the budget (expected) or even, its reception capacity (number of guests to receive).

There are different types of places to make your event a unique moment that allows you to unite your teams.

Start by doing an overview of the places that could be right for you, book a visit to project yourself and gather all the information that could be useful for your turnkey seminar.

Do you have questions, or need more specific advice?

Contact the Formeret teams.