conference room

There are a large number of different professional events: conferences, workshops, congresses, congresses, study days, general meetings, meetings and seminars... It is not always easy to find your way around. A conference is an event organized by a company during which speakers will give presentations in front of an audience. The organization of events of this type is generally done for special occasions around a specific theme.

Organizing conferences can therefore be used to: inform on current topics and position yourself as experts, communicate when a product is launched, manage a crisis, achieve business goals, etc. In addition, a conference can easily be organized as part of a seminar lasting several days.

What type of room to rent should you choose for a conference? Meeting rooms generally refer to workspaces that are too small for a conference, which can accommodate an average of 20 people seated, they are not always equipped with audiovisual equipment and do not necessarily offer the right layout.

A conference room must be equipped with all the audiovisual equipment necessary for presentations (projection screen, projector, microphones, etc.), a good internet connection (especially if people participate in videoconferencing), and offer a large capacity of reception. However, there is not necessarily a single type of location that is ideal for all conferences. Moreover, it does not matter what term is used to refer to your workspace, the important thing is that it meets all your needs for this specific event: area, location, accessibility, modularity, equipment, etc.

One thing is certain, the location will directly influence the success of your event. It is essential to rent a room that corresponds to your event and that can reflect your brand image. Moreover, you do not necessarily need to turn to a conference center, it is entirely possible to choose an unusual location to make an impression, and create a memorable and friendly event. Choosing a unique location also increases the reach of your conference at the time of invitations.

Here are a few questions to ask yourself to find a meeting location that suits your needs:

• Size and capacity: will my conference be organized in a small group or, on the contrary, for a large number of participants? Is there enough seating for everyone?
• Equipped room: does it have all the equipment necessary for the smooth running of my event? Wifi access with high speed internet, microphones, video projector...
• Room layout: is the layout ideal for a conference? If necessary, is it modular?
• Comfort of the participants: are the seats comfortable? Does the room have daylight? Are coffee break areas planned? These points are more important than they seem, especially if the conference lasts a while.
• Location and accessibility: is the space ideally located and easily accessible by transport? Is it accessible to people with reduced mobility?

Here are some examples of additional services to organize a successful conference, especially if you plan to host a large number of people:

• Catering service: breakfasts, hot drinks, lunches, meal trays, cocktail dinners, etc., depending on the format and duration of your conference. The choice of caterer is important and can also be a reflection of your brand image.
• Reception and orientation: offering a professional welcome with trained hosts and hostesses is essential to make a good impression.
• Relaxation areas: it is recommended to have comfortable spaces dedicated to conviviality and to the exchange between two moments of work.
• Luggage and storage space: This is especially important if some of your guests are traveling from another city to attend the conference.
• IT department: to ensure responsive and effective support in case of technical problems.