Which event for which occasion?
Whether intended for external communication or conceived as a moment of sharing between colleagues, professional events mark the history of a company.
They accompany an important milestone, inform, celebrate and create emulation and engagement; they bring new projects and new ambitions to life and add the little extra soul that makes a brand or a company successful.
To ensure that every condition is in place for your events to succeed, By Kadrance supports you in organising them. Here are the elements you need to determine first of all:
The date of the event
The date should be chosen according to your organisation’s activity and constraints (avoid the period close to the accounting year-end or budget submissions), but also the speakers’ diaries and the realities of the calendar (take school holidays, public holidays, election days and major sporting events such as the Olympic Games or the football World Cup into account).
For an external communications event, you should also check the diary of your target audience.
The venue for the event
The venue for the event is a crucial choice. You should favour a central location that is easy for everyone to reach. The venue must suit your event and its audience in terms of capacity (a room suited to the number of attendees), layout (scope for workshops and conferences, promotional stands, a catering area…) and equipment (kitchens, car parks, projection equipment…).
If attendees or speakers are travelling from abroad, find out about accommodation options.
Finally, the venue must fit your budget. To avoid unpleasant surprises, find out about any obligations attached to it (corkage fees, compulsory suppliers…).
The programme and the speakers
Why this event? What are its main themes? What messages do you wish to convey? By answering these questions clearly, you can determine the theme or themes of your event, draw up a list of suitable speakers, workshop topics and activities (shows, talks, various entertainment…).
From this content, you can build a precise schedule, from the welcome of attendees to the close of the event. Remember to include catering moments (lunch breaks, coffee breaks) and pauses.
Your event should not run longer than necessary. Your programme must be realistic, not overloaded, and call on good speakers able to deliver a clear, concise message in the time allotted to them.
The catering
The catering is fundamental to the success of an event, so the food and drink must be chosen with care. The caterer is sometimes tied to the venue, but not always. If so, agree with them a formula suited to your event: sandwich buffet, multi-course meal, walking dinner, coffee breaks… Also find out about the service staff (their number, which should be higher for a seated meal than for a buffet, for example, and their qualifications). This is a decisive criterion for smooth, efficient service.
The logistics of the event
Once your programme is finalised, you can draw up a list of tasks to be carried out before, during and after the event. These may include designing and sending invitations, managing registrations, preparing name badges for attendees, promoting and/or communicating the event (posters, flyers, advertising campaign…), and setting up and clearing the room. This list will also allow you to itemise the equipment you will need (name cards for speakers, audiovisual equipment, furniture not included at the venue, documents handed out to attendees, gifts for guests…).
The By Kadrance venues, located in Paris, combine accessibility and the proximity of a rich heritage setting with calm, cosy surroundings, sheltered from the tumult of the city.
Like the lines of Charles Baudelaire’s “L’invitation au voyage”: “There, all is order and beauty, luxury, calm and pleasure.”
What type of event or service would you like to organise?
Find out more about the types of event offered at the By Kadrance venues: