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Conference room rental: how to anticipate and succeed in captivating your audience? When a company organizes a conference, it always does so with a specific objective in mind: Inform its partners, instruct its employees, engage in a debate to progress in research and development, promote a new product, make participants want to work together and facilitate collaboration, etc. Whatever the objective, a minimum budget is required, time is spent on the organization, and, logically, good returns on investment are expected. For a conference to be successful, the key point is its ability to captivate the audience, arouse their interest, and even make them proactive during the event. From space's design to the training content to the decoration and layout of the venue, all the details will have a decisive impact on the final results.

Who attends the conference: the key question Of course, all the maneuvers carried out in order to interest the participants and leave an indelible trace of the experience in their brain depend directly on the characteristics of this audience. It is necessary to identify it well before choosing the room rental and preparing the contents that will be presented on the day. ## Give everyone a minimum of living space Before even studying the audience from a qualitative point of view, we start by analyzing it in a very succinct and quantitative way: how many people are expected to attend the event? According to this essential criterion, one will select a more or less vast room, one will foresee enough comfortable rooms to settle down and food / drinks for the breaks. ## Age, socio-professional category, status: different expectations From young people coming for training to experienced managers wanting to upgrade or update their knowledge, needs and requirements vary. Therefore, when looking for a conference room to rent, it is important to keep in mind the dominant socio-professional category, the average age and the background of the participants. The more homogeneous the group, the more it will be possible to make bold choices. Naturally, if you want to generate a surprise effect, you will not act in the same way with 25-35 year olds as with 40-55 year olds! ## Give a coherent image of the organizer Against all odds, the choice of the space in which the conference takes place does not depend not only on the criteria specific to the audience. Indeed, the identity of the organizer (brand, company), also deserves to be put in perspective with the nature of the place. In concrete terms, the design, decoration, architecture and layout of the areas set the tone. When you want to give an innovative image to your organization, you should not be satisfied with a classic room without personality, without character and without originality! ## The multiplicity of equipment and their adaptability, essential issues for a successful conference Whether it takes place over only a few hours or over several successive days, a conference will necessarily rely on several media. Even in the presence of an excellent speaker, one always needs visual data to complete the speech, to illustrate the remarks or to facilitate processes such as understanding or memorization.

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Projection et support / TV


Video projector, interactive board, flip chart: bringing your words to life In a conference, it is often assumed that all the audience arrives with approximately the same level of knowledge. For the sake of consistency, well-organized events do target people with similar skill sets so that some are not bored and others understand absolutely nothing. However, some of the more technical terms may be lost on a few people. In this case, instead of spending time explaining them, one can continue speaking and display the definition on a slide show. This is one possible use, but there are many others: showing statistics, reading a video or pages on the web, etc. More modern, the interactive whiteboard can also be a real plus, allowing a more dynamic approach to the content presented on the screen. And this does not prevent the authentic "flipchart," timeless and still relevant, from being used for other purposes. To sum up, before renting a conference room, you should make sure that all the material you may need is available. the idea is to use a wide variety of media so as not to bore the participants. ## Tables, chairs, furniture: ergonomics first When issues such as CSR (Corporate Social Responsibility) are becoming more and more important, we cannot afford to have a conference where the audience feels uncomfortable. Thus, when comparing the different places available for rent, we start by looking at the furniture's quality, and we keep high standards in this matter. Simple plastic chairs will not suffice if the event lasts: more ergonomic seating is needed to allow for easy movement or rest elbows and back, among other things. At the same time, it becomes necessary to anticipate which the participants will bring equipment: will they just come with a pen and paper to take notes, or will they need their computer? Depending on the circumstances, the tables will obviously have to offer enough space to sit comfortably, and they will have to be adjustable to keep a good position throughout the day. ##Flexibility is a key issue. Many feel that traditional conference offerings lack flexibility. We are content with classic furniture and, even if we attach importance to comfort and ergonomics; we do not really open the door to more audacious arrangements. Yet, at a time when professionals are quickly bored of a systematically similar training or meeting context, it becomes appropriate to surprise them by having the possibility to transform the conference room into a debate space, for example,. If traditional premises do not always offer this freedom, the more atypical versions, which can be found on Office Riders, can sometimes allow it because they are not initially dedicated to conferences and can be arranged according to the needs of each person!

Welcoming break areas to get the best out of participants

Ideal for creating social ties and resting minds and making them more efficient, break times are crucial in any conference. In an atypical location, they will also allow you to discover green spaces, walk around a room decorated with works of art, or simply take a breath of fresh air on a balcony with a beautiful view of the city. We underestimate the importance of these small pleasures, perfect for recharging our energy and enthusiasm at the same time. When selecting the location of the conference, it is important to ensure that the location facilitates eating on-site if participants are required to attend in the morning and afternoon. Ideally, it is suggested that the meal be taken care of and shared in a nice room. However, it is also possible to locate in a busy neighborhood so that lunch can be taken at a nearby restaurant. ## Careful attention to the additions that can change everything while keeping your budget in check The art of organizing a conference is based on a particular skill: knowing how to make the right choices among all the options that will delight the audience, while managing to stay within a predetermined budget. To meet this challenge, it is, of course, necessary to draw up a complete set of specifications before planning because this type of event requires, above all, a maximum of anticipation.

The atypical place that will change everything

To guarantee a conference's success, we can rely on three essential arguments: The speakers (popularity, credibility) - The subjects evoked - The venue. On this last element, it is quite possible to convince more people by proposing an original venue, easy to access, which arouses curiosity and gives sufficient motivation to travel. When the event occurs in an unusual setting, even if the themes remain classic, the target group will be more interested because they will associate the event with something unusual and unexpected, and they will want to know more. Betting on an atypical place does not necessarily cost more, especially when you go through collaborative platforms like Office Riders, creating the link between organizers and people who are looking to use places they own. ## These little extras to boost a conference In a place of art, a chic Parisian apartment, or at the top of a large building with an exceptional panorama, there is already every chance to make potential listeners want to come to the conference. But for the conference to make a real impression and meet specific objectives (motivate teams, have them remember as much information as possible, give a good representation of your company, etc.), a few small touches can change everything. For example, during the coffee break, a musical background (with sounds chosen according to the organizer's identity and the target) can surprise in the right way. Similarly, the simple fact of proposing a welcome breakfast will put everyone in a good mood and facilitate the confidence building of everyone. You can also offer goodies to the participants without forgetting that all these initiatives must remain within the initial budget!