A training session's organization requires that many questions be asked beforehand, both in terms of content and form. For the efforts made to pay off and for the experience to be as enriching as possible for everyone, it is obviously necessary to set up a context that is conducive to concentration. But participants also need to be comfortable, and at ease, to be receptive, and their ability to engage with the content will be enhanced in a nurturing environment. How does the quality of the training space affect the experience itself? Why is this a key factor in the organization? What are the best choices?
Every training event is unique and, as such, needs are never the same, whether it be equipment, room capacity, ancillary facilities, display devices, etc. Thus, in the preparatory phase, the organizer will write a comprehensive briefing summarizing all the requirements that need to be incorporated into the event. Thus, in the preparatory phase, the organizer will write a complete briefing summarizing all the requirements that must be incorporated into the choice of venue. You must not forget anything, and take the time to plan ahead to avoid unpleasant surprises on D-day.
Of course, this is an essential element to take into account. The answer will automatically influence the choice of venue: solutions that are too small will be eliminated from the start, because participants need space for their well-being! Remember that everyone is likely to bring a computer, a bottle of water, a snack, something to take notes on, etc. So, we don't just rent a room that is "just big enough" either. Everyone should be able to sit comfortably without feeling like they are encroaching on the neighbor's territory.
Not all training is conducted like a classroom, with a teacher facing students at tables. There may be a mixture of theory and practice periods, or even time for debate among participants. When looking at the spaces available for rent, the organizer must therefore think at each stage of the event, to ensure that at each moment, it will be possible to adapt the spaces to the pedagogical needs.
Some training venues are particularly sought after and require a reservation at least several months in advance. Thus, if anticipation is no longer an option for the organizer, he must be able to date his training event quickly enough to simplify the administrative procedures. The organizer will also need to know the schedule, even though some venues are really flexible and can offer daily rates, with the possibility of using the venue at any time in the morning or evening (to start early over breakfast or finish later with an aperitif dinner, for example).
The training organizer's briefing, which is a real specification used to choose the best venue, must obviously give a clear idea of the available budget. This will also make it possible to know, from one venue to another, whether it is possible to benefit from certain extras, such as a meal or additional equipment. Moreover, when the organizer is aware that certain services he needs are often part of the extras invoiced in addition to the basic price, he must anticipate this element in order to avoid unpleasant surprises when he receives the estimates.
Whatever the nature of the training, choosing multiple and flexible spaces will inevitably benefit everyone because it is an excellent barrier against gloom and lack of motivation.
It is, however, an option for "lecture" periods when one is simply trying to deliver information to trainees. To encourage exchanges and discussions, we ideally favor U-shaped setups or meeting tables, which offer the opportunity to use computers if needed, provided that the appropriate furniture is available (folding computer cabinets, allowing screens to be raised and lowered, for example). It may be preferable to define islands, facilitating work in small groups to conduct workshops. Again, even if these moments do not represent 100% of the training time, there is nothing to prevent favoring a flexible layout and moving the equipment at the pace of the course's different stages.
For the training to be of full benefit to them, it must not be experienced as a constraint by the participants. This is why, whatever the arrangements are chosen, it is essential to think about the freedom of movement that each person must enjoy. In concrete terms, one should not feel stuck in a chair all day: this will not be beneficial for either concentration or motivation. Chairs or armchairs must be mobile enough so that you are not "stuck" to the wall or table. Moreover, even for the most theoretical training courses in which no movement or practical workshops are planned, it is necessary to schedule breaks during which everyone will be free to go and get a coffee, stretch their legs, rest their mind for a few minutes. And if the simple fact of leaving one's chair to go outside implies waiting for everyone to clear the space, one adds constraints that will not gather all the ideal conditions for successful training.
Information will stick in people's minds much better if presented attractively, in various forms. When renting a training room, the organizer must check that the speaker(s) will be able to use a wide range of media to diversify the learning methods.
While the best-trained speakers captivate their audience with the power of their voice alone, visual aids are usually needed to keep participants from becoming lost in the training content. In some cases, they are even essential to illustrate the content and provide concrete, understandable and memorable information. A screen will logically be needed in a training room, but it may be useful to use interactive screens, which offer more flexibility in practice. The blackboard is also a must.
We don't think about it enough: during a training session, if we sit for hours on a simple chair, we quickly risk having muscular or articular pains. Obviously, they quickly prevent us from concentrating, not to mention that they demotivate us and do not give a good general image of the experience. In this sense, we do not hesitate to privilege ergonomic furniture and atypical alternatives so that the participants feel perfectly well. The addition of convivial zones with sofas to facilitate dialogue and relaxation between two intensive sessions is a very judicious option. There is also a tendency to forget about the essential ancillary equipment: before renting a room, check if there is a video projector on-site, find out if office supplies are included or not, etc.
Once you have met all the basic requirements for a training venue, it is time to look at the details that can change everything. Why not rent an atypical space, not only used for training, that will surprise participants and guarantee an unforgettable experience? A green setting: between surprise and bucolic calm For a training session intended for executives who are constantly stressed by a hectic pace and a city life, the ideal would be to find a place where there is a maximum of space for greenery. Some may include a small garden or be decorated with lots of natural effects.
By choosing to present a course in an atypical room, one opens the possibility of customizing it according to one's own philosophy. For example, the organizer can hang posters or decorative elements in the brand's image, use surprising accessories to assert an innovative reputation, or even give a fun and offbeat feel to the training, which could particularly appeal to young talent.
Companies that have set up their premises in the suburbs have every interest in seeking out atypical training locations in the city center: this will, first of all, allow them to get out of their walls and comfort zone, to experience a minimum of change of scenery and to appreciate the moment better. Moreover, for training courses intended to welcome people who sometimes come from far away, proximity to train stations, airports and other subway lines are strong arguments!