Organizing a company convention

Why organize a company convention?

A corporate convention is a professional event that brings together several departments within a company (communications, HR, customer relations, etc.) and can last several days. The convention is the ideal moment to unite these teams around the same objectives, to share the vision of the company’s leaders and the results of the past year.

This event is also an opportunity to bring your staff together around less formal activities and times that will strengthen cohesion and facilitate internal communication.

The objectives of a convention are manifold. That’s why it’s important to define them with your management to organize your plenary and your activities.

Once you’ve decided, it’s time to organize your convention!

How to organize it?

Select event date

A company convention can’t be held at any time. Choose a date outside school vacations, festive periods and the month of May. Busy periods should also be avoided, so as not to overwhelm your teams.

Depending on the destination chosen for your event, local events may restrict access to the site and reduce the availability of accommodation in town. Please do not hesitate to contact your event venue or the destination’s Convention Bureau to find out more.

Select these participants

Your convention may not include all your services. They should be chosen according to the defined objectives of your event. Their number is important to know, so that your budget is in line with it.

Define your budget

Defining your budget is essential: it allows you to know how many people you’re going to invite and to write down your budget by service. This will make it easier to work with your suppliers, who will know which services are best suited to your needs.

For a corporate convention, there are a number of compulsory services to consider, such as space rental, catering, team-building activities, hosts and hostesses, and stage design. Others can be added, such as DJ, decoration, goodies and hotel rooms.

Find your destination and event venue

There are many destinations and cities that can host your convention, but which one should you choose?

Favoring a city close to your offices will reduce the carbon footprint of your event and ensure that your employees don’t have to travel too far from home.

When choosing a venue for your event, take into account your schedule and the number of participants. Ideally, you’ll need a single venue for all your highlights. For a plenary session, you’ll need an auditoriumFor your workshops, committee rooms are ideal, and for the evening, why not reserve a rooftop or a hall fitted out for the occasion.

When selecting your location, it’s also important to ensure that it’s easily accessible by public transport and by car.

The Cité des Congrès Valenciennes is the ideal event venue in the Hauts-de-France region for your convention. It features 3 auditoriums, a dozen committee rooms, two exhibition halls and a lounge bar connected to the rooftop. Close to the tramway and 20 minutes from Valenciennes train station, there’s plenty of opportunity for a pleasant stroll to your convention.