In order to build a corporate culture and forge bonds with your partners and customers, we always believe that people need to be part of a common event.
The success of any event organized in France lies in the commitment to running the event.
The outcome of an event will be successful if the event planner inculcates professionalism and expertise skills. The event planner is expected to have a sense of responsibility.
Thus he should use a distinctive, innovative approach that strives to add value to the event.
The budget is an overall determinant of the event quality.
The event manager needs to distribute the budget appropriately for the event to be successful. Our focus for today is on the things to put into consideration when estimating the budget of an event in France. So let’s discuss them in the subsequent paragraphs;
1. WНАТ ТYРЕ ОF ЕVЕΝТ?
An event planner can’t organize an event successfully without knowing the type of event.
The event planner needs to know if the corporate event is a meeting, a conference, a business fair or a product launch. It could equally be an alumni event or a recruitment fair.
Whatever the case, knowing the exact nature of the event will enable the event planner to automate manual tasks. Such knowledge will also help to estimate the budget thereby facilitating preparations across the various departments.
2. WНАТ RЕGІОΝЅ НАЅ YОUR РRЕFЕRЕΝСЕ?
If you want to host an event in France, it is also essential to know the right region.
Paris and Riviera-Monaco are some of the best destinations to host events in France. The corporate event planner or French DMC still needs to make a decision on where the event will take place. He may decide that the event will hold at the heart of a prestigious hotel, in a boat or even on the roof of a restaurant.
You should take note that France and most of its big cities have unique event sites. However, an exceptional opportunity to invite professionals for a meeting or workshop could change the scene. It is advisable to choose service providers in the city where the event will hold. For instance, if you settle for Paris, all your service providers will likely come from there too. It’s cheaper this way and it’s easy to estimate a budget after choosing the preferred region.
We believe that France is one of the best destinations in the world. The diversity of cities, landscapes, history and gastronomy are strong motto for a majority of our clients.
3. WНАТ ЅТYLЕ ОF VЕΝUЕ?
France is a multicultural country so selecting a venue style for an event is quite easy. France offers a range of modern, traditional, and even trendy event styles. Therefore, the event planner should reach out to vendors and suppliers as soon as he books the venue. Arranging a kick-off meeting with these people will prevent last minute effort duplications.
Also, last minute arrangements can cost extra if the vendors are forced to adjust their schedules to accommodate your needs. It is imperative to choose an event style that matches your budget. You should not opt for a very high style which you can’t afford. Also, ensure that everything is available for the event dates. Once you make the decision about the style, it will be easy for you to draw its budget.
4. WНАТ РЕRІОD ОF ТНЕ YЕАR DО YОU РLАΝ ТНЕ ЕVЕΝТ?
The period of the year is another crucial factor to put into considering while estimating the budget for an event in France. France has warm and cold seasons, and the event manager can advise which period is suitable for a particular event.
If you are planning an event in Paris, it’s better to do it between June and October. The reason is that this period is relatively warm and your guests will be comfortable. Also, summer activities are quite different from winter activities. Therefore different seasons will probably have different costs.
Each period has his key features. The local Dmc is your best adviser to select the appropriate destination regarding the period of the year.
5. НОW LОΝG ЅНОULD ТНЕ ЕVЕΝТ ВЕ?
The duration of the event is a crucial factor to consider when planning an event in France. The length of the event will help the event organizer to better plan for the event. Knowledge of the duration will also guide you in drawing a practical budget for the event.
It is advisable for the French DMC to check out affordable venues and adjust dates to minimize cost. More so, the event planner can play with the event date. For example, you could start the conference in the afternoon so that you don’t spend on breakfast and lunch.
6. DО YОU RЕQUІRЕ АССОМОDАТІОΝ?
Accommodation is another important consideration to make when drawing a budget for an event in France. You need to decide whether or not you will provide accommodation for your guests. You might want to minimize cost by opting for twin bedrooms in the hotel.
The advantage is that two attendees get to share a single room. Whatever the case, just have in mind that many hotels in France offer very competitive and attractive group rates.
The majority of corporates go for 4 star properties.
You will find a larger choice and the best deals for groups in this category.
7. НОW МАΝY РЕОРLЕ ТО ВUDGЕТ?
Knowledge of the number of people you are expecting will help you come up with a reasonable budget. If you are expecting many people, you can try to negotiate a package price for certain services. For instance, when it comes to transporting your guests, you may ask to be billed per bus instead of per person.
You might also opt for vans instead of buses. Such attitudes could help you reduce expenditures. The event planner should also be able to compare the costs per person and the expenditures per groups of attendees.
8. DО YОU REQUIRE А ЅІТЕ VІЅІТ?
А sіtе іnsресtіоn іs thе bеst wау tо mаkе уоur fіnаl dесіsіоn.
The visits are organized by the local dmc to potential event venues.
The purpose of the visits is to check if the hotel and venues facilities are up to the standards for your corporate event.
Usuаllу, thе sіtе іnsресtіоn tаkеs оnе оr twо dауs. Vеndоrs аррlу dіsсоunt rаtеs for accommodation and transportation if you stay longer.
9. НОW СRЕАТІVЕ АΝD ТАІLОR МАDЕ ЅНОULD ТНЕ ЕVЕΝТ ВЕ?
Wе knоw thаt уоu wаnt thе bеst еvеnt оut thеrе, but thе rеаlіtу іs thаt nоt еvеrуоnе іs ехресtіng а mаstеrріесе. Ѕоmеtіmеs thе еvеnt јust hаs tо wоrk.
Hence, the French DMC may bring suggestions that will cause thrills and excitements. But you should have in mind that such creative ideas always increase the overall cost.