Seminar and convention organisation
The agency scopes the programme, finds the venue, coordinates the speakers and manages the running order. You keep a single point of contact for the whole preparation.
Business services
Corporate events and catering: seminars, trade shows and receptions
Seminar, convention, trade show, party or drinks reception: describe your event once and compare proposals from organisers, caterers and equipment hire firms.
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A successful corporate event depends on a multitude of details: venue, catering, furniture, sound, lighting, reception, entertainment and the safety of installations. Depending on its scale, you can hand everything to an events agency or put the service together yourself with several specialists: a caterer, an equipment hire firm, a sound and lighting supplier and a host.
Needs vary widely: seminar organisation and conventions, end-of-year parties, openings, trade shows and stands, client receptions, team-building days, association meetings and events run by public bodies. Each format has its own constraints: guest numbers, duration, accessibility, indoor or outdoor venue, seated or standing catering.
This page helps you write a request that can be compared like for like: services offered, equipment, price factors, tips for your request and points to watch on safety, hygiene and music. The more precise your brief, the easier the proposals you receive are to compare. For event images, see also the page on photo and video.
Common services
Parties and corporate events
End-of-year party, opening, company anniversary or awards ceremony: concept, decor, reception and entertainment are designed around your image. The supplier also handles logistics on the day.
Trade shows and stands
Design, manufacture, assembly and dismantling of stands, with furniture, lighting and visual dressing. The supplier also handles transport and the constraints set by the show organiser.
Catering and drinks receptions
Boxed lunches, receptions, buffets or sit-down meals, with or without waiting staff. The caterer adapts the menu to the dietary requirements and allergies you tell them about.
Equipment hire
Furniture, tents and structures, stages, platforms, carpets and barriers: the hire firm delivers, installs and collects the equipment. Specify site access and ground type to avoid unpleasant surprises.
Sound and lighting
Microphones, speakers, control desk, mood lighting and stage lighting, with a technician on site if needed. Sizing depends on the venue and the number of people.
Video projection and displays
Screens, projectors, video walls and live streaming for presentations or conferences. The supplier tests the equipment before the guests arrive.
Entertainment and highlights
Hosts, speakers, musicians, games and team-building activities to pace the day. Entertainment is chosen according to the audience and the atmosphere you want.
Equipment and facilities
Tables, chairs, poseur tables and reception furnitureTents, marquees and outdoor structuresStages, platforms and risersSound systems, microphones and control desksStage and mood lightingProjectors, screens and video wallsKitchen, hot and cold equipment for the catererCrockery, glassware and table linenBarriers, carpeting and site signage
Common occasions
- Annual company seminar or convention
- End-of-year party or new-year greetings ceremony
- Opening of premises or a new site
- Attending a trade show with a stand
- Reception for clients or partners
- Team-building and cohesion day
- Annual general meeting of an association or a professional co-ownership
- Event organised by a local authority or an institution
What affects the price
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1
Number of participants
Guest numbers determine the size of the venue, the amount of furniture, the volume of catering and the number of staff needed for reception and service. This is the first factor behind differences between two quotes.
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2
Format and duration
A half-day meeting does not call for the same resources as a gala evening. The number of highlights, services and room reconfigurations affects the quote.
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3
Venue and access constraints
Indoor or outdoor venue, lorry access, floors, power supply, set-up and dismantling times: each constraint changes the crews and equipment required.
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4
Catering level
Standing reception, buffet or served sit-down meal, drinks included or not, waiting staff: the level you choose makes the caterer’s service vary considerably.
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5
Technical and staging
Sound, lighting, video, decor and control depend on the ambition of the programme and the layout of the venue. Having technicians present throughout the event is a cost line in its own right.
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6
Period and lead time
Peak seasons, such as the end of the year, reduce the availability of venues and suppliers. A late request leaves less choice and can push up some cost lines.
Tips for a successful request
Post a request- State the type of event, its possible date or dates, its duration and the number of participants expected, with a range if numbers are not fixed.
- Say whether you already have a venue or want one found, and give the access constraints: floors, lift, lorry parking, power supply.
- Describe the programme: reception, talks, meals, entertainment, free time, and the technical needs of each session.
- For the caterer, mention the type of service wanted, dietary requirements and known allergies, and the drinks expected.
- Say what you are providing yourself (venue, furniture, audiovisual equipment) and what the supplier must take on, including set-up and dismantling.
- Give your budget or your priorities and attach your brand guidelines, so that proposals are comparable and consistent with your image.
Preparing your event: schedule and brief
An event is prepared backwards from its date. The initial brief is the key document: objectives, audience, format, target budget, constraints and expectations. It avoids back-and-forth and lets suppliers respond on the same basis. Here is an outline to adapt to your project.
| Stage | To do |
|---|---|
| Scoping | Define objectives, audience, guest numbers, date, budget and the company’s decision-makers |
| Consultation | Post the request, receive proposals, compare and select the supplier or suppliers |
| Design | Confirm the venue, programme, menu, layout plan and technical needs |
| Logistics | Confirm access, set-up times, invitations and any formalities required |
| Event day | Check the installation before guests arrive, follow the running order, deal with the unexpected |
| Afterwards | Review the event, sign off the dismantling and gather feedback from participants |
Always plan a fallback solution for an outdoor event (weather) and a contact reachable on the day at each supplier. A written specification helps you formalise the brief.
Safety, hygiene and music: points to watch
An event welcomes the public and calls for a few precautions. Depending on the venue and format, rules on the safety of installations apply: a temporary structure, a tent or a stage built for the occasion may be treated as a public-access building (établissement recevant du public in France), with checks and sometimes authorisation from the local authority. Ask the town hall or the relevant safety service, and ask the supplier which certificates it provides for its structures.
For catering, the caterer must comply with food hygiene rules: staff hygiene, the cold chain, storage and transport of food. Ask how they apply them, particularly for delivery to a venue far from their kitchen. If you serve alcohol, a temporary bar declaration or a licence may be required in some cases (these rules are French): check with the town hall before the event.
Finally, music played in public at an event is generally subject to copyright royalties, which in France are declared to SACEM (the French music rights society), even when the sound system is provided by a supplier. State in your request who handles this step, as well as any other formalities.
Agency or separate suppliers: choosing well and contracting
Handing everything to an agency simplifies management: a single contact, a single quote, coordination taken care of. In return, the agency adds its own project management fee. Putting it together yourself with several specialists gives you more control over each item, but takes coordination time. The right choice depends on the size of the event and the availability of your teams.
- Detailed quote: services included, times, staffing, equipment, set-up and dismantling, postponement or cancellation terms.
- Insurance: ask for the supplier’s professional liability insurance certificate. Meaflow checks companies’ SIRET numbers (French company registration), not their insurance.
- Subcontracting: if the agency passes part of the work to a third party, ask which one and who is responsible if there is a problem.
- References: ask for examples of events comparable to yours and, if possible, a client contact.
Lastly, read the terms on cancellation, deposits and changes to the number of participants. For an event that needs a reception service or concierge on site, see the page on corporate concierge services.
Related expertise
Photo & video
Product and premises photos, corporate video, drone footage
Printing & signage
Printing, shop signs, adhesives, signage, vehicle marking
Concierge services
Concierge services for businesses and furnished lets: reception, keys, linen, small services
Textiles & garment making
Industrial sewing, tarpaulins, covers, marking
Frequently asked questions
A question not answered here? Visit the help centre or write to us.
How far in advance should a corporate event be organised?
The bigger the event, the earlier you need to start: several months for a convention or trade show, at least a few weeks for a reception. Venues and suppliers are in high demand at the end of the year. Send your request as soon as the date and format are set so you have a choice.
Should I use an agency or deal directly with a caterer and an equipment hire firm?
An agency suits you if you are short of time or have a complex project, because it coordinates everything. For a simple event, you can deal directly with a caterer and an equipment hire firm. State in your request what you want to delegate so that proposals are comparable.
What rules apply to catering at an event?
The caterer must comply with food hygiene rules, in particular the cold chain and the conditions of transport and storage. If alcohol is served, a temporary bar declaration or a licence may be required in some cases. Check with the town hall and ask the caterer how they apply these rules.
Do I need to declare the music played at a corporate party?
Playing music in public is generally subject to copyright royalties, which in France are declared to SACEM. This step falls to the event organiser, even if the sound equipment is provided by a supplier. State in your request who is taking care of this formality.
Does a temporary tent or stage need authorisation?
Depending on its size and use, a temporary structure may fall under the French rules on public-access buildings (établissements recevant du public), with safety checks and sometimes the agreement of the local authority. Ask the town hall early enough and ask the hire firm for the certificates for its structures.
Does Meaflow check event suppliers’ insurance and authorisations?
No. Meaflow checks the SIRET number of registered companies, but does not verify their insurance, authorisations or qualifications. Ask the supplier directly for its professional liability insurance certificate, its safety certificates and its references before confirming your choice.
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