Travel Management

How to find a free venue for any event?

John Iversen
Growth Marketer

Do you have a company? If you work with teams, you're most likely looking to provide them with a pleasant working environment, and put in place the right elements to boost their productivity.

For example, you could organize a seminar to ensure that the content you offer is in line with your objectives. However, it won't be easy to get organized if you're not used to it, as you'll need to identify your objective, choose the participants, the date and the venue, for example. A seminar requires a great deal of organization, but also a budget to ensure that everything runs smoothly. And if you're on a tight budget, you'll want to know where you can find a free venue for any event.

Find the right venue for your seminar

Organizing a seminar takes time and investment. You can always call on the services of professionals to help you every step of the way and avoid making mistakes. But you can also organize it yourself, taking the time to find the right plans and opportunities.

Before choosing a venue for your event, you'll need to identify the budget you have available to organize the entire stay. You don't just need to take into account the location of the event, but all the expenses associated with the seminar, such as transport, meals, speakers and activities.

So you may find yourself in a situation where you need to save money to keep your seminar within budget, while still offering activities through good organization. So what can you do? You can optimize the organization of meals to reduce costs, choose simple and economical activities, or reduce expenses on the side of your venue. To find a free venue for any event, you'll need to take a few precautions - it won't come to you easily! But it will help you save a lot of money and put it elsewhere for a successful event!

So how do you go about finding a free venue for any event?

Where to find a free venue for any event?

This is the question that will take the most research to answer! If you don't know how to go about it, don't worry. To find a free venue for any event, you'll need to take some time, plan ahead and talk to people who can help!

Of course, you'll need to start by listing your guests, the type of event and the objectives, to find out whether or not a venue is suitable for your needs. But if you've already worked this part out, here are some ideas for finding a free venue for any event.

  • A restaurant, where you can work in a private room while eating in, means you don't have to rent the space, and simply pay for the meals.
  • A bar where you can also talk to the manager about privatizing the premises if you are promising a large number of participants. This will require a good negotiation of consumption prices, but it will surely be cheaper than renting a venue for your seminar.
  • Municipal halls: these are often well suited to your needs, and you'll have no trouble getting your request approved. However, these halls are often in demand, so you'll need to plan ahead if you have a specific period in mind. To save time and find a free hall for any event, search for existing halls in your commune, and if you're lost, don't hesitate to contact the town hall. We'll help you find the right hall for your needs, based on the number of people and the space required for the activities you want to organize, for example. All that's left is to agree on a date, and that's it.
  • You can also get a free room from a company or association if you have contacts, but this will be more difficult.

It's possible to find a free venue for any event, but it won't happen overnight. Plan ahead, take the time to find out what you need to know, and make sure you've prepared well in advance so you can find a room that meets your needs. There's no point in saving on the cost of renting a room for a seminar if you don't have a suitable venue.

If you're in any doubt, don't hesitate to contact a professional to benefit from tailor-made assistance. This will save you not only time, but also money, by avoiding certain organizational errors that could jeopardize the smooth running of your event! So don't wait any longer to find a free venue for your event.

What are the advantages of finding a free venue for any event?

The biggest advantage of finding a free venue is that it allows you to make considerable savings on the overall event budget. By avoiding the cost of room hire, you can allocate these financial resources to other essential aspects of the event, such as transport, food, activities or even gifts for participants.

The savings can also be invested in promoting the event, which in turn can attract more participants, whether employees, partners or customers of the company.

What's more, the search for a free venue can lead you to establish links with partners or venue owners, creating opportunities for long-term collaboration on your business events.

The second big advantage is that by choosing a free venue, you also save a lot of time. Searching for and booking a paid venue can sometimes be time-consuming and complex. Free rooms, on the other hand, can be available more quickly and with less red tape.

What's more, if you need to organize a last-minute event, free venues - especially those made available by partners or institutions - are often more readily available. However, this is not always the case! Free rooms are considered to be good deals and can therefore be in high demand. It's always best to plan ahead.

Finally, by avoiding the hassle of searching for a paid meeting room, you'll gain time to concentrate on planning and carrying out the event itself. You'll be able to focus all your energy on the activities to be planned on the big day, communication and all the other important points that will provide a quality experience for participants.

What kind of events can I book a free room for?

You can find a free venue for any event. Whether it's a company party, private or public event, general meeting or simple get-together, all you need to do is find a suitable room!

We'd like to remind you that you need to take into account the layout and size of the room according to the type of event you're organizing. It won't be the same for a group of 10 for a brainstorming session as for a group of 80 for a conference! 

You should also make sure that the free room has all the equipment you need to make your event a success. Anticipate as far as possible technical requirements such as Wi-Fi connection, a video projector, note-taking equipment and any other elements essential to the success of your event.

How do I rent a hall?

The procedure for renting a hall varies according to the type of hall you're looking for (meeting room, party room, conference room, etc.), the location where you want to rent it and, above all, the owner. However, a few steps are common to all types of venue.

First of all, before thinking about renting a venue, you need to determine your needs. What kind of events will you be holding? What equipment do you need? How many people will be invited? How long will the event last? Then you need to choose a location and set a date.

Once you've listed your requirements, you can move on to the search for venues. As a reminder, you can turn to municipal halls, associations or partner companies. You can also ask members of your network, or search the internet via specialized websites or social networks. Some bars and restaurants also offer free room hire.

Then make your selection and contact the owners or managers without delay. Bear in mind that the earlier you book a venue, the better, because the more likely it is to be available on your dates.

Once you've found the ideal venue for your business event and accepted the terms of the rental agreement, you need to proceed with the booking by signing a rental contract. Even if the venue is free, there may be conditions and rules that the organizer must formally accept.

This contract can clarify the responsibilities and conditions of use of the room. This may include information such as hours of use, cleaning rules or liability in the event of damage.

Other owners, on the other hand, may have a simpler booking process and may not require a contract for free bookings. In any case, it's advisable to read the booking terms and conditions carefully, even if the room is free, so as to fully understand expectations and obligations.

Finally, to ensure that everything goes according to plan, we recommend that you confirm all booking details with the hall hirer, including arrival and departure times and the equipment you need!

What documents do I need to rent a hall?

Even if the room you choose for your event is free of charge, a number of documents may be required. So, what documents do I need to rent a hall? 

Requirements may vary depending on the type of venue you choose. For example, you may be asked for the organizer's ID, or any official document confirming your identity as a company representative.

The owner may also ask you to provide emergency contact information in the event of a problem. Most venues also ask for an estimate of the number of participants, for logistical and security reasons.

Lastly, even though the hall is free to rent, you may be asked to pay a deposit in the event of misuse of the hall or voluntary or involuntary damage.

Generally speaking, how much does a hall cost for any event?

For many reasons, you might prefer to rent a free hall for any event. However, depending on the type of event you wish to organize, a more specific room rental may be useful. Free halls often offer limited services or facilities. Even if this isn't the case for all of them, you always have the option of going through one of your partners or an association that offers meeting rooms that are sometimes very spacious and well-equipped.

If your company doesn't need a large room, you could also consider renting a shared workspace, which often offers meeting rooms or event space at preferential rates.

On the other hand, if you need a specific layout for your meeting and precise services, considering your business event in a paying venue might be more suitable for you. In that case, you're probably wondering: how much does a room cost for any event?

The price of a hall rental depends on a number of factors. Indeed, the price will not be the same for all venues, depending on their location, the space offered (small room, large room), the equipment, the various services, the duration of the event (half-day, day, weekend, week), but also on the standing of the establishment.

To give you a rough idea, the cost of renting a meeting room is usually a few hundred euros. However, the price can quickly escalate, especially in certain large cities or prestigious locations. That's why choosing a free meeting room for any event is such a good idea. All you need to do is find the free room that meets your requirements in terms of space, equipment and services!

Find a free venue for any event in Paris

Paris is a popular venue for business events, and with good reason! The City of Light is an emblematic place that perfectly combines art, history, culture and modernity. With its famous monuments such as the Eiffel Tower, the Louvre and Notre-Dame, as well as the Place Montmartre, Paris offers an exceptional setting for unforgettable events.

However, there's no need to hide the fact that finding a free venue in Paris, the Hauts-de-Seine, Essonne, Val d'Oise, Yvelines, Seine-et-Marne and Ile-de-France in general can quickly become a real challenge! Most venues charge a rental fee, but you can always hold your Paris event free of charge in a municipal hall or community hall!

It's worth noting that community life in the capital is one of the most active in France. Many professional associations, such as the Maison des Associations de Solidarité (MAS), offer companies free room rental. The Maison des économies solidaires et innovantes de Paris, also known as Les Canaux, located along the Canal Saint-Martin, also offers free use of its space for your events, meetings and gatherings.

If you can't find a free room on your dates, look to online platforms like Meetup, Eventbrite, or Airbnb, which always offer great options for finding spaces at affordable rates. You'll find multi-purpose rooms, reception halls, meeting rooms or rooftops with beautiful city views. You can also approach coworking spaces, which offer modern, fully-equipped meeting rooms at attractive rates.

Finally, the advantage of organizing your business event in the capital is that it boasts many exceptional venues. If you're looking to organize an original event, Paris is the city with one of the largest lists of atypical venues. You could organize an event on a barge or in a historic château - there's something for everyone!

Large venue, small venue, classic or atypical... Everything is possible in the heart of Paris. Of course, you'll also find plenty of other free event venues in other French cities. The outskirts and countryside should not be overlooked either, as they often offer original options and a particularly authentic charm. Rural areas can be ideal for outdoor events, seminars in the countryside or meetings far from the hustle and bustle of the city!

More reads

See Fairjungle in action.

Take back control of your business travel! Discover the new-generation corporate travel agency.

Merci pour votre inscription !
Oops! Something went wrong while submitting the form.