Seminar planning
When should you book your seminar?
As a rule, allow 3 to 6 months ahead for a residential seminar, 1 to 3 months for a day meeting and 4 to 8 months for a seminar abroad. Plan even earlier for a large group or a date in spring, September or December, the busiest periods.
In short
- Day meeting: allow 1 to 3 months.
- Residential seminar: allow 3 to 6 months.
- End-of-year party: book between September and early November.
- July, August and January leave more dates available.
Recommended booking lead times by format
These lead times are general guidelines to keep a good choice of venues. They get longer for a large group, a popular date or a special request, and shorter for a small group with flexible dates.
| Format | Recommended lead time | Good to know |
|---|---|---|
| Day meeting | 1 to 3 months | A room, breaks and lunch: the choice stays wide, except on weekdays in spring and September. |
| Residential seminar | 3 to 6 months | Rooms and bedrooms must be free on the same dates: the larger the group, the earlier you should book. |
| Corporate party | 2 to 4 months | Thursday and Friday evenings go first, especially to hire a venue exclusively. |
| End-of-year party | 3 to 4 months | For a party in December, book between September and early November. |
| Team building | 1 to 3 months | Alfred Meeting can book the activity with the venue or a supplier; an outdoor activity also depends on the season. |
| Seminar abroad | 4 to 8 months | Flights, hotels and formalities take more time, especially for a large group. |
High and low season
Demand changes from month to month: a high-season date must be booked earlier, a low-season date leaves more choice of venues.
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Spring, March to June
Peak season for seminars: Tuesday to Thursday dates go fast, so book early.
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September and October
A busy return to work: kick-off and back-to-work seminars cluster in these weeks.
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July and August
A quieter period with more availability: keep the participants' holidays in mind.
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January
After the holidays demand drops: a good time for a kick-off or a new-year seminar.
Checklist before booking
- Set two or three possible dates and the approximate number of participants.
- Choose the format: day meeting, residential seminar, party or team building.
- Define a budget per person and the services you cannot do without.
- Hand your request to a project manager: they contact several venues at once and put them in competition.
- Compare the option, deposit and cancellation terms in the comparison table before signing.
- Note the date by which the final headcount must be confirmed.
Frequently asked questions
How far in advance should you book a seminar?
Usually 3 to 6 months for a residential seminar and 1 to 3 months for a day meeting. Allow more for a large group, a seminar abroad or a date in spring, September or December.
What is the best time of year for a seminar?
Spring and September are the busiest periods, so start early. July, August and January are quieter and leave more choice of venues and dates.
Can you organise a seminar in less than a month?
Often yes, especially for a day meeting or a small group. Stay flexible on the date and the region, and contact several venues at once: a project manager can do it for you.
What is an option on a venue?
A provisional booking: the venue holds the date for a period it sets, with no commitment. Confirm before the option ends, or the date becomes available to other clients again.
Should you book the venue before transport?
Usually yes: the venue sets the date and the address. Alfred Meeting can then book the participants' train or plane tickets, as early as possible in busy periods, when seats go fast.
How does Alfred Meeting help you book?
A project manager contacts the venues, checks their availability, negotiates the rates and places the options for you. You then compare the offers side by side in your client space, with a summary of each quote. This support is free.
Let us find the perfect venue for you - it's free!
- Benefit from a personalized venue search for your professional event. An event expert will guide you from the initial briefing to offer negotiations.
- If you are organizing an event that combines multiple criteria (meeting rooms, team-building activities, accommodations, evening events, etc.), Alfred Meeting conducts a custom venue search for you.