Stay TipsOrganizing a Corporate Meeting in Quebec City: a Practical Guide

Organizing a corporate meeting in Quebec City, whether it is an executive meeting, a training session, a seminar or a company event, all of it takes a minimum of planning. The right room, equipment, accommodation for participants, catering: every detail counts to ensure the day runs smoothly.

 

This guide walks you through the key elements to consider when organizing a successful corporate event in Quebec City, particularly in the Sainte-Foy area.

 

 

 

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Why choose Sainte-Foy for your corporate meeting

 

The Sainte-Foy area offers several concrete advantages for organizing business events in Quebec City:

• Quick access from Highways 40, 73 and 573, handy for participants coming from Montreal, Lévis or the region
• Free on-site parking, no logistical stress for participants arriving by car
• On-site hotel to accommodate participants travelling in
• On-site restaurants for group meals without going anywhere
• A professional atmosphere without the constraints of Old Quebec

 

 

 

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Choosing the right meeting room in Quebec City

 

Assessing the number of participants

 

The first step is to determine the number of participants and the format of your event. A 10-person meeting does not have the same requirements as a 200-person conference.

 

Hôtel Classique has 11 meeting rooms in Quebec City, able to accommodate from 2 to 300 people depending on the configuration. The rooms can be set up classroom-style, U-shape, theatre-style or banquet-style to suit your needs.

 

Essential equipment

 

For an efficient professional meeting, check that the room has the following equipment:

• Projector or presentation screen
• High-speed Wi-Fi connection
• Sound system suited to the room size
• Whiteboards or writing surfaces
• Adjustable lighting

 

Room configuration

 

Depending on the type of event, the room's configuration changes the participant experience. A training session benefits from a classroom setup, an executive meeting from a round-table or U-shape, and a networking event from a cocktail format.

 

 

 

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Accommodating participants: a key advantage

 

When participants come from outside Quebec City, having accommodation on site is a considerable logistical advantage. It eliminates travel between the hotel and the meeting venue, simplifies coordination and encourages informal exchanges between participants.

 

Hôtel Classique offers room blocks for groups, with preferential rates for corporate bookings.

 

 

 

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Catering for corporate events

 

A well-organized event always includes some thought about catering. At Hôtel Classique, the catering and banquet service lets you plan:

• Coffee breaks and snacks throughout the day
• Group lunches served on site or in the meeting room
• Gala or thank-you dinners in the evening
• Opening or closing receptions and cocktails

 

 

 

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Planning: the key steps

 

6 to 8 weeks before the event

• Confirm the date and the number of participants
• Book the room and hold the guest rooms
• Set the menu and catering needs

 

2 to 3 weeks before the event

• Confirm the final list of participants
• Share the agenda and equipment needs
• Plan travel for those coming from out of town

 

The day before and the day of

• Tour the room and check the equipment
• Confirm the catering service times
• Arrange a dedicated point of contact within the hotel team

 

 

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Request a quote for your corporate meeting in Quebec City

 

To get a personalized quote based on the number of participants, the configuration you want and your catering needs, contact the Hôtel Classique events team directly.