Services
Whatever your conference needs, we can do it.
Hand us the whole event or only the parts that keep your committee up at night. Every service below is something we do routinely, for events of 10 delegates and of 600.
From the first committee meeting
Planning
- Conference venue selection
- Shortlists, site inspections and contract negotiation with venues we have worked in before.
- Budget and financial management
- A working budget from day one, delegate fee modelling, invoicing and reconciled accounts at the end.
- Sponsorship procurement and management
- Sponsor packages, exhibitor contracts and making sure every sponsor gets what they paid for.
- Design and conceptualisation
- A look for your event that carries from the call for abstracts to the name badges.
- Website hosting and management
- A dedicated conference website with programme, registration and updates, hosted and kept current by us.
- Promotional products and corporate identity
- Delegate bags, lanyards, banners and branded items sourced and delivered on time.
Before anyone arrives
Delegates
- Registration systems, online and onsite
- Online registration and payment, then a fast registration desk on the day.
- Accommodation reservations
- Room blocks at the venue and nearby, booked and managed for your delegates.
- Speaker and RSVP management
- Invitations, travel, presentations and reminders for speakers and guests.
- Administration and secretariat
- One inbox and one phone number for every delegate question.
- Scientific and general programme
- Abstract handling, session planning and a programme that runs to time.
When the doors open
On the day
- Technical facilities and audio-visual support
- Sound, projection, streaming and the technician who fixes it before you notice.
- Exhibition management
- Floor plans, stand allocation, set-up and breakdown for exhibitors.
- VIP and protocol arrangements
- Dignitaries, keynote guests and official protocol handled with care.
- Transport, tours and shuttles
- Airport transfers, venue shuttles and getting everyone to the gala dinner.
- Meetings and AGMs
- Society AGMs, committee meetings and side events slotted into the programme.
The part delegates remember
After hours
- Event functions, décor and entertainment
- Welcome functions and gala dinners with the décor and entertainment to match.
- Social events and team building
- Activities that get delegates talking outside the session rooms.
- Tours and site visits
- Field trips and technical tours, from research farms to game drives.
- Evaluations and feedback
- Delegate surveys and a closing report so the next conference is even better.
Who we work with
Societies, universities and the people who run them.
- Scientific societies Annual congresses for plant pathology, entomology, microbiology and analytical chemistry, many of them returning year after year.
- Universities and institutes Academic conferences, summer schools and summits, often at Future Africa on the University of Pretoria campus.
- International bodies South African editions of international symposia and working groups, with delegates flying in from around the world.
- Companies and government Training courses, workshops, AGMs and conferences with the paperwork government suppliers need.
Start with a conversation
Planning a conference?
Tell us the society, the rough dates and how many delegates you expect. Carla will come back to you with venue ideas and a first budget.