Finance

• Preparation of the budget document
• Co-ordination of supplier quotations and contracts
• Assistance in the formulation of registration fees
• Opening and managing conference bank account
• Reconciliation of all accounts
• Collection of registration payments and banking
• Chasing payments

Administration

• Preparation of the Project Management Plan
• Distribution and mailing of all correspondence
• Establish offices as the conference secretariat to be the sole telephone and mailing address for the conference
• Organisation of pre-planning meetings
• Day to day enquiries
• Mailing delegate invitations
• Receipt of RSVP's and mailing of confirmation letters
• Creation of Conference database

Conference Co-ordination

• Sourcing and venue confirmation
• Advice on accommodation, conference/function venues and menu/refreshment selection
• Delegate registration

Technical Facilities

• Staging and technical equipment
• Simultaneous Translation Systems
• Recording of proceedings
• Transcription
• Translation of Text

Conference Programme

• Sourcing and co-ordination of conference speakers, facilitators, master of ceremonies and after dinner speakers
• Team building exercises and 'African Bush' experiences

Social Programmes

• Cocktail reception
• Banquet, and themes/decor
• Sight seeing tours

Transport

• Negotiate group discounts with airlines, domestic and international
• Pre and post conference tours
• Airport transfers

Delegate Registration

Delegate Kit:

• Name Badges
• Signage, Flags and Banners
• Note Books
• Pens
• Seating Name Cards
• Programmes
• Folders
• Conference gifts

Exhibition

• Organisation and co-ordination of exhibition stands and exhibitors

Services for Duration of Conference

• Manning of registration desk
• On site enquiries desk and travel services information
• Supervision of build-up and breakdown of conference and exhibition
• Liaison with delegates, speakers, hotel staff and interpreters
• Security

Entertainment

• Arrangement of bands
• Cabaret Shows
• Choirs
• Comedians
• Master of ceremonies

Creative Functions

Design of

• Conference Logo
• Registration forms
• Brochures
• Invitations
• Banners
• Name cards and holders
• Printing of all conference material
• Teaser campaigns