Conference Organisers
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Cape Conferences

Conference Organisers :

Our services are completely flexible in accordance with each client's individual requirements. Below is a comprehensive list of conference co-ordination services:
Venue Selection and Liaison
Provide three possible venue options to the client - with pricing, visuals, maps, menus & other relevant information presented in our unique and professional format.
Accompany client to do site inspections and final venue selection.
Liaise with venue management to ensure top-notch service and responsiveness throughout.
Administration & Finance
Invitations & "Teasers" (electronic, by post or hand-delivered)
Assist with registration of attendees prior to the event. On-site registration and help desk.
Compilation of various detailed reports.
Printing and supplying of conference folders, bags, pens, pads, name tags.
Supply detailed budgets inclusive of all suppliers quotations and conference costs
Handling accounts and pre-payments to suppliers on behalf of the client
Account reconciliation where after final payments are made.
  Promotional Material & Specialised Gifts
  Supplying of all branding material
Welcome gift packs
Room drops
  Technical Facilities
Arrange all required audio-visual equipment, video conferencing, recording and translation of events as well as sound and lighting
Source and contract informed and relevant speakers
  Social / Teambuilding Activities / Spouse Programmes
Conceptualise, arrange and co-ordinate special gala dinners or theme evenings (on site or elsewhere)
Source and contract appropriate entertainment for these dinners
Arrange suitable teambuilding activities to enhance the theme of the conference
Manage hospitality desk and arrange special excursions for conference delegates and / or partners
Handling of flight arrangements and car hire
Arranging of coach transfers or individual transfers
  Liaison and Co-ordination Services
Negotiating, contracting and liaising with the suppliers as described above
Always have a representative on site to ensure the smooth flowing of events during the conference. This is normally applicable when the project as a whole is handled by Conference Complete.
Do post-conference evaluation.
Handle feedback and "thank you's" to various suppliers and venue management
Ensure all audio-visual equipment and other rented material is returned.
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