How to Choose a Conference Venue in South Africa

Choosing the right conference venue can have a significant impact on the success of your event.

The best venue isn’t necessarily the largest, newest or most impressive venue. It needs to work for your delegates, conference programme, budget and logistical requirements.

South Africa offers a wide range of conference destinations, from major business centres to coastal and destination-based locations. South African Tourism actively promotes the country as a business-events destination through its Business Events Programme and Meetings Africa platform.

Start With Your Delegates

Before comparing conference venues, consider who will be attending.

Ask:

• Where are delegates travelling from?
• Are international delegates attending?
• How many people are expected?
• Will delegates require accommodation?
• Will airport transfers be necessary?
• Are accessibility requirements important?
• Will delegates have free time between sessions?
• Will guests or partners be accompanying delegates?

The answers can immediately narrow down the most suitable destinations.

Consider the Conference Programme

The venue needs to accommodate the way your conference will actually operate.

Depending on the programme, you may require:

• Main plenary room
• Breakaway rooms
• Exhibition space
• Registration area
• Speaker preparation room
• Networking areas
• Catering areas
• Private meeting rooms
• Outdoor event space

A venue that looks suitable on paper may not work once the complete programme and room requirements are considered.

Check Conference Venue Capacity

Always check capacity according to your actual seating configuration, rather than relying on a venue’s maximum advertised capacity.

A room may accommodate a large number of people in theatre-style seating but considerably fewer if you require classroom seating, cabaret tables, banquet seating or exhibition space.

Consider your expected delegate numbers as well as room requirements for speakers, organisers and support staff.

Consider Conference Accommodation

For a multi-day conference, accommodation can be one of the most important considerations.

If accommodation is available at the conference venue, delegate logistics may be simpler.

If delegates need to stay elsewhere, consider:

• Distance between hotels and venue
• Room availability
• Group booking arrangements
• Breakfast
• Check-in times
• Transport
• Accessibility
• Additional accommodation options

Look at Transport and Accessibility

A conference destination should be practical for delegates to reach.

Consider:

• Airports
• Road access
• Parking
• Public transport
• Transfers
• Travel times
• Shuttle requirements

For international conferences, airport accessibility becomes even more important.

Check Technical Facilities

Technical requirements should be considered before signing a venue contract.

Ask about:

• Wi-Fi
• Audio
• Microphones
• Screens
• Projectors
• Lighting
• Power
• Internet capacity
• Hybrid conferencing
• Recording
• Technical support

If your conference includes international speakers, hybrid sessions or live streaming, technical requirements may be significantly greater.

Consider Catering

Conference catering is part of the delegate experience.

Ask whether the venue can accommodate:

• Tea and coffee breaks
• Breakfast
• Lunch
• Dinner
• Gala dinners
• Networking functions
• Dietary requirements
• Special menus
• Timing around the conference programme

Think About the Delegate Experience

The conference venue should support more than presentations.

Delegates need opportunities to:

• Network
• Have informal conversations
• Take breaks
• Meet exhibitors
• Access refreshments
• Move easily between sessions

The layout of the venue can therefore have a surprisingly significant impact on the overall conference experience.

Consider the Destination

The conference destination itself can become part of the event.

South Africa offers opportunities to combine conferences with:

• Wildlife experiences
• Cultural activities
• Field trips
• Wine regions
• Coastal destinations
• Nature experiences
• Safari programmes
• Pre-conference travel
• Post-conference travel

For international delegates in particular, the destination can be an important part of the overall appeal.

Compare the Total Cost

Don’t compare conference venues based only on room hire.

Consider the complete cost of:

• Venue hire
• Accommodation
• Catering
• Technical equipment
• Wi-Fi
• Staffing
• Exhibition space
• Parking
• Transport
• Additional event spaces
• Service charges
• Equipment hire

A venue with a lower room-hire price may ultimately be more expensive once additional requirements are included.

Why Use a Conference Organiser for Venue Selection?

An experienced conference organiser can help evaluate venues according to the actual requirements of the event.

Via Africa’s conference management services include venue research, selection, evaluation and booking, allowing the venue decision to be considered as part of the wider conference plan.

Explore Via Africa’s Conference Management Services or view the conference destinations we serve.

Planning a Conference in South Africa?

If you’re comparing conference venues and aren’t sure which destination or venue best suits your event, Via Africa can help you assess the practical requirements.

Discuss Your Conference Venue Requirements.

Frequently Asked Questions