South Africa combines established business-events infrastructure with a wide variety of destinations and experiences, making it an attractive option for organisations planning international conferences.
South African Tourism’s business-events programme actively positions South Africa as a destination for meetings, incentives, conferences and exhibitions, while Meetings Africa brings international buyers and African business-events suppliers together.
But planning an international conference requires more than choosing a venue.
The entire delegate journey needs to be considered, from the first travel arrangements through to the conference, networking programme and eventual departure.
Why Consider South Africa for an International Conference?
South Africa offers organisations the opportunity to combine professional conference facilities with a diverse destination experience.
Depending on the requirements of the event, delegates can have access to:
- Major conference destinations
- Hotels and conference venues
- International airports
- Professional event suppliers
- Restaurants and social venues
- Wildlife experiences
- Cultural activities
- Coastal destinations
- Wine regions
- Safari programmes
This makes it possible to create a conference that is professionally structured while also giving international delegates an opportunity to experience the destination.
Start With the Conference Destination
The destination should be selected according to the needs of the delegates and the objectives of the conference.
Consider:
- Airport access
- International flight connections
- Accommodation
- Conference facilities
- Local transport
- Delegate travel times
- Technical requirements
- Destination experiences
- Programme requirements
- Budget
Plan the Complete Delegate Journey
International delegates experience every part of the conference, not just the sessions.
Before Arrival
Consider communication, travel information, accommodation details and airport transfer arrangements.
Arrival in South Africa
Airport transfers, hotel check-in and delegate welcome arrangements should be coordinated with the conference schedule.
During the Conference
Registration, accommodation, catering, technical requirements, transport and programme logistics all need to work together.
Networking and Social Events
Networking events and dinners can create valuable opportunities for delegates to connect outside formal sessions.
Destination Experiences
South Africa offers opportunities for delegates to experience:
- Wildlife
- Safari
- Culture
- Nature
- Food and wine
- Coastal destinations
- Field trips
Departure
Airport transfers and travel arrangements need to be coordinated around the end of the conference and any post-conference programme.
Choosing a Conference Venue for International Delegates
An international conference venue needs to meet both professional and practical requirements.
Consider:
- International accessibility
- Accommodation
- Conference room capacity
- Breakaway rooms
- Technical facilities
- Reliable internet
- Catering
- Exhibition facilities
- Transport
- Nearby attractions
- Security and accessibility requirements
Managing International Delegate Accommodation
Accommodation should ideally be planned alongside the venue rather than as a separate task.
Consider:
- Number of rooms required
- Room categories
- Check-in and check-out
- Breakfast
- Airport transfers
- Hotel-to-venue transport
- Accessibility
- Additional nights
- Pre- and post-conference accommodation
International Conference Transport
Transport can become more complicated when delegates are arriving on different flights and staying at different hotels.
A conference organiser can help coordinate:
- Airport transfers
- Hotel transfers
- Conference shuttles
- Speaker transport
- Social-event transport
- Field trips
- Post-conference travel
Pre-Conference Travel
A pre-conference programme allows international delegates to arrive early and experience South Africa before the formal conference begins.
Depending on the destination and conference, this might include a city experience, cultural programme, nature activity, wine region visit or safari.
Post-Conference Travel
A post-conference programme can extend the delegate experience after the formal event.
This can be particularly valuable for international delegates who have travelled a significant distance to attend the conference.
Combining Conferences With Safari and Destination Experiences
For organisations looking for something beyond a conventional city conference, destinations such as Mpumalanga and the Kruger region can offer opportunities to combine professional programmes with wildlife and destination experiences.
Via Africa has documented experience with conference programmes in the Kruger region, including the Southern African Geophysical Association’s conference at Skukuza.
You can explore Via Africa’s conference destinations across South Africa and its conference portfolio.
Why Work With a Local Conference Organiser?
An international organising committee may have extensive knowledge of its industry, speakers and delegates but may not know the local venue, accommodation, supplier or transport landscape.
A local conference organiser can provide:
- Destination knowledge
- Local supplier relationships
- Venue knowledge
- Accommodation coordination
- Transport planning
- Local programme planning
- Onsite support
- Delegate assistance
International Conference Management With Via Africa
Via Africa Conferencing provides professional conference planning and management across South Africa and Southern Africa.
Services can include venue selection, project management, registration, accommodation, transport, supplier coordination, catering, exhibitions, technical support, onsite management and financial administration.
Via Africa’s existing conference portfolio also demonstrates experience with scientific, professional and international organisations and destination-based conference programmes.
Explore Conference Management Services or contact Via Africa about your international conference.
Frequently Asked Questions
Is South Africa a good destination for an international conference?
South Africa offers established business-events infrastructure, a variety of conference destinations and a wide range of experiences that can complement professional conferences. South African Tourism actively promotes the country as a business-events destination.
How do I organise an international conference in South Africa?
Start by establishing the conference objectives, delegate numbers, dates, preferred destination, venue requirements and budget. An experienced local conference organiser can then assist with the practical planning and logistics.
Which cities are best for international conferences in South Africa?
The best destination depends on the conference and delegates. Johannesburg, Pretoria, Cape Town and Durban offer established business and conference infrastructure, while destinations such as Mpumalanga and the Kruger region can provide a more destination-focused experience.
How do I arrange accommodation for international delegates?
Accommodation should be planned according to delegate numbers, conference venue, budget, room requirements and transport arrangements.
Can a conference organiser arrange airport transfers?
Yes. Airport and group transfers can form part of the wider conference logistics service.
Can I arrange a safari before or after an international conference?
Yes. Suitable pre- and post-conference programmes can incorporate safari and other destination experiences.