Planning a conference can quickly become a full-time responsibility. An organising committee may need to coordinate venues, accommodation, registration, speakers, suppliers, transport, catering, technical requirements, budgets and hundreds of individual delegate requirements.
This is where a professional conference organiser can provide valuable support.
A professional conference organiser, often referred to as a PCO, works alongside an organisation or organising committee to plan, coordinate and deliver the practical elements of a conference.
For organisations hosting conferences in South Africa, having an experienced conference management team can reduce the administrative workload while helping ensure that the event is professionally planned and delivered.
What Is a Professional Conference Organiser?
A professional conference organiser specialises in the planning and management of conferences and related events.
The exact role can vary depending on the size and requirements of the conference. Some organisations may require complete conference management, while others may only need assistance with specific aspects of the event.
A professional conference organiser can potentially become involved from the earliest planning stages and remain involved through to onsite delivery and post-conference administration.
What Does a Professional Conference Organiser Do?
Conference management can involve many different areas of an event.
Conference Planning
Planning can include establishing objectives, creating timelines, developing budgets, identifying suppliers and coordinating the many tasks that need to be completed before the conference.
Venue Selection
The right venue needs to suit the number of delegates, programme, accommodation requirements, budget, technical needs and overall conference experience.
Delegate Registration
A conference organiser can manage registration administration, delegate communication, badges and the registration process before and during the event.
Accommodation
Accommodation can become complex when delegates are travelling from different cities or countries.
A conference organiser can coordinate accommodation requirements, room allocations and communication with hotels and venues.
Transport and Logistics
Delegate transport may include airport transfers, hotel transfers, conference transfers, speaker transport and transport for field trips or social events.
Supplier Management
A conference involves many suppliers. These may include venues, caterers, technical teams, transport providers, accommodation providers, exhibition suppliers and event specialists.
A conference organiser can coordinate these suppliers as part of the overall event rather than leaving the organising committee to manage each relationship independently.
Onsite Conference Management
The planning doesn’t stop when delegates arrive.
Onsite management can involve registration, delegate assistance, suppliers, speakers, catering, technical requirements, programme changes and unexpected problems.
Financial Management
Conference budgets need to be monitored throughout the planning process.
A professional organiser can assist with budgeting, supplier payments, financial tracking, reconciliation and post-conference reporting.
Why Use a Professional Conference Organiser?
Conference planning involves hundreds of interconnected details.
Changing one part of the event can affect several others. For example, increasing delegate numbers may affect the venue, accommodation, catering, transport, staffing and budget.
An experienced organiser understands these connections and can help coordinate the overall project.
When Should You Appoint a Conference Organiser?
Ideally, a professional conference organiser should be involved as early as possible.
Early involvement can provide time to:
- Compare destinations
- Research venues
- Negotiate contracts
- Establish a realistic budget
- Secure accommodation
- Develop a planning timeline
- Set up registration
- Identify suppliers
- Assess potential risks
Early planning can also provide greater flexibility when making important decisions.
How Do You Choose a Conference Organiser in South Africa?
Not every conference organiser will be suited to every event.
Before appointing a company, consider its:
Experience
Ask whether the organiser has experience with conferences similar to yours.
Conference Size
Consider whether they have the resources and experience to manage your expected delegate numbers.
Services
Check whether they can provide the specific services your conference requires.
Destination Knowledge
Local knowledge can be particularly valuable when planning conferences outside your organisation’s usual location.
Financial Management
Ask how budgets, supplier payments, financial tracking and reporting will be handled.
References and Track Record
Look for evidence of previous conferences and, where available, client references and testimonials.
Professional Conference Management Across South Africa
Via Africa Conferencing provides professional conference planning and management across South Africa and Southern Africa.
Its conference services include areas such as venue selection, project management, registration, accommodation, transport, supplier management, onsite management, catering, exhibitions, financial administration and post-conference reporting.
South Africa is also actively positioned as a business-events destination through South African Tourism’s Meetings Africa and National Convention Bureau initiatives.
Explore Via Africa’s Conference Services or view the Our Conferences portfolio.
What is a professional conference organiser?
A professional conference organiser is a specialist who assists an organisation with planning, coordinating and delivering a conference.
What does a conference organiser do?
A conference organiser can manage venues, registration, accommodation, transport, suppliers, catering, technical requirements, onsite management and financial administration.
Why should I use a professional conference organiser?
Using an experienced organiser can reduce the administrative burden on an organising committee and provide professional coordination of the event.
When should I appoint a conference organiser?
Ideally, appoint your conference organiser early enough to assist with venue selection, budgeting, contracts, accommodation and planning.
Can a conference organiser manage a large conference?
Yes. Professional conference management can be structured around the size and complexity of the event.
What is the difference between a conference organiser and an event planner?
A conference organiser generally focuses specifically on the planning and management requirements of conferences, while event planners may work across a wider range of event types.