Pre Conference Planning
Venue selection | Evaluation and booking | Conference innovation | Contract negotiation | Budgeting | Planning and timeline management | Accommodation booking and managementDOWNLOAD OUR SERVICES
Registration | Secretariat duties | Programme development | Transport logistics | Website creation and management | 3rd party supplier identification | Evaluation and management | Risk assessments | Onsite management | Staffing | CateringDOWNLOAD OUR SERVICES
Exhibition management | Financial and accounting management | Technical support | Pre and post travel Travel desk | Printing | Post conference reporting | Full financial reportingDOWNLOAD OUR SERVICES
Whether you visit Africa as part of a pre- or post- conference tour or if it is for incentive travel, the list for incredible destinations is endless. We work with you to create an itinerary that takes into consideration the time you have available and your budget.
Our role – We work with you to create an itinerary that will suite your group needs and budget – Sourcing accommodation – Logistics management – Pre and post conference tours – Incentive group tours – Negotiation of preferential group rates – Special interest tours – Up to date travel knowledge – Long standing relationships with suppliers – Managing memorable meetings for staff and management
Destinations include: – The Kruger National Park – Sabi Sands and Timbivati private reserves (smaller conference and incentive groups) – Sun City – Madikwe and Pilansberg game reserves – The Cape Winelands – Hermanus, Western Cape – Kwa-Zulu Natal – Victoria Falls, Zimbabwe – Botswana, which showcases the Okavango Delta – Namibia, destinations include Sossusvlei, Etosha game park and Damaraland – Mozambique beaches and islands – Mauritius – island break
As with most conferences, we rely on sponsorship and exhibition sales to help cover costs incurred when planning a conference. Exhibitions are often a key element in any conference and is a great source of additional income, as well as business networking. It is a draw card when it comes to pulling in sponsors and increasing your delegate count. Delegates are drawn to a conference offering exhibitions as they can kill two birds with one stone when attending the conference. It gives the delegate the opportunity to network and allows service providers the chance to chat to trade partners. This is why VAC supports and encourages exhibitions at conferences and is more than happy to assist in the exhibition management.
Our role – 3rd party evaluation – Professional, local advice – Exhibition management – Venue management – Liaison between organising committee and trade industry – Floor plan layout – Risk assessments and adherence to contractual compliance – The costing and selling of booths – Full exhibitor support for all required services (pre and post exhibition) – Distribution of exhibition manuals – Logistics – Sponsorship management – contractual obligations upheld.