Conference Services
Conference Management Services in South Africa
Planning a successful conference requires far more than booking a venue.
From the first planning meeting through to the final delegate departure, there are venues, budgets, accommodation, registration, transport, suppliers, speakers, catering, technical requirements and hundreds of smaller details to coordinate.
Via Africa Conferencing provides professional conference management and planning services for organisations across South Africa and Southern Africa.
We work alongside organising committees to provide either complete conference management or selected services according to the requirements of each event.
Conference Planning
Good conferences begin with good planning.
Our pre-conference planning services can include:
- Venue selection
- Venue evaluation
- Venue booking
- Contract negotiation
- Conference budgeting
- Planning timelines
- Accommodation planning
- Conference innovation
- Supplier identification
- Risk assessment
Early planning allows potential challenges to be identified before they become problems.
Conference Project Management
Conference projects involve multiple suppliers, deadlines and stakeholders.
Via Africa can coordinate the operational elements of your conference, helping ensure that the different parts of the event work together.
Our project management services can include:
- Registration
- Secretariat duties
- Programme development
- Transport logistics
- Website creation and management
- Third-party supplier identification
- Supplier evaluation
- Supplier management
- Risk assessments
- Onsite management
- Staffing
- Catering
Delegate Registration and Management
Your delegates are central to the success of your conference.
Via Africa can assist with registration administration and delegate communication before and during the event, helping create a professional and welcoming experience from the first interaction.
Conference Accommodation
Accommodation can be one of the largest logistical components of a multi-day conference.
We can assist with:
- Accommodation sourcing
- Room allocations
- Booking management
- Delegate accommodation administration
- Hotel communication
- Group arrangements
- Accommodation-related transport
Conference Transport and Logistics
Transport needs to work around the conference programme.
Depending on the event, Via Africa can coordinate:
- Airport transfers
- Hotel transfers
- Conference transfers
- Speaker transport
- Group transport
- Field-trip transport
- Social-event transfers
Conference Venue Selection
The right venue needs to work for the programme, delegate numbers, budget and destination.
We can assist with identifying and evaluating suitable venues based on factors such as:
- Capacity
- Accommodation
- Location
- Accessibility
- Technical facilities
- Catering
- Breakaway rooms
- Exhibition space
- Delegate logistics
- Budget
Exhibition Management
Where conferences include exhibitions, the exhibition needs to be incorporated into the wider delegate and programme experience.
Via Africa can assist with exhibition planning and coordination as part of the broader conference management process.
Pre- and Post-Conference Travel
South Africa and Southern Africa offer opportunities to extend the conference beyond the formal programme.
Via Africa can create suitable:
- Pre-conference tours
- Post-conference tours
- Field trips
- Destination programmes
- Incentive travel
- Knowledge-sharing programmes
Conference Event Management
A conference often extends beyond the formal programme.
We can assist with:
- Gala dinners
- Networking events
- Social functions
- Themed events
- Delegate experiences
- Catering
- Technical support
- Printing
- Staffing
Technical and Conference Support
Technical requirements vary from conference to conference.
Depending on the event, support can include coordination of:
- Audio
- Visual equipment
- Presentation requirements
- Technical suppliers
- Conference technology
- Onsite technical support
Financial and Conference Budget Management
A conference budget needs to be monitored throughout the planning process.
Via Africa can assist with:
- Conference budgets
- Financial administration
- Supplier payments
- Financial tracking
- Reconciliation
- Post-conference financial reporting
The current Via Africa service offering specifically includes financial and accounting management and full financial reporting.
Scientific and Professional Conferences
Scientific and professional conferences can involve specialist programmes, academic or industry delegates, field trips, technical requirements and destination logistics.
Via Africa has experience supporting scientific and professional organisations, including the Southern African Geophysical Association. SAGA’s reference describes Via Africa managing multi-day biennial conferences and associated gala dinners at several South African destinations.
Why Choose Via Africa Conferencing?
Personal Delegate Interaction
We believe delegates should feel welcomed and supported throughout the conference rather than feeling like another registration number.
Local Knowledge and Professional Contacts
Strong local knowledge and supplier relationships help us identify practical solutions for each conference destination.
Less Administration for Your Committee
We can take responsibility for many of the operational tasks that would otherwise fall to your organising committee.
Professional Project Management
Structured planning, timelines and reporting help keep the conference organised from beginning to end.
Experience and Adaptability
Conference planning rarely goes exactly according to plan. Experience allows our team to respond quickly and find practical solutions when circumstances change.
Financial Responsibility
Careful budget management and reporting give the organising committee greater visibility over conference finances.
Complete Conference Management or Selected Services
Not every organisation requires the same level of support.
Via Africa can work with your organising committee to provide:
Full conference management
For organisations looking for an experienced team to coordinate the conference from planning through to completion.
Selected conference services
For committees that already have some responsibilities covered but need support with specific areas such as registration, accommodation, transport, venues or onsite management.
Planning Your Next Conference?
Whether you are organising a scientific conference, professional association event, corporate conference or international meeting, Via Africa can help you plan the practical details.
Tell us about your conference and let’s discuss how we can help.
What does conference management include?
Conference management can include planning, venue selection, budgeting, delegate registration, accommodation, transport, supplier management, catering, technical coordination, onsite management and post-conference reporting.
What is the difference between conference planning and conference management?
Conference planning focuses heavily on developing the event before it takes place, while conference management can cover the broader process from initial planning through to onsite delivery and post-conference administration.
Can Via Africa manage a large conference?
Yes. Conference management can be tailored to the size and complexity of an event and the requirements of its organising committee.
Can Via Africa manage conference accommodation?
Yes. Accommodation booking and management can form part of the conference management service.
Can Via Africa arrange conference transport?
Yes. Via Africa can coordinate transport requirements such as airport transfers, hotel transfers, conference transfers and selected field trips.
Can Via Africa manage a conference outside of Johannesburg?
Yes. Via Africa works across South Africa and Southern Africa, with destination and venue selection based on the requirements of each event.