We provide full-service conference management to the public and private sector:
Client meetings: Your event is our business. This means we work with you to achieve all your conference goals. It's important to us that regular meetings are held to discuss all aspects of your conference (who, what, when, where and everything in between).
Social functions: In addition to conferences, we are able to organise any and every event, from welcome cocktail receptions to lavish gala dinners – including all the sourcing of venues, caterers and entertainment.
Conference website: If our clients wish, we can set up and manage a dedicated conference website. All the information prospective delegates may need can be found on the website, including online registration, an online accommodation booking platform, online abstract management, the conference programme, updates of invited speakers, Cape Town information, tours and transfers.
On-site management: Our friendly team provides full on-site support and management for delegates, speakers, exhibitors and sponsors, we assist each throughout the conference with all queries. Our professional technical and audio-visual support suppliers provide state-of-the-art equipment and support for speakers and exhibitors.
Speaker management: Our friendly team provides full on-site support and management for delegates, speakers, exhibitors and sponsors, we assist each throughout the conference with all queries. Our professional technical and audio-visual support suppliers provide state-of-the-art equipment and support for speakers and exhibitors.
Delegate management: Your delegates are important to us. Therefore, we deal with all queries quickly and efficiently to ensure delegates have a smooth registration and conference experience. Visa letters are processed from our office and sent directly to delegates to include with their visa application. We organise communication campaigns through the planning process: ‘save the dates’, ‘call for abstracts’ and ‘registration deadlines’.
Design and print management: We work with preferred suppliers, so your conference communication and print work are designed with the conference theme and objectives in mind.
Transport, tours and airport shuttles: We work with preferred suppliers, so your conference communication and print work are designed with the conference theme and objectives in mind.
Registration and promotional material: Lanyards, badges, gift bags – we have you covered. Many of our suppliers are NGOs that work with local communities to support employment initiatives and develop skills.
Venue and accommodation management: We conduct site visits at suitable meeting venues and provide thorough feedback and recommendations. We negotiate rates and block bookings at suitable accommodation establishments close to the conference venue. We contract and manage the venue booking, including payments and confirmation of meeting requirements.
Sponsorship and exhibition management: Sponsors and exhibitors are vital elements of any conference. They are important sources of additional income for the conference and provide networking opportunities for the delegates and speakers. We prepare sponsorship and exhibition packages and pricing in consultation with you. Once you as the committee have secured the sponsors and exhibitors for the conference based on our bespoke packages, we take over liaising with and managing these partner companies on your behalf. In this way we ensure that contractual agreements are met, floor plans and set-up manuals are accurate, and all payments are processed timeously.
Financial management and administration: We compile and, as the conference evolves, update a detailed budget so that committees can track costs. We track finances and keep a close eye on expenses. We process all payments and invoices through the CMC’s finance office, ensuring quick and efficient service for all delegates and suppliers.
The Conference Management Centre is a division of the University of Cape Town.