Services we provide

By on December 6, 2019

We provide full-service conference management to the public & private sector:

 

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).

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.

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.

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.

We manage travel and accommodation for keynote and guest speakers.

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’.

We work with preferred suppliers, so your conference communication and print work are designed with the conference theme and objectives in mind.

We manage single airport transfers all the way through to group coach excursions to Cape Point or gala dinners.

We book and manage pre-conference and post-conference tours.

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.

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.

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.

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.