Convention Planning Support

TThe South Africa National Convention Bureau, with the city and provincial bureaux, is perfectly positioned to assist with planning a congress, meeting, expo or convention in South Africa. Their team has effective working relationships with an extensive database of local service providers. The SANCB can also facilitate collateral materials, government liaison and advice on the destination and local issues. Key services during the Convention Planning stage

a) Sourcing Venues South Africa has a wide variety of business event venues that cater for different types of events. The SANCB understands that no two events are the same, so they will tailor-make a list of recommended venues according to the specific needs of the event. Whether it’s a conference for 2 000 in one of South Africa’s Centres of Excellence, or a convention for 15 000 in the heart of Cape Town, Durban or Johannesburg, the SANCB will find the perfect venue. Durban International Convention Centre has been named the best conference centre in Africa more than 10 times, The Cape Town International Convention Centre is undergoing a massive expansion, and the year-old Century City Conference Centre is booming, further highlighting the diversity of South Africa’s venue offering.

b) Locating Suppliers A well-planned conference requires the coordinated efforts of numerous suppliers, such as stand designers and builders, catering companies, entertainment, translation services, professional speakers, security, transport, graphic designers, décor experts, audiovisual experts and many other technical suppliers. The SANCB works with city and provincial convention bureaux to propose recommended suppliers and facilitate business relationships.

c) Compiling Cost Estimates Conferences require complex budgets that must be strictly adhered to. The SANCB understands the importance of these budgets and will propose Professional Conference Organisers that can assist with budget-related matters. South Africa has dozens of excellent (PCOs) that are skilled in all aspects of conference organising, including costings and budgets.

d) Submitting and Monitoring RFPs The SANCB and the relevant local convention bureau will ease the planning process by submitting requests for proposals in-house, and carefully monitoring their progress.

e) Co-ordinating Site Inspections Site inspections are an integral aspect of the planning phase as they inform decision makers on the locations and facilities that will work best for the conference. The SANCB works closely with South Africa’s venues and is ideally positioned to facilitate the inspection of suitable locations.

f) Advising on Pre- and Post-Tour Opportunities South Africa has an abundance of pre- and post-tour opportunities. Conference delegates will be able to see for themselves why millions of travellers flock to South Africa every year. From wine-tasting along the world’s longest wine route, to exploring Gauteng’s cultural precincts, to visiting the country’s renowned Kruger National Park; the SANCB can advise the organising committee on the most rewarding destinations and activities to consider for their delegates.