Conference Organising

I have been a conference organiser in the MICE industry since 2004.  My company is Vespasian Consulting. I am a member of SAACI (South African Association for the Conference Industry) as well as the PCO Alliance Network. I continuously conduct site inspections to new and existing venues, attend industry workshops as well as national and international travel & tourism trade fairs in order to stay up to date with the standard of the venues & trends within the industry at all times. I am based in Pretoria and provide services on a national and international basis.

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Once an enquiry is made, my services are contracted on management fee basis. Where applicable some services can be rendered to the client at no additional cost since a commission / marketing fee from the venue / service provider to me as PCO is derived.

My services include:2013-04-11 08.01.11

  • Conference reservations where client has already decided on the venue
  • Alternatively sourcing suitable venues for client’s needs
  • Arranging site inspections with the client to the different venues
  • Facilitating & monitoring the conference organising process from making the provisional reservation, confirming the reservation, signing of contract by client, payment of monies due before deadline dates, etc.
  • Negotiating reduced rates with the venue where possible
  • Assisting with the details of the reservation were necessary (menus, rooming lists, programme, etc.)
  • Assistance with sourcing and booking suitable service providers for: entertainment, speakers, team building, transport, audio visual, catering, gifts, graphic design, printing, etc.
  • Sub-contracting experts for on-line registration, exhibitions, media services, event greening management, etc.
  • Network & negotiate rates with airlines & travel agents for individual / group airline bookings
  • Network & negotiate rates with service providers or packages on corporate incentive travel

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Additional Services

  • On-site co-ordination whilst conference is taking place
  • Corporate incentive tour leading on a national and international basis

By providing this conference management services, the corporate contact person for the conference has time available to spend on internal details. Liaison is done on a hands-on basis with the client being updated continuously on any conference progress or changes on the reservation. All reservations are conducted on a professional basis, totally transparent and according to ethical and sound business principles. I provide a high level of service and build long term relationships with my clients.

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Please note that I network with other PCO’s / colleagues in the industry to assist with bigger and more complex conferences and events and have administrative support attending to my e-mails and calls should I not have access when travelling internationally.