Planning a conference need not be a complicated and strenuous process. Africa Partners in Safari will help you organise your conference in Africa. We will assists in the following important steps relating to budget, delegate hotel accommodation, conference transportation, add-ons and themed events.
How to Select your Conference Venue
If you know which area you to want to be in - select it from Hotel Conference Venues
If you are unable or unsure contact APSafari consultant.
Choose dates - Tentative dates that you would like to hold the conference
- estimate the number of delegates
- extra meeting rooms required
- possible social events to be arranged
- provide us with the names of your organizing committee members
- submit a "holding deposit" for space
- arrange a site visit with us to the venue
3 Months Before the Conference
- confirm original bookings and attendance estimate
- submit further deposit.
- provide APSafari with a copy of your program.
- consider any Pre and Post Event leisure activities that delegates may wish to undertake
One Month Before the Conference
- confirm total number of delegates, numbers for meals
- confirm arrival/departure dates and times.
- inform Africa Partners in Safari of all audio-visual aids and registration areas required.
- provide Africa Partners in Safari with your final program
- submit final balance of payment
- submit payment for Pre and Post Event leisure activities
One Week Before the Conference
- give final numbers for accommodations, meals, social events, tea breaks and meetings.
- guaranteed numbers for all special diet events must be confirmed 48 hours in advance.
- review the entire program with Conference manager at the venue.
- confirm all audio-visual needs.
- Provide Africa Partners in Safari with the Final list of arrival/departure dates of delegates staying in residence as well as any special needs or requests.
Planning Considerations
For a detailed account of the topics that you will have to consider for your conference, visit Planning a Conference. Here you will find out how to select a venue, what sort of venue options there are, how to plan transport and equipment requirements,of your personnel, and your budget.
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