Conference organisers plan and run the meetings where people learn, decide or sell: conferences, seminars, expos, workshops and AGMs. They handle the venue, registration, speakers, audio-visual equipment, catering breaks and the programme from start to finish. Organisers also respond to formal tenders and requests for quotation from companies and government. Tell us the dates, number of delegates, city and what you need, and conference organisers near you will send quotes so that you can compare them on the same basis.
Conferences, seminars, expos and AGMs
The type of meeting decides the layout and cost:
- Conferences: a main hall for plenary sessions, with breakaway rooms for smaller groups and catering at fixed breaks.
- Seminars and workshops: a classroom or cabaret setup with tables, a facilitator and shorter sessions.
- Expos: stands, power, signage, floor plans and exhibitor logistics such as loading times.
- AGMs: voting, quorum rules, minutes, interpreters where needed and a venue large enough for members.
For a more social format with dinners and awards, see corporate events.
Registration, AV and breakaways
Online registration with a name, dietary needs and payment saves queues on the day. Delegates pick up a printed badge at a desk with one staff member per 75 to 100 arrivals. In the main hall you need a stage, a lectern, a lapel and handheld microphone, a screen or projector, a laptop for presentations and a technician; see sound hire for the audio side. Breakaway rooms need their own screens, microphones and a person to manage time. Ask who brings spare cables, adaptors and a backup laptop, and what the plan is if the power goes off. A generator or UPS for the stage and projector is worth the cost.
Seating and catering
Choose the layout to suit the content. Theatre seats the most people, around 0.8 to 1 square metre each, but offers no writing space. Classroom gives each person a desk and needs about 1.5 to 2 square metres. Cabaret uses round tables of 6 to 8 and encourages discussion. Plan tea on arrival, a mid-morning break, lunch and an afternoon break, with several serving points so queues stay under ten minutes. Collect dietary needs when delegates register: halaal, vegetarian, vegan and allergies. See catering services for per-head costs.
Tenders, RFQs and comparing quotes
Public bodies and large companies often issue an event management tender or RFQ. Organisers who respond need a company profile, references, B-BBEE and tax documents, a project plan and a priced bill of quantities. If you issue one, state the dates, delegate numbers, rooms, AV, catering and reporting you expect, and the scoring criteria and deadline. Ask every bidder to price the same list. Compare the cost of staff on site, the number of site visits, contingency, travel and accommodation, and whether quotes are valid for 30 or 60 days.
What to include in your request
- Dates, number of days and number of delegates
- City or venue, and number of rooms needed
- Layout: theatre, classroom or cabaret
- AV, streaming, interpreters and catering needs
- Budget per delegate, and RFQ or tender requirements
Conference Organisers for different events
- Weddings and traditional ceremonies: a destination wedding weekend where a conference-style team handles registration and transport
- Corporate functions and year-end parties: annual conferences, sales meetings and strategy days with plenary, breakaways and a gala dinner
- Conferences, launches and expos: seminars, expos, AGMs and multi-day conferences with registration, AV and speaker management
- Birthdays and private parties: a company anniversary conference with a milestone dinner on the final evening
- Kids' parties and baby showers: a children's book fair or holiday programme with a small stage and workshop rooms
- School events and matric dances: a teachers' conference, governing body meeting or career expo for learners
- Funerals, church and cultural gatherings: a church or NGO conference with interpreters, large seating blocks and shared meals
- Festivals, markets and sports days: an expo or trade show where exhibitors need stands, power and loading access
Frequently asked questions
How much does it cost to organise a conference?
How far ahead should I book a conference?
What is an event management tender?
Can a conference be hybrid or streamed?
Conference Organisers by province and city
- Johannesburg
- Pretoria
- Centurion
- Midrand
- Sandton
- Randburg
- Roodepoort
- Krugersdorp
- Randfontein
- Germiston
- Boksburg
- Benoni
- Kempton Park
- Alberton
- Vanderbijlpark
- Vereeniging
- Durban
- Pinetown
- Pietermaritzburg
- Richards Bay
- Newcastle
- Ladysmith
- Gqeberha (Port Elizabeth)
- East London
- Kariega (Uitenhage)
- Mthatha
- Cape Town
- Bellville
- Paarl
- Stellenbosch
- George
- Worcester
- eMalahleni (Witbank)
- Middelburg
- Secunda
- Mbombela (Nelspruit)
- Rustenburg
- Brits
- Klerksdorp
- Potchefstroom
- Mahikeng
- Polokwane
- Tzaneen
- Kimberley
- Upington
- Bloemfontein
- Welkom
- Sasolburg