DMS-Conferences & events

DMS Conferences offers the following services as a Professional Conference Organiser

Detailed project planning and implementation, overall project management, streamline of communication and information, continuous reporting (to client), scheduled meetings, overseeing and liaising between service providers, negotiating services and service delivery, quality control and roll out leading up to execution.

Management of conference budget, negotiating finance with suppliers, supplier payments, payments schedules, budget forecasts, implement systematic delegate payments, process all payments, total financial reconciliation.
Final Conference Report/s, financial reconciliation and audited accounts, report on financial management, document delegate research and feedback, final evaluation / closure meeting.

Overall venue management; venue sourcing, booking, payments, catering, ensuring room configurations and set-up as per client brief, audiovisual set-up and breakdown, technical backup, conference recording, on-site management and co-ordination, manning and co-ordinating registration, information and travel desks, secretarial assistance, simultaneous translation and interpretation, MC's, speakers, entertainment, parking, sponsorship visibility and branding, exhibition set-up and break down, parking, signage and security.

Development and implementation / distribution of delegate registration form, management, receipt, confirmation and processing of registration, processing delegate payments, establishing booking office, liaise with delegates (communication & information), pre event registration and on-site registration, collating delegate information and periodically updating client and supplier who require information.

Sourcing accommodation, make reservations, negotiate special rates, VIP rooms, booking bed nights and facilitation of payment on behalf of delegates, confirm length of stay / room configuration, proximity to venue with delegates.

Source transport service providers, payment facilitation, total transport logistics co-ordination and management, airport transfers (meet & greet desk / services), venue-hotel shuttles, dinner / social event transport, transport schedule development and communication (signage), relevant signage to indicate position and schedule of vehicle on-site, national and international flights (speakers only), car hire for delegates.

Tours; accompanying persons tours, pre & post conference tours, special needs tours, selection of touring possibilities (confirmed with client), execution of all travels as per delegates request.

Site visits
Complete site-visit co-ordination, selection of sites with client, logistical co- ordination, guiding / specialised facilitation, site management.

Tours

Provision, booking and co-ordinaton of leisure travel options, facilitating tours for people with special needs, sourcing special interest tours in South and Southern Africa, touring co-ordination in Botswana, Lesotho, Namibia, Swaziland, Zambia, Zimbabwe.

Production of delegate pack and special gift items in line with theme of conference, sourcing leisure material, lanyards, source special speaker and / or VIP gifts and distribute appropriately.

Print, Photostat and collate conference papers and documentation, overall administrative support, ensure each conference room is clean, well supplied with refreshments, peppermints and water, has correct seating layout, has correct equipment set up for speakers, ensure rooms are secure and that only delegates allowed into certain presentations enter, manage and co-ordinate the following:

• The Registration Area
• The Travels and Tours Desk
• The Information Desk
• The Accommodation Desk

TERMS AND CONDITIONS