Planning should start as soon as possible- Choose dates
- 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
Technical and Special Requirements Special requirements such as:
- dietary needs - religious or health
- access for disabled persons
- specialised equipment for video conferencing
should be considered from the get-go. Technical aspects vary from location to location. Deal with this up front, as they can will come back to bite you. Find out what you need to consider about your Technical Requirements. From day one, Siyabona Africa Travel's expert consultants will make a concerted effort to take you through all the necessary steps to make your conference in Africa or event an absolute success. Pre and Post Event Leisure Requirements Another possibility to consider is whether your delegates might want to have some leisure time before or after the conference. Find out about Pre and Post conference leisure activities in Africa. This will assist you in the designing of itineraries around the fixed conference dates. 3 Months Before the Conference- confirm original bookings and attendance estimate
- submit further deposit.
- provide Siyabona Africa 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 Siyabona Africa of all audio-visual aids and registration areas required.
- provide Siyabona Africa 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 food events must be confirmed 48 hours in advance.
- review the entire program with Conference manager at the venue.
- confirm all audio-visual needs.
- Provide Siyabona Africa 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.Find out about the different types of venue. | 
