Prestige Conferences is dynamic business designed to meet the needs of the ever-demanding Conference and Exhibition world in a wide range of applications. It is primarily a service business that provides Conference & Exhibition consulting, project management, logistics and planning services.
We have the necessary expertise, experience, resources, infrastructure and drive to manage conferences and exhibitions of any size and complexity and ensure it’s a great success.
Our core focus is the managing and organising of international and national association conferences. We are a boutique conference management company with a dynamic team of highly experienced individuals, each one with between 5 – 20 years, hard-core, hands on conference management
experience. We have a good track record of successfully managing high profile conferences of all shapes, sizes and complexity, all over South Africa and elsewhere on the African continent. This includes intimate Scientific and Academic Symposiums to big complex international conferences and
We offer the full range of conference management services which include –
Conference Management Services
In conjunction with the Organising Committee, PRESTIGE Conferences will take overall responsibility for all aspects of the planning, coordination and administration requirements of your conference. This includes drafting and circulating Agendas before meetings and the taking, distributing and filling of minutes. We will keep records and file all conference related paperwork.
Through the use of specialized conference management software, we offer a full turnkey Abstract Management service solution. The entire process takes place online and is linked to the conference website.
Through this system we can –
- Receive Abstracts via an Online Abstract Submission portal
- Set up the Review & Scoring process to take place on-line
- Empower the Scientific Committee to Accept/Reject Abstracts and allocate papers to sessions
- Manage notifications to Authors
Prestige Conferences can assist with development of the programme for your conference. We assist with the development of the programme, such as the number of Plenaries, Parallel session, the length of the sessions and number of presentations per session etc.
We have extensive experience in developing, compiling, managing and co-ordinating conference programmes, including conferences that run over several days, featuring multiple sessions and hundreds of speakers.
We manage the speakers in the lead up to a conference and onsite. This includes invited Keynote/VIP speakers and speakers of accepted Abstracts, sending notification to the presenters of accepted papers, sending them the appropriate technical specs and formatting of their presentations to ensure that it is compatible with the system being used and also liaise with them regarding all other arrangements. For Keynote and Invited speakers we will also take care of and make the necessary travel, transport and accommodation arrangements when required.
During the Conference, we will manage all the speakers’ onsite, make sure they are in attendance and fully informed of their speaking time slot and are ready to present.
A critical component of a successful conference is the proper management of the conference finances. PRESTIGE Conferences can provide full Financial Management service for your conference, including managing the entire flow of funds and expenditure process, raising invoices for the Registration fees and the sale exhibition space, processing and receipting all payments, issue dues letters and follow up on outstanding dues via e-mail and telephonically. This will also apply to any other income, such as sponsorship etc.
During the planning phase we keep track of the income and expenditure of the conference and submit monthly Financial Reports. After the conference we compile and submit a full and final Financial Close Out Report for the entire event.
We offer a fully turnkey, automatic, online Registration solution for your conference. We have the systems in place to manage the entire registration process from the drafting and setting up of an online registration page to receiving and managing the registrations, sending out of confirmation letters, handling delegate queries, to invoicing and processing payments as well as follow up on dues and sending out of fulfilment letters. We do this utilising tried and tested conference management software.
We do not underestimate the importance of the social events; this is where important networking and exchange of knowledge takes place and many new professional relationships formed. Often it is the social events that are remembered long after the conference. We therefore dedicate a lot energy on producing and delivering great and memorable social events. We work closely with the Organising Committee to develop a social events programme suited to the needs of the conference and within the stipulated budget.
Providing full exhibition management services is one of our specialities. To this end we are able to manage the entire exhibition on your behalf. Be it an exhibition that forms part of a conference or a standalone Trade Fair.
We manage the pre-planning phase, sales and marketing, booking management, invoicing, all related logistics, exhibitor liaising, and actual onsite management.
In the pre-planning phase, we draft a floor plan, work out pricing, compile a budget reflecting projected income and expenditure, venue selection, branding and a Project Timeline document. Thereafter we roll out and manage the sales and marketing, stand bookings and invoicing and all other related services.
Prestige Conferences will take care of all the DNC needs of your conference. This includes managing the accommodation bookings for delegates, staff and keynote speakers etc. We will oversee and manage the transport needs of your conference, such as the airport transfers, VIP and Keynote Speaker transfers and transport to offsite Social Events
Our service offering extends to setting up and managing an Accompanying Person Programme, Day Tours and Pre & Post Conference tours