Planning your company conference or end of year function?

With us swiftly entering the last 5 months of 2013, it's the time of year leading up to lot's of buzz and movement in the event side of both corporate and leisure group conferencing and of year end celebrations and rewards.

To those who are left with the responsibility of organizing such events, it can be stressful and daunting... but no panic please ... there are many professionals who can guide you and take care of the finer details to ensure a successful event!

African Chapter Tours have put together a basic outline for pre-planning and choosing a great venue to get the best results for your conferences and end of year outing and functions. 

• Have all the applicable information at hand. The more information you can provide the agent or supplier the more efficient assistance and quotation you will receive. That includes number of delegates, room types ie single/sharing, programme requirements, meals and additional activities and of course budget!
• Timing is a big factor, this effects your costs. Rates are often seasonal or gaged on midweek and weekend rates. Book in advance this will give you better choice and options. Last minute bookings can result if higher prices and limited options.
• If it is the first time using a venue, get recommendations or referrals or arrange a site visit to ensure your expectations are met and your requirements are fulfilled.
• Also ensure once you booked you are aware of all the terms and inclusion, exclusion, deposits and full payment policies and cancellation terms.
• Should you require Wi-Fi ensure the venue can provide and if costs apply. Most venues located in the City Hubs offer such value adds however your more remote venues may offer limited services.
• Also check cell phone coverage with the venue and advise your delegates as this can cause much havoc if you aren't aware there is limited or no cell phone coverage.
• If  you will require special meals, check first if the venue can assist, as often their will be a surcharge especially for Kosher and Halaal meals and ensure you budget for it.
• If your company has a environmental mission statement that includes green practices then limit your search of venues by approaching similar like minded venues that have the same values and goals when following a responsible & green tourism protocol. 
• If you are planning a few events during the year or over specific period then provide this information to ensure the best offer can be negotiated based on the repeat business and book dates all in advance to secure a good deal! 

If you are looking for some different day activities for team building our corporate day outings , African Chapter Tours highlights some of our bestsellers.
 
Soweto Quadbike Adventure from R920 per person
Harties Adventure Quad Trail Outing from R575 pp
Abseiling Adventure Fun - Hartebeespoort Dam Area from R375pp
Hartbeespoort in a Day from R900 pp
Adrenalin Water Adventure Outing near Lanseria from R525 pp
Soweto Township Teambuilding from R360 pp

Our further recommendation for our overnight corporate country/safari conferencing options:
Mpumalanga Corporate Bush Bash from R1250 per adult
Klaserie Safari Camp Exclusive for 8 people - Greater Kruger from R13 500 per night
Safari Lodges in Gauteng
Hazyview Country Venue

We would be delighted to assist you with planning your end of year activities and functions but please start rolling out the plans now!!