Overview

Conference Office Functions and Activities

The Conference Office has two main functions:

A. ACADEMIC/INTERNAL CLIENTS
These are to assist Rhodes University departments or divisions in co-ordinating conferences, seminars, workshops, courses, tournaments and the like at Rhodes University.

B. EXTERNAL CLIENTS
Further they are to provide a service to clients within Grahamstown and the Eastern Cape, greater South Africa and beyond its borders. they are to assist in organising conferences, seminars, workshops, courses and the like within Rhodes University.

Our strengths lie in particular, with the preparation and administration of conferences and events, from sourcing venues, facilities and accommodation to catering, entertainment and more. What more? Printing programmes, making travel arrangements, and, on occasions sourcing speakers.

To add to and enable the success of a conference or event the conference office team undertakes the following activities/services:

1. Planning
The conference office team is available to assist individuals or institutions to plan their conference or event at Rhodes University. It recognises that careful planning and organising determines the success of events, and as such, requires expertise and experience to ensure goals and objectives are met.

2. Venues
Suitable venue(s) for conferences and events are sourced and booked on the general venue booking system. Primarily venues booked are those found at Rhodes University; however clients may be referred to venues outside the university in order to meet specific needs. In setting up venues, assistance is given with the venue configuration according to client needs. This includes providing the required furnishings and technical equipment. In addition to venues on the main university campus, (which includes Eden Grove), the Conference Office administers the use of the Continuing Education Centre, Gavin Relly Post Graduate Village and the Nuns Chapel.

3. Accommodation
The conference office organises accommodation within or outside Rhodes University. Within the university, guests and or delegates may be accommodated either in the Continuing Education Centre (throughout the year) or alternatively, the university residence system, (during vacation periods only). In addition the conference office maintains good working relationships and agreements between the university and other places of accommodation within Grahamstown. There are two hotels in Grahamstown and many up-market Guest Houses, as well as some fine B&B establishments. Accommodation is, at times, co-ordinated between guests and suitable accommodation institutions according to client needs.

4. Catering
Catering falls into two categories:

a. regular/student and/or residence catering, or
b. special events, external and internal to the university

Guests or delegates who may be accommodated in the university residences may receive meals in one of the university dining halls which may be reserved specifically for a certain conference, depending on numbers. Catering and refreshments required in or near to an event is generally undertaken by the Functions Special Events Catering or an external caterer may be brought in for a particular function. Catering provides for anything from banquets to gala dinners; refreshments for meetings; seminars and workshops; as well as sports events; all within the university. Alcohol, (to a limited degree), and beverages are supplied according to needs. Dietary requirements are taken into consideration where possible.

5. Entertainment
The conference office organises and co-ordinates entertainment for conferences and events according to specific needs and budgets. Such entertainment ranges from disk jockey (DJ), with varying music (period and style,) to classical quartets, jazz ensemble, marimba groups, dance groups and theatre, as well as game viewing at nearby private game parks.

6. Printing
Printing and graphic requirements are available in support of an event and on request. Such items include programmes, signage, menus, lanyards, name tags/badges, posters, hand outs and maps. The conference office assists with design and layout of documents to meet the client¡¦s particular needs. Printing and photocopying facilities are available to a limited degree and on request.

7. Transportation
Transportation is available either through the university transport office or transport organisations in Grahamstown or Port Elizabeth. Arrangements may be made for collection and delivery of guests to and from Port Elizabeth Airport as well as local fetching and carrying required from town accommodation to the university, or even nearby game parks.

8. Marketing
All conferences are placed on the Rhodes Conference website with a direct link to the particular conference website, where appropriate. Other marketing options may be discussed with the conference manager. See http://www.ru.ac.za/conference for pictures and illustrations related to conferencing at Rhodes University.

9. Registration
The conference office assists with registration where required. This includes pre-registration and registration on arrival. All relevant lists and documents are compiled and maintained for this purpose.

10. Promotional Materials
Promotional materials are available from the conference office and range from branded corporate gifts (e.g. conference bags and folders) to small extras that help to make an event or speaker special, (e.g. gifts and complementary guest photographs). Smart and attractive Rhodes University conference folders include paper, pen and marketing information on Rhodes University and Grahamstown.

11. Computer and Communications access
Internet access may be arranged at a conference venue depending on availability of computers and internet connectivity. In certain cases arrangements may be made for delegates to have access to one of the university computer laboratories.

12. Exhibits, Exhibitions and Exhibitors
Assistance is provided in setting up exhibitions, supplying appropriate fixtures from display boards to exhibitor cubicles, tables and chairs. Assistance in sourcing exhibitors, in certain cases, may be forthcoming

13. Financial Administration
On request, and at the discretion of the Conference Manager, the conference office may lend its experience and expertise to financially administer a conference or event.

14. Office Administration
By taking on responsibility for activities pertaining to conferences and events the conference office automatically takes on all related office administrative duties that relate to such a task. The conference office uses its administrative experience and expertise to coordinate and support the development of these activities.

15. Other
The conference office endeavours to assist, where possible, in any other matters relating to conferences and events at Rhodes University.

The Conference Office organises and co-ordinates all or some of the above activities; to enable successful conferences and/or events and to provide a memorable experience for all guest/delegates and/or participants.

The above services incur a fee, the amount of which depends on the conference and/or event. Contact the Conference Manager for further details.