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Event Management

Audio Visual Management
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We provide our clients with video, audio, lighting and audience response system support from the planning stages of an event, through wrap-up. All our conference venues are equipped with data projectors, audio visual equipment and we have an in-house team that is responsible for ensuring all our technical related equipment is up to date and in good condition. This includes:      
•Checking conference venue to accommodate speakers’ requirements
•Setting up Keynote speaker room at conference venue, including downloading speaker presentation in preparation for the daily  programme
•Settting up wifi capabilities for delegates

Computer and Communication Access
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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.

Entertainment
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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. This includes:
• Sourcing and engaging suitable entertainment for evening events
• Ensuring performers needs are met including liaising with the conference venue for equipment and set-up
• Discussing suitable catering menus for all catering needs.
• Coordinating teas, lunches and other meals in accordance with client requirements
• Providing final  numbers including dietary options to the conference venue
• Facilitating décor in keeping with the conference theme and within budgetary constraints




Exhibits,Exhibitions and Exhibitors
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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 only when discussed with the Conference Manager. This includes:
• Design of floor plan for exhibition
• Liaise with conference venue on exhibitions
• Manage set-up of exhibitions and ensure that exhibitors’ needs are met
• Invoice and collect exhibit fee

Finance and Conference Administration
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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. This includes:                               

• Receipting and banking of all monies
• Following up on outstanding payments and ensuring all payments are received prior to the conference
• Reconciliation and payment of accounts

Flower Arrangements
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Flower arrangements can be organised on request, suited to your needs.The flower arrangemnets will be made to brighten the venue - whether it be a seminar, meeting room, conference hall, dinner parties or reception.

 

Marketing
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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. This includes;
Design of website according to the conference theme and brand
Design of banner
Design and printing of nametags, signage for venue and any other printing required

Promotional Materials and Display Boards
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All costs are available on request and a notification of approximately 10 working days is required in order to complete an or Rhodes University also has conference display boards of different types that can be arranged to meet different display needs. If you would like to display at a conference discuss these options with the Conference Manager.Promotional Materials for Conferencing purposes available include:
•Conference Folder
•Rhodes University ball point pens
•Rhodes University headed executive exam pad (50 pages)
•Lapel name badge
•Large name badge
•Name badge and lanyard
•Rhodes University chocolates (200 per box)
•Rhodes University branded mineral water

Registration
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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. Let the Conference Office handle the burden of the finer details, allowing you to focus your time on producing a quality conference. Our services are tailored to meet your individual requirements. This includes:
• All administration associated with registration (receiving, processing and confirming to delegates)
• Structure detailed on-line registration form in consultation with the conference committee
• On-site registration during conference
• Preparation of name badges and registration documentation
• Source, purchase, organize suitable printing and graphics, and packing of registration bags

Transport
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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.Locally, Delegates can make arrangements to be ferried from their town accommodation to the university,  or to nearby game parks.Grahamstown is centrally situated, and is almost equidistant from the major centres of the country. The Port Elizabeth airport is within an easy drive of  one  hour,  thirty minutes.Grahamstown has its own small airport which can accommodate 40-seater aircraft, and good road links with both Port Elizabeth and East London.Transport arrangements can be made for delegates to get to Grahamstown from the airport in Port Elizabeth (130km) or East London (160km) and back again, on request.

 

 

Upcoming Conferences

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