Conference Services

Rhodes University offers an array of conference venues and services based on the individual needs and requirements of each client. By providing an all encompassing conference coordination and management package, we allow our client to focus on the professional integrity of the programme to ensure that delegates get the most out of their conference experience.

Abstract and Speaker Management & Academic Programme:

• Receive, collate and send abstracts to the appropriate committee for review
• Communicate results to successful and unsuccessful authors
• Collating successful abstracts for programme requirements
• Obtaining speakers biographies and AV requirements

Audio visual

• Liaison with conference venue to accommodate speakers’ requirements
• Set up speaker management room at conference venue, including downloading speaker presentation in readiness for the daily programme
• Set up of internet café for delegates, if available at the conference venue

Conference venue

• Rhodes University offers a range of conference venues based on the needs of the client
• Set-up at the main conference venue, telephones (if required), computers with e-mail, printers and fax (if required), and photocopier, which will be manned for the duration of the conference
• Flowers, plants and any other décor


• Receipt and banking of all monies
• Follow up on outstanding payments and ensure all payments are received prior to the conference
• Reconciliation and payment of accounts

Marketing, Printing and Design

• 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 e.g. table menu’s


• 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


• Organise airport transfers from Port Elizabeth Airport to the Conference Venue
• Manage all flight details, both incoming and returning to home base, to collate to a manageable schedule. This includes ensuring all delegates flying into East London provide the name of the carrier, flight number, time of arrival and departure
• Manage and communicate up to the last minute changes to the transport supplier


• 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

Entertainment and Catering

• Coordinate teas, lunches and other meals in accordance with client requirements
• Source and engage suitable entertainment for evening events
• Ensure performers needs are met including liaising with the conference venue for equipment and set-up
• Discuss and settle on suitable catering menus for all catering needs. Provide final numbers including dietary options to the conference venue
• Facilitate décor in keeping with the conference theme and within budgetary constraints


• Rhodes University has a large number of residences which is made available as conference accommodation during vacation periods. It provides delegates with the ideal opportunity to network and offers an affordable, comfortable alternative to Guest House accommodation.

Last Modified: Mon, 15 Apr 2019 13:34:11 SAST