Event Logistics – Your key to a seamless conference experience

Posted by on Jul 4, 2023 in Uncategorized | No Comments
Event Logistics – Your key to a seamless conference experience

Farm Design Events offers an unparalleled turn-key service for conferences. Whether you’re located in South Africa, Cape Town, or internationally, we are your local expert. We are your eyes and ears on the ground, ensuring your conference is a resounding success.

Comprehensive Conference Services

At Farm Design Events, we understand that organizing a conference involves numerous logistical elements that require expert management. Our comprehensive service includes everything from venue sourcing and designing the look and feel to arranging catering, furniture, audiovisual support, entertainment, staffing, security, event permits, and post-event breakdown. We take care of every aspect, allowing you to focus on the core objectives of your conference.

Venue Selection

Choosing the right venue is paramount for a successful conference. Cape Town offers a wide array of options, ranging from convention centers and hotels to unique event spaces. With our extensive knowledge of the city, we can help you identify the perfect venue based on capacity, amenities, technical capabilities, and proximity to accommodations. Whether it’s the renowned Cape Town International Convention Centre (CTICC) or upscale hotels with conference facilities, we know them all.

Lunchtime at a conference in the Westin Hotel.

Planning the Social Program

We recognize the increasing importance of social programs in conferences, providing delegates with opportunities to relax, network, and be entertained. Our conferences typically include three social events:

  • Welcome Event: The delegate’s introduction to Cape Town and South Africa.
  • Gala Dinner: Focuses on corporate or business matters and often includes an award ceremony.
  • Farewell Party: An informal, social, and networking atmosphere typically held off-site to allow delegates to experience more of Cape Town.

Decorators and Event Stylists

Kathy Page Wood specializes in creating visually captivating conference spaces aligned with the conference theme and branding. We provide furniture rentals, floral arrangements, and overall venue decor that incorporate the corporate identities of the conference and sponsors. We pay meticulous attention to detail, ensuring stakeholders are guaranteed a return on investment, and delegates are delighted by events.

It is every single, tiny detail that makes a guest feel special and appreciated.

Entertainment

It’s Africa, and there’s nothing like a warm African welcome. We have a wealth of homegrown entertainment options right on our doorstep. From African drummers, face painters, Pantsula dancers, jazz bands, and the beloved Cape Minstrels, incredible local performers and musicians infuse your social events with authentic African flair and hospitality. Supporting local entertainers means conference organizers are giving back to local communities.

As part of African Mayoral Leadership Initiative (AMALI) social programme the delegates were given a tour of District Six, an authentic Cape Malay dinner at the homecoming centre and entertained by the wonderfully happy Cape Minstrals.

Audio-Visual Support

Conferences require advanced audio-visual equipment and technical expertise. We work closely with the venue’s technical team or partner with external production companies to seamlessly handle all audiovisual and streaming needs. With our experienced audio-visual suppliers, we ensure your conference’s technical aspects are flawlessly executed.

Farm Design Events set up a satellite studio for live streaming during an event.
Managing the audio visual during a plenary session of a conference at University of Cape Town (UCT).

Catering and Refreshments

Cape Town is a foodie’s paradise, thanks to its incredible fresh local ingredients. Collaborating with local caterers and in-house catering services, we design menus that provide mouth-watering meals for delegates. We offer options for all dietary requirements, including vegetarian, vegan, and gluten-free choices. We also provide strict Kosher meals on request and have relationships with Halaal certified caterers.

Accommodation and Transfers

Farm Design Events has long-standing working relationships with specialist travel and booking agents who can assist delegates’ accommodation needs. They can provide comfortable options in close proximity to the conference venue and negotiate room blocks or discounted rates with hotels. We also assist with transportation, including airport transfers and shuttle services, ensuring smooth logistics for delegates arriving from various locations.

Local Attractions and Activities

Cape Town’s allure as a conference destination lies in its breathtaking natural beauty and cultural attractions. As seasoned locals, we can provide information on local landmarks, popular attractions, and nearby activities. We can also arrange pre or post-conference tours, such as visits to Table Mountain, Robben Island, or wine tasting tours in the nearby Winelands.

Safety and Security

At Farm Design Events, we prioritize the safety and security of all conference attendees. We are familiar with local safety protocols and work closely with relevant security teams.

Kathy Page Wood with two of the security officers at Zeitz MOCCAA venue.

Excellence in Conference Execution

With our expertise, attention to detail, and commitment to excellence, Farm Design Events ensures that every aspect of your conference is flawlessly executed. Our turn-key services cover all aspects, including concept development, design, budgeting, implementation, and comprehensive management.

Farm Design Events can help you create an unforgettable conference experience in the vibrant city of Cape Town. Let us handle the intricate logistics while you focus on the content and goals of your conference. Together, we will make your event a resounding success.

Contact Kathy Page Wood.