Conference Venue Pretoria

Checklist for your Event Planning at the Monument Function All-purpose Conference Venue in Pretoria

The Monument Function and all-purpose Conference venue situated in Pretoria offers you everything you need for hosting a successful event:

  • Perfect location with the Voortrekker Monument as backdrop.
  • Several venues at one location to cater for your specific event and total number of delegates.
  • Various break-away rooms for discussions.
  • Onsite business facilities.
  • Standard audio and visual equipment.
  • Any extra equipment you may need.
  • Ample and safe parking.
  • Situated in a nature reserve.
  • Various activities within the immediate vicinity.
  • Easy to reach from main routes.
  • 24 Hour security and access control.
  • Superb facilities such as catering kitchen and neat ablutions.
  • Onsite coordinators.
  • Affordable pricing.
  • Well-known location.
  • Various seating and site lay-out options.
  • Conference packages to suit your budget, event size and culinary requirements.
  • Registration tables and cordials.

With everything already onsite and the perfect all-purpose conference venue available in Pretoria you can now focus on the rest of the conference planning checklist as provided below to help you get started.

Stage One

  • Establish the conference dates and objectives.
  • Determine budget limits for the overall event and specific tasks such as marketing, catering, and printing.
  • Get a quote for the registration fee.
  • Set goals and dates for completion.
  • List potential sponsors.
  • Select the conference venue (and of course, Monument Function Centre is ideal).
  • Select your marketing team and designers to create the brochures, website, and printed advertising.

Stage 2

  • Evaluate progress in terms of goals.
  • Check whether still in budget or if changes are needed.
  • Set event length including start and finish dates.
  • Identify keynote speakers, presenters and entertainers.
  • Create preliminary attendee list.
  • Book one or more venues at Monument Conference Centre in Pretoria.
  • Discuss your culinary requirements with our caterers and coordinator.
  • Select the conference package that suits your requirements.

Stage 3

  • Email the identified presenters, keynote speakers, advertisers and attendees with information on the venue, time, location and brief outline as well as costs.
  • Arrange for accommodation where needed and provide accommodation details for all attendees.
  • Discuss specific equipment needs with our conference coordinator and book such – including Internet access, business facilities and communication equipment.
  • Create the initial conference agenda and finalise speakers, presenters and facilitators.
  • Pay deposits where required.
  • Develop the marketing plan including emails, brochures, website news, press releases, radio advertising, journal advertising and social media.
  • Select gift packs and any promotional items for give-away.
  • Appoint the necessary personnel for registration, coordination, sound, visuals, secretary work, hosts, and runners.
  • Finalise all the above.
  • Book shuttle services, flights, rental cars and VIP vehicles.
  • Set registration process in motion with deadline for discount and final registrations, booking system and payments.
  • Forward all the details to marketing, website and social media teams.
  • Ensure that a map and GPS coordinates are available.

Stage 4

  • Order stationary.
  • Final bookings of audio and visual equipment.
  • Print hand-outs and relevant conference materials.
  • Create the initial final attendee, VIP, keynote and presenter lists.
  • Confirm menu and total number of attendees.
  • Ensure that special dietary requirements are confirmed.
  • Collect printed material and signage.
  • Email instructions, event plan and agenda to relevant parties.
  • Create the task list for support personnel.
  • Ensure that all staff members are well-trained for the event.
  • Set up the stationary supply for the organisers including the tags, pens, note books, whiteboard markers, recording equipment, and staplers etc.).
  • Create the conference attendance packs.
  • Confirm weather forecast and make necessary arrangements.
  • Confirm security detail.
  • Confirm parking arrangements.
  • Confirm accommodation and travel bookings for attendees and VIPs as relevant.

Stage 5

  • Go over the checklist to determine whether everything is in place.
  • Coordinate with onsite conference coordinators and caterers for last minute details.
  • Set up the registration tables and all relevant equipment.

Our conference coordinators will help you with the planning and executing of the event, ensuring its success. The above is just a broad outline of what you need to do. Book your venue at the all-purpose Monument Function Centre and have the assurance that we think of details you may have missed.

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