Our Services

Event Management

Over the past two decades we have gained a tremendous amount of experience in the rapidly growing conference industry, and we bring our expertise and experience to every project we undertake.

Our experienced team of dedicated staff using our purpose designed information technology, along with trusted systems can offer a full association management service.

Trade and industry exhibitions have become an integral part of conferences and we are able to undertake research, offer advice, and provide the planning and management to ensure a successful exhibition for both the delegates and exhibitors.

We provide destination management services, based on expert local knowledge of any given destination. By acting as purchasing consortia, we can provide preferential rates based on the buying power we have with our preferred suppliers.

Association Management

Exhibition Management

Destination Management

Virtual Event Management

Virtual events such as webinars, online conferences, online meetings, and virtual exhibitions require exceptional planning and organising, which places us in an ideal position.

Our team of experts will ensure a stress-free experience for you and your event attendees.

Virtual Meetings

• Engage with attendees pre-, during and post event. • Prepare and support attendees. • Source the best suited virtual platform and technical support. • Distribute meeting documents and take minutes.

Webinars

• Engage with attendees pre-, during and post webinar. • Prepare and support speakers and attendees. • Invite and register attendees. • Manage and control the finances on request and if applicable. • Source the best suited webinar platform and technical support. • Attendee thank you letters, post webinar survey, provide comprehensive analytics and post webinar reporting and recording.

Virtual Conferences and Exhibitions

• Source the best suited virtual platform and technical support. • Design the event. • Develop a marketing and communication strategy. • Develop a sponsorship strategy. • Engage with attendees pre -, during and post event. • Prepare and support speakers. • Register and support attendees. • Manage the finances on request. • Attendee thank you letters, post conference survey, provide comprehensive analytics and post conference reporting.

Hybrid Events and Exhibitions

• Source the correct virtual platform and technical support to integrate with the live event. • Consultation and design. • Develop a marketing and communication. • Develop a sponsorship strategy. • Engage with attendees pre, during and post event. • Registration of onsite & online attendees. • Financial management and control. • Attendee thank you letters, post conference survey, provide comprehensive analytics and post conference reporting for both virtual and in person attendees.

Conference & Event Management

Most organising committees undertake to work on a meeting, webinar or conference on a voluntary basis. An Event Management company supports professionals so that they have more time to tend to their business.

Assistance with Bids

• Liaison with the local organisation to establish what assistance is required. • Online registration facilities. • Travel to assist with presentation of bid and garner support from event participants for bid.

Scouting Parties

• Assist with the organisation of international site visits to South Africa. • Setup all appointments for site visit including venue inspection and meetings with officials and suppliers. • Negotiation with suppliers for special rates for airport transfers, accommodation and site seeing tours for scouting party.

Venue Liaison

• Establish requirements in terms of room requirements, catering, and services. • Liaise with venue personnel. • Contract and rate negotiation. • Advice on financial arrangements • Protocol, security, and public relations.

Registration

• Design of registration forms and badges. • Online registration facilities. • Accreditation on site. • Procurement, packing and distribution of conference bags • All stationery. • Registration software, reporting and management. • Receipt of delegate forms and responses thereto. • Registration finance handling and controls. • Messaging facilities. • Other services as may be appropriate.

Conference & Event Management

Catering for the ever-changing events industry in South Africa, since 1994, we have become one of the leading event management companies in the country.

We provide professional services at international standards to a wide spectrum of clients.

Abstracts

• Design and preparation of call for abstracts. • Abstract example, guidelines, submission forms. • Receipt, recording and forwarding of papers. • Database management. • Online or manual abstract management software. • Refereeing process and approval management. • Integration into program. • Coding and printing. • Turners’ speaker care program.

Meetings

• Set up of meeting rooms & seating layouts. • Arrange audio visual and other IT requirements. • Structure programmes, breaks and session types. • Human resource co-ordination • Signage.

Social Events

• Ascertain requirements, type of function, theme, and budget. • Source venues as appropriate. • Source, contract and manage entertainers. • Overseeing of audio visual and technical services. • Program management and speaker care. • Catering. • Signage, invitations, and printing. • Seating plan arrangements. • Decor. • Human resources. • Transport. • Team building and sporting events.

Association Management

We provide complete Association Management Services to Associations and Societies, thereby enhancing the entity’s operations to its members. Turners Secretariat was established in 2004, to offer organisational support to conference clients, who continued to use our post-event services.

What we offer:

• Office resources and facilities. • Experienced personnel. • Membership management software. • Membership control and updates. • Collection of membership dues. • Communication with members. • Website hosting, development, and maintenance. • Financial management. • Meeting and conference management.

Why use a Professional Secretariat:

• Professional image to members – instils confidence. • Efficiency through cost and time saving. • Control over your membership data. • Income through membership fees. • Quality communications and delivery monitoring. • Your website is kept up to date and attracts members and sponsors. • Relief from day-to-day administration • We take responsibility and are accountable. • Consistency – we do not rotate like committees do.

Exhibition Management

Trade and industry exhibitions have become an integral part of conferences and we are able to undertake research, offer advice, and provide the planning and management to ensure a successful exhibition for both the delegates and exhibitors.

What we offer:

• Ascertain size and historical statistics. • Assist with budget and pricing of stands/booths. • Appoint exhibition stand building company. • Prepare Exhibition Prospectus detailing all information relating to the exhibition. • Prepare exhibition layout plans and updates. • Design and distribute invitations to exhibit. • Exhibitor manuals. • Database structure and management. • Venue liaison and services. • Freight forwarding and clearing, and storage sub-contracting. • Supplier appointments for furniture, plants etc. • Financial management. • Registration and controls. • Security and access control.

Destination Management

We provide destination management services, based on expert local knowledge of any given destination.

By acting as purchasing consortia, we can provide preferential rates based on the buying power we have with our preferred suppliers.

Meet & Greet

Your guests will be met by friendly, helpful staff who will ensure they are directed to their transport without unnecessary delays.

Transportation

Our efficient service will ensure your guests are transported safely, getting them to their destination with ease.

Accommodation

Our experience and buying power within the industry ensures the most suitable accommodation at the best rates.

Supplementary Services

Our well-established relationships and half a decade of experience in the Conference Industry in South Africa enables us to assist you with the Health and Safety protocols and event categorisation required by law in South Africa.

Tours

Many delegates will be first-time visitors to South Africa and the host city. This is an ideal opportunity for them to get to enjoy the sites and attractions on offer. We can tailor-make tours and excursions to suit any budget and itinerary.

Social Events

Meticulous planning, attention to detail and excellent service delivery, allows us to create something unforgettable.

Travel Agency

Our professional local and international affiliations and prominent position in the travel industry allows XL Turners Travel to offer competitive pricing on all airlinerelated services.