De Oude Welgemoed Restaurant & Conference Venue

De Oude Welgemoed

De Oude Welgemoed Restaurant

Have you considered a venue for your end of year functionyet? We offer fantastic food, service and facilities for any occasion.  The restaurant, built in 1760, surrounded by a large garden with huge oak trees and views over the Bellville Golf Course, add to the old Cape farm atmosphere.The main restaurant can accommodate about 90 guests with a dance area and 115 without dancing. For functions… we serve a 3-course meal, and if you are not satisfied with the standard choices, our executive chef can design a menu to your satisfaction, for which we will quote. There is a full bar and an outside lapa area for restaurant users.

The equipped Conference Room is also available for either formal or more informal private functions for up to about 50 guests, with a dance area. Here customers can choose the menu from the main kitchen (3-course) or the Bistro Buffet. The Board Room, with seating for up to 20 people, can also be hired as a private dining room.

The ever popular Bistro, where the best pizzas and pastas are served, is ideal for the more informal function for groups of approximately 40 guests.

De Oude Welgemoed is very central and has ample safe parking.

Please do not hesitate to contact us for assistance with organising your function

or to book a table for a business lunch or a romantic dinner.

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Organising a Conference – Part 1

Conference hall

Conference hall (Photo credit: Jackson Lee)

ORGANISING A CONFERENCE

Organising a conference can be a daunting and time-consuming task.  Most often the person responsible for organising the event is a PA or secretary and as such has a host of other responsibilities.  Most often they are required to organise one or two events of this nature per year and while many of them do so quite efficiently, there are some who struggle with the task.

This series of articles will try to assist those who need some guidance to complete this task.  It will cover a host of points to be considered from sourcing a conference venue to post conference feed-back.  It will cover different areas in different articles and older articles can be found by browsing the archives or searching for the articles whose titles include “Organising a Conference”.  They will also be categorised under Organising a Conference and can be found by clicking on this category on the right.

These articles have been written from a South African perspective, but are also relevant to other countries where the principles of organising a conference are the same.  More about the author can be found by clicking his Gravatar on the left.

In this week’s article we will cover budget when sourcing a conference venue.

Should readers want info or articles published on specific topics, please feel free to contact the writer and these will be considered.

SOURCING A CONFERENCE VENUE IN SOUTH AFRICA

WEEK 1

There are several points to consider when sourcing a conference venue in South Africa.  This week we will cover budget.

  1. Budget

What are the venues costs and do they fit the budget allocated to the conference?  When calling for quotes from venues one should be careful that all hidden costs are taken into account.  Some points to note when calling for quotes should be: –

a)      Do the rates include or exclude VAT? Most conference venues in South Africa quote including VAT but there are a few who quote excluding VAT.  You can trip the VAT portion out to meet your company’s budget amount as this amount is normally ex VAT.

b)      Do they include equipment requirements or is this extra?  Most venues include standard equipment in their rates.  Ensure that you know what this standard equipment includes and call for rates for any additional equipment you may require.  For larger conferences you may need specialised equipment which may need to be outsourced to an outside company.

c)       In the event that delegates will require accommodation, enquire if all meals have been included or is the accommodation rate quoted simply on a bed and breakfast basis.  Some hotels quote room only rates, or bed and breakfast rates.  Ensure that you know what they are quoting you and what meals it includes.

d)      Does the Day Conference rate include all refreshments, venue hire etc.?  A Day Conference Package Rate or DCP normally includes all teas and coffees, lunch, use of the venue, use of standard equipment and VAT.  It is better to be quoted a DCP rate which includes all of this than to be quoted per tea / coffee session, lunch, room hire etc. as the chance of unexpected hidden cost arising is less.  Also a packaged rate is normally slightly less than the sum of the parts.

e)      Will rates increase before your conference?  Often a conference is organised months in advance of the date.  Ensure that the venue quotes you rates applicable to the time of year your conference will take place and not current rates which may be subject to annual increases.

f)       Do rates include Tourism Levy?  Tourism levy is a government tax levied on accommodation.  It is levied at 1% of the ACCOMMODATION portion of the rate.

g)      When delegates are staying overnight and accommodation is required, it is better to get a Fully Inclusive Rate or a 24 hour packaged rate.  This will normally include all meals, accommodation, conference room hire, standard equipment, VAT, tourism levy etc.  Some venues will quote a dinner, bed and breakfast rate and a DCP separately.  Others may quote a bed and breakfast rate and a DCP rate but may unintentionally exclude a dinner rate.  Make sure that you have budgeted for dinner for resident delegates and know exactly what you are getting for your rate.

h)      When organising a conference where delegates will pay for their own accommodation, but the organisers will arrange transport to and from the venue, one should always include at least three official hotels ranging from 5 star accommodation to 3 star accommodation so as to provide suitable accommodation to a wide range of delegates.  One should also take into account the distance of these hotels from the conference centre so as to limit transport costs.

In next week’s article we will cover the location of your chosen conference venue.  In the meantime please feel free to comment and ask questions which may not have been covered in this article.

Contributed by The Venue Pages

LYTHWOOD LODGE IN THE KZN MIDLANDS

Lythwood Lodge in the KZN Midlands

We invite you to join us with our exciting line up of outrageously good offers in March 2012

  • Conference Rates for 26TH TO 30TH MARCH 2012

we offer 12% COMMISSION to PCO’s, AGENTS etc for this week only

  • Accommodation Special for (30TH MARCH TO 1ST APRIL 2012) and
  • SALON TREATMENTS

Day Package: R290pp

Package includes:

Tea/coffee/muffins on arrival

Mid morning & afternoon interludes – Tea/coffee/fruit juice, Homemade scones & cake AND 3 course luncheon

Use of conference room and break away rooms

Basic equipment ( OHP, Screen, Flip Charts,pens,notepads, White Board and Laser Pointer) WIRELESS INTERNET CONNECTION IS AVAILABLE FOR FREE

  • 24hr Package: R1390 pp single
  • R1090 pp sharing

Package includes:

Lunch, 3 course dinner, breakfast, accommodation and 2 x interludes -Tea/coffee/fruit juice & homemade scones & cakes

Use of conference room and break away rooms

Basic equipment (OHP, Screen, Flip Charts, White Board,notepads,pens and Laser Pointer)

WIRELESS INTERNET CONNECTION IS AVAILABLE FOR FREE

  • ACCOMMODATION SPECIAL : R660 per person sharing per night DBB for 2 night OR R1320 per room per night DBB

(This only for the weekend of the 30th March to 1st April 2012)

Package includes:

2 nights Dinner, Bed and Breakfast, Complimentary Tea/Coffee,Biscuits,fruits and welcome Glass of sherry

Our bedrooms are of the highest standard. All rooms have en-suite bathrooms of which one is wheel-chair friendly.

Each room is individually furnished with carefully selected mahogany furniture and decorated with artwork by local artists.
Lythwood Lodge have the following:

7 x double rooms
23 x twin bed rooms

Maximum No of delegates with single rooms = 30
Maximum No of delegates with sharing rooms = 53

www.venuepages.co.za


Peermont Mondazur Hotel KZN South Coast

The 4-star Peermont Mondazur Hotel and Spa is near Southbroom on the KwaZulu Natal South Coast at San Lameer Golf Estate, and is situated on the banks of the Umhlangamkulu Lagoon with access to a pristine Indian Ocean beach.

The hotel features 40 rooms:

  • 7 Classic Rooms (1 Double Bed)
  • 1 Classic Twin ( 1 King-size Bed)
  • 18 Deluxe Twin (1 King-size Bed)
  • 7 Deluxe Room (1 Double Bed)
  • 1 Deluxe Room (1 Double Bed) – Paraplegic
  • 1 Junior Suite (1 Double Bed)
  • 1 Junior Suite (1 King-size Bed)
  • 2 Executive Suites (1 King-size Bed)

DAY CONFERENCE RATES FROM R350 pp PER DAY ALL INCLUSIVE

www.venuepages.co.za

THE DU BOIRS CONFERENCE CENTRE HILLCREST

This ‘Country Hide-Away’, only 12 kms from Hillcrest (Durban) is the perfect solution for your conference requirements. Set on 8 acres of wooded gardens and immaculate lawns, in peaceful surroundings,  The du Boirs offers magnificent conference facilities and can seat from 10 to 300+ delegates in one of two professionally appointed venues.

Current Conference Specials:

Full day conference package rate: R265.00 per person per day. This rate includes:

  • The use of the venue
  • Standard conference equipment including a Data Projector and Screen
  • Three tea, coffee and treats breaks (one on arrival, one mid morning and one mid afternoon)
  • A two-course lunch
  • Mineral water for delegates (2 bottles per day)
  • Ample, secure free parking

Out of the bustle of the city . . . yet only 45 minutes’ drive from King Shaka Airport and 25 minutes from Durban.

For more info click here