Throughout South Africa one can find a hotel with conference centres and meeting room facilities. There are many and many web-based portals or databases that one can use to search for these hotels with conference centres and meeting room facilities.
However one always needs to be careful that the chosen one will be able to deliver what is required for your conference, function or event. Brochures and PR publications do not always tell the whole truth and care must be taken to try to see through the marketing jargon and sales talk that is of course designed to sell the venue for hire.
A site inspection is the best way to decide if a venue for hire will be suitable for your conference in South Africa. By being on site and seeing for oneself the conference rooms and meeting facilities that are available as well as the accommodation rooms one can decide whether the venue for hire is suitable or not. Often these conference centres will offer the prospective client a meal and one can then see first-hand if the catering is of a standard that will suit the conference.
Often however it is not possible to conduct a site inspection for all possible conference centres due to the distance that often needs to be travelled to view the venues. If it is not possible to conduct a site inspection, then care must be taken and research conducted in order to make an informed decision. Reviews should be searched for online and opinions from as many different independent sources obtained so that an impartial decision can be made.
The services of an independent conference organiser or venue finder can also be used, but again care should be taken that the choices that that company put forward are not skewed in favour of the conference organiser due to greater financial benefits to them.
A list of venues should first be made by the client and then rates and recommendations requested from the organiser so as to avoid the organiser omitting various venues that they do not actively promote.
Find out from the organiser if they charge a fee for their services or if they rely solely on commission from the venue. An organiser who relies solely on commission may be tempted to put forward and recommend venues that compensate them with higher commissions. Be willing to pay a fee for the services of a conference organiser or venue finder because often they can secure better rates than the client due to the volume so of work they send these venues which results in the final price being the same as you may have secured yourself direct. The benefit of course is that you receive an unbiased service from the organiser so that you can make an informed decision of which venue to select.
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