Savanna Skills and Consulting

Your booking agent

If you are planning a conference, event or stay-over and do not have the budget to use the services of a professional conference coordinator, let Savanna Skills & Consulting assist you with the booking free of charge.

Savanna Skills & Consulting offers you free proposals and quotes on accommodation bookings, should it be for one person, a small delegation or a group.  Our quotes come direct from the hotels, venues and service providers without us adding fees. Our strategic partnerships with industry suppliers give us the advantage to give you the best value for money.

We have the expertise to contract hotels, venues, insurance companies, equipment, transfer services, translators, interpreters, rapporteurs and industry suppliers that have proven themselves to meet our exacting standards. We will be happy to assist you in figuring out the best option within your budget.


Why book through Savanna Skills & Consulting and not direct?
Savanna Skills & Consulting has expertise and industry connections. We also have gateway specific knowledge and since we get discounted prices from industry suppliers by dealing direct you're unlikely to get a better deal.

With us you always pay the same or less as when booking direct and you don't pay extra for our services.

We have the insight, expertise and experience to save you time on hundreds of phone calls, dealing with cancellation and flexibility policies, comparing quotes, negotiating prices and will work diligently as your booking agent in closing contract deals for you. We do all the work so you can concentrate on the business at hand.

Our Conference and Event Services Include:

Project management
-    Direct the initial planning process through development, implementation and monitoring of timelines and checklists
-    Provide all substantive information for decision-making and advise on pre-planning questions

Financial services
-    Provision of full budgeting, cash flow, accounting and financial reporting services
-    Rate negotiations with service providers
-    Negotiate payment agreements with service providers
-    On-site reimbursements of tickets, handling and book-keeping of per diems
-    Provision of final accounts

Secretarial support
-    Committee meeting attendance, preparation of agendas, minutes
-    Creating a conference invitation
-    Conference program
-    Customised reports and papers
-    Background guides
-    Delegate handbooks and advisors guides to provide delegates and advisors with all of the logistical and procedural information regarding the conference as well as rules of procedure

External Relations
-    Creating a country matrix
-    Co-ordinate and manage a website
-    Creating a database
-    Staff training
-    Develop an internal pre-conference communication structure
-    Shipping of documents and material

Organizational planning and Conference support
-    Conference administration
-    Conference protocol
-    Opening and closing ceremonies
-    Database management
-    Liaison with delegates & speakers, special guest, day-delegates, observers and media
-    Keeping delegates informed and up-to date on visas, country info, travel tips
-    Welcome letters, transfer reminder notes, maps, foreign exchange
-    Manage special needs, dietary requirements
-    Manage supplies, office equipment
-    Provision of a delegates business centre
-    Co-ordination of the registration including nametags and attendance reports
-    Provision of a full secretariat operating onsite for the duration of the conference to manage registration, administration and general enquiries
-    Directional signage, room set-up, audiovisual, catering and all other on-site requirements
-    Daily run sheets for venue, session chairs, contractors and organising committee

Venue
-    Recommendation of venues to meet client's criteria and expectations
-    Site inspections
-    Negotiation and advice on contractual arrangements
-    Negotiation on cancellation, flexibility and payment agreements
-    Venue liaison throughout the planning period and during the conference

Accommodation
-    Accommodation bookings
-    Rate negotiation
-    Advise on contractual arrangements
-    Manage rooming lists

Speakers and Special Guests
-    Key-note speakers
-    Special guests arrangements, travel and accommodation
-    Speakers arrangements, travel and accommodation
-    Speaker liaison on AV requirements
-    Hosting

Social programs
-    Pre and post- conference activities and tours
-    En-route stopovers and tours
-    Social functions and activities
-    Shopping expeditions
-    Teambuilding exercises
-    Partners' programs

Printing of Material and Documentation
-    Co-ordinate production of conference documentation
-    All marketing material including logo design, registration brochure, programs, banners, conference bags and conference gift
-    Pre and Post-conference material, documents and papers
-    Website management

Supplier liaison
-    Venues, caterers, audiovisual, graphic design, printing, recording, interpreters, translators, rapporteurs, entertainers, MCs, special guests, media

Registration Service
-    Pre-Registration
-    On-site registration desk
-    Nametag
-    Customized attendance reports
-    Liaison with delegates, speakers, committee,

Post conference
-    Post Conference debriefing
-    Evaluation analysis
-    Preparation of final accounts