Professional Conference Organiser

3 weeks ago

Cape Town, South Africa Tanya Serra Recruitment Full time

**PROJECT MANAGER - Professional Conference Organiser**

This Group seeks to employ an experienced full time project manager with PCO and association client experience based in South Africa. This is a remote role and you will be required to have stable, fibre internet to allow you to join virtual meetings. You will report directly to the Group Co-Managing Director with supervision by the Africa Director.

**Objective**: The main role of the Project Manager is to oversee and manage the whole process of congress or conference preparation and organization from the stage of idea generation to complete implementation. The PM is responsible for all major areas of pre-, during and post event management and will act as a key point for project communication, execution and organization.

**Key Responsibilities**:

- Managing and planning the scientific program and event agenda
- (This includes working directly with doctors/professors on identifying the key areas of the topic, testing ideas, following up and making sure the required information for the program is delivered and put together on time)
- Identifying and pre-selecting event venue (It also includes managing necessary on-site check-ups and arrangements for the planned event, securing the bookings, negotiating the contracts)
- Monitoring and executing the process of selecting other appropriate suppliers for the event, negotiating the contracts and price (ex.: catering, transportation, technical equipment and operations, social events and city tours)
- Overseeing budget preparation and project costs evaluation and analysis. Financial management
- Planning and leading (virtual and print) marketing campaign working closely with graphic designers. Monitoring of the event website construction, program design, booklets and publications. Full responsibility of congress marketing, planning, acting, reporting and analyzing the results.
- Conference marketing: conference marketing is a key and vital part of the congress, social media, (varied on each congress), leading the chairpersons to use their social media, Newsletters, and other marketing activities.
- Ongoing communication with relative colleagues ( registration, technical, graphic, account, conference marketing)
- Supervising and arranging all logístical and operational issues prior to the event.
- Managing the team of people under various divisions working on the project in order to securing timely and professional delivery of the results and smooth event organization
- Coordination of the on-site management of the event
- Maintaining record keeping, storage and archiving of all materials produced for the conference and passing this data to the main office
- Providing post-event follow-up and reporting
- Reporting to the project manager Director

**Some of the ongoing tasks in detail: mostly applicable for physical meetings but some also to Virtual conferences**
- **Financial Management**:

- Develop Initial Budget
- Entire budget control
- Responsible for-profit margins
- Management and payment of all outgoings
- Full financial reporting on a monthly basis
- Budget
- Invoicing
- **Venue Management**:

- Research and prepare a venue and cost analysis for approval (when needed)
- Manage all negotiations, pays deposits, and liaises with the conference venue throughout the planning and staging of the conference
- In Virtual congresses manage the platform
- **Online forms**:

- Set up events database
- Online access to conference reports by conference committee [if required]
- Online review of abstract submissions
- **Audio-Visual Coordination - in conjunction with Technical Manager**:

- Management of all sound and lighting requirements at venue and off-site social events
- Coordinate a/v requirements from speakers with Technical Manager
- Management of speaker’s preparation room
- In virtual congresses, recording the speakers and other aspects of course
- **Catering**:

- Design of applicable food and beverage packages with caterer
- Liaison with caterer to ensure appropriate staff levels allocated to service meal breaks
- Provide final numbers and dietary requirements to the caterer
- **Signage**:

- Create signage plan with Technical Manager
- **Social Program ( in some congresses)**:

- Present ideas and costed options to conference committee
- Liaise with and confirm venues as required
- Manage transport to off-site venues
- Present a range of entertainment options to the committee, complimenting the social functions held through the conference.
- Management of all venue requirements for entertainers including audio visual, lighting and staging
- Liaise with entertainment or agency, manage all negotiations, deposits and payments
- Management of accompanying persons program
- Management of pre and post touring if required or provide links to tour providers on the website
- **Technical Program**:

- Prepare draft structure of conference technical program
- Management of industry field trips including arrang

  • Conference Producer, Retail

    5 months ago

    Cape Town, South Africa VUKA GROUP Full time

    **About VUKA Group**: VUKA Group is a leading events and media company specializing in producing high-impact conferences and exhibitions across various sectors. Our retail division focuses on delivering industry-leading events that drive innovation, connect professionals, and create valuable business opportunities. Join our team to help shape the future of...

  • Conference Duty Manager

    3 days ago

    Cape Town, South Africa HotelJobs.co.za Full time

    Career Growth, Hospitality Recruitment are looking for a CONFERENCE DUTY MANAGER for a 4* Hotel in Cape Town. - Ensure that everything on the Conference floor is in tip top condition - from the tissue box being in the ladies bathroom to the set-up of the am/pm break refreshments and snacks on the tables outside each venue, ensuring that a round table cloth...

  • Conference and Events Assistant

    3 months ago

    Cape Town, South Africa Lion Roars Hotels & Lodges Full time

    Lion Roars Hotels and Lodges is seeking a dynamic and outgoing **Conference and Events Co-Ordinator** to join our team in Kloof Street, Cape Town. This role involves working closely with clients to organise and execute successful events at our venues inside **Kloof Street Hotel**. - **Key Responsibilities**:_ - Prepare quotes, follow-up calls, and conduct...

  • Conference and Exhibitions Services Manager

    1 day ago

    Cape Town, South Africa CTICC Full time

    **Purpose of the job** To manage the overall Conference & Exhibition Service of the CTICC being delivered through internal staff as well as third party specialist service providers, to ensure that all activities are suitably delivered to a five-star standard. Ensuring that there is suitable and appropriately planned Conference & Exhibition Services, to...

  • Conference Duty Manager cape Town

    1 week ago

    Cape Town, South Africa HotelJobs.co.za Full time

    Career Growth, Hospitality Recruitment are looking for an enthusiastic conference duty manager with a "can-do" attitude, for a 4-star Hotel in Cape Town, to assist in hosting events that enhance the hotel's image, improve client loyalty, and enhance our brand-to-client experience. The duty conference manager will be tasked with ensuring all venues are set-up...

  • Conference Centre Administrator Closing Date: 10

    5 months ago

    Cape Town, South Africa South African Medical Research Council (MRC) Full time

    The SAMRC Conference Centre is a well-known business unit within the SAMRC based at the Head office in Cape Town. This office is responsible for hosting events for internal and external clients. We take pride in what we do by offering a professional and personal service to our clients. We are looking for an Administrator with a creative mind, excellent...

  • Workshop and Events Organiser

    3 months ago

    Cape Town, South Africa BABYLONSTOREN Full time

    Babylonstoren has an exciting opportunity for a passionate and people-oriented professional with experience in the organisation and hosting of workshops and events **Requirements**: - Relevant tertiary qualification (educational, hospitality or events co-ordination qualification will be an advantage) - Minimum 5 years’ experience in organising events...

  • Cluster Reservations Groups Conference Events

    7 months ago

    Cape Town, South Africa Hyatt Regency Cape Town Full time

    Summary Hyatt is currently seeking a Cluster Reservations Groups, Conference Events and Accommodation Agent to join our dynamic Reservations team right here in Cape Town. The successful individual will be responsible for not only the Hyatt Regency Cape Town but also Hyatt House in Rosebank and Sandton, as well as any future properties that we might add to...

  • Professional Support Lawyer

    7 months ago

    Cape Town, South Africa LexisNexis Legal & Professional Full time

    **Ready to elevate legal excellence?** **Join our team as a Professional Support Lawyer and elevate legal excellence!** **About our Team** LexisNexis Legal & Professional, which serves customers in more than 150 countries with 11,300 employees worldwide, is part of RELX, a global provider of information-based analytics and decision tools for professional...

  • Organisational Psychology Graduate

    2 weeks ago

    Cape Town, South Africa Parvana Strategic Sourcing Full time

    **Client Details**: Our client works with multiple organisations to find a better way to transact. They bring together committed people dedicated to delivering innovative enterprise solutions that help their customers contribute to economic growth. As a vibrant and innovative company, they deliver industry-leading expertise and technology to solve real...

  • Events and Strategic Comms

    7 months ago

    Cape Town, South Africa Energy Capital & Power Full time

    Company Description Energy Capital & Power is the African continent’s leading investment platform for the energy sector. **Job Description**: Energy Capital & Power is in search of a driven and experienced CONFERENCE/PROJECT DIRECTOR to join our dynamic team. You will be the driving force behind developing and managing events, media products, and...

  • Organisational Performance Coordinator

    2 weeks ago

    Cape Town, South Africa O'Brien Recruitment Full time

    As the Coordinator, you will report to the Organisational Performance Lead and provide coordination, operational and project management support to the staff and all programmes and work portfolios managed within the function. You will need excellent planning and organizational skills, a high degree of attention to detail and accuracy, strong communication...

  • Conference Producer

    2 weeks ago

    Cape Town, South Africa Contentive Full time

    We’re looking for a self-motivated, experienced producer with a keen interest in business. Through thoughtful and extensive research, you will build programmes that delight the community; attracts best-in-class thought-leaders while forging key relationships within the profession that will drive the growth of the portfolio and help develop a winning...

  • Senior Organisational Development Specialist

    2 weeks ago

    Cape Town, South Africa City of Cape Town Full time

    Requirements Organisational Development offers an exciting opportunity for an experienced Organisational Development Specialist - An Organisational Psychology degree coupled with a minimum of 5 years professional organisational development experience. - A valid drivers’ licence is preferred Key Performance Areas - Implement processes, interventions,...

  • Organisational Change Manager

    2 weeks ago

    Cape Town, South Africa IOCO Full time

    We're seeking an experienced Organisational Change Manager to lead and coordinate change management efforts for transformative projects and initiatives across the organisation. The OCM will play a key role in ensuring the successful adoption of new processes, securing stakeholder buy-in, and driving the achievement of project goals.You will work in close...

  • Organisational Change Manager

    2 weeks ago

    Cape Town, South Africa IOCO Full time

    We're seeking an experienced Organisational Change Manager to lead and coordinate change management efforts for transformative projects and initiatives across the organisation. The OCM will play a key role in ensuring the successful adoption of new processes, securing stakeholder buy-in, and driving the achievement of project goals. You will work in close...

  • Campus Academic Head

    8 months ago

    Cape Town, South Africa Edustaff Full time

    Top Tertiary Institution looking for an Academic Head for their campus in STELLENBOSCH. **Reporting to** HOD - Teaching and Learning **Requirements**: The successful applicant will meet the following requirements: Minimum of a relevant Master's degree is a pre-requisite, a Doctorate is preferred A minimum of 7 years working experience in the relevant...

  • Senior Officer: Strategy

    5 days ago

    Cape Town, South Africa Western Cape Provincial Parliament Full time

    **Why us** The Strategy & Institutional Oversight Directorate are a team of focused professionals who provide the full range of strategy and institutional oversight services to the organisation. The Directorate requires the services of a Senior Officer: Strategy and Organisational Performance who meets the below criteria and can contribute successfully to...

  • Professional Support Lawyer

    7 months ago

    Eastern Cape, South Africa LexisNexis Legal & Professional Full time

    **Ready to elevate legal excellence?** **Join our team as a Professional Support Lawyer and elevate legal excellence!** **About our Team** LexisNexis Legal & Professional, which serves customers in more than 150 countries with 11,300 employees worldwide, is part of RELX, a global provider of information-based analytics and decision tools for professional...

  • Psychologist: Organisational Behaviour

    2 weeks ago

    Cape Town, South Africa Western Cape Government Full time

    **Job Purpose**: The Department of the Premier, Western Cape Government has opportunities for two suitably qualified and competent individuals to provide a competency assessment service to the Western Cape Government. These posts are based in Cape Town, CBD. **Minimum Requirements**: Masters Degree in Industrial Psychology; Registration as (Industrial/...