Seatingplan is transforming the role of Professional Conference Organiser’s (PCO) from one of logistical management to that of Partner, anticipating and fulfilling your requirements to the highest standard. Our one-stop-shop approach will save you time, money and loads of paperwork.

Whether you are hosting a national or international conference, Seatingplan understands how important delivering a truly innovative and memorable conference is for you and your organisation. With our group of experienced and creative professionals, we will work with you every step of the way, acting as both your dedicated mentor and partner.

Once onsite, we welcome you to relax and enjoy your own event, leaving the behind-the-scenes worries to us.

Using our team of professionals, you will be able to take advantage of our local and in-depth knowledge that your conference deserves. When mapping out your conference, you will be able to draw on our experience to ensure that your delegates are easily able to navigate through the program and sessions.

Leveraging our local contacts, we will ensure the planning and execution of a flawless event that meets your budget as well. As part of the Seatingplan family, you have access to all of our services, which means that with one phone call, all of your requirements can be fulfilled.

Seatingplan is SAACI accredited.

This is what we will do for you:

 Venue Selection

With our in-depth knowledge of venues, we will select 3 venues that can comfortably accommodate your guests, provide the right size meeting rooms and fulfil the diverse dietary requirements – all this, within your budget!

We will take you to you visit these venues, making sure that you have up to date and first hand knowledge of the venue.

Seatingplan will negotiate the best possible rates and services for your conference

During your conference, we will ensure that the venue meets all aspects of the planning and that they provide top-notch service and responsiveness throughout.

Adminstration and Finance

Invitations and teasers (either hand-made bespoke or electronic)

Onsite representation to ensure the smooth flow of events during your conference

– Registration of delegates / group check in

– Welcome notes / compiling and distribution of information packs for delegates

– Name badges and lanyards / Programme of Events

– Sourcing of delegate gifts / facilitating room drops


Ascertaining technical requirements relevant to each venue and facilitating:

Sound / lighting, / screens and special effects


Artists – live bands an acts




Speciality acts

Social / Teambuilding / Excursions

Conceptulise, arrange and co-ordinate special gala dinners and theme evenings

Arrange teambuilding activites to enhance the theme of the conference

Manage hospitality desk and arrange progamme and private excursions for delegates and spouses/partners

Travel Service

Arranging of flights and ground transfers to and from the conference.


Handling delegate feedback

Thank yous – guests / supppliers

Account reconciliation and final payments to suppliers

Overall conference management from end to end