FPD provides a macro meeting and events management service with skilled and experienced staff working on state-of-the-art project management systems. We offer our clients a solid partnership on all aspects of events and conference management, guaranteeing the successful roll-out of your project. The organization is well established and recognized in the industry for excellence.
As one of very few conference management companies in South Africa that
operates solely on a professional management fee structure, we always
commit FPD to serving the client’s best interest and to significantly
reduce the operational cost of hosting the conferences by negotiating
the best fees from service providers such as venues, accommodation
establishments, audio visual suppliers etc. often below nett rates.
Our model differs substantially from the traditional PCO services and is unique in South Africa.
FPD offers cash flow support which is aimed at ensuring the
success of the project on a commercial and strategic level.
All of this is done in close collaboration with the
governance (committee) structures of the conference. We do
this by focusing on:
Managing stakeholder relationships including the provision of a secretariat for all governance structures Development of business plans & operational plans Managing all the strategic financial aspects of the project including:
- The budget
An important aspect of our Project Management Model is
ensuring that all commission income reverts to the
conference budget. FPD never accepts any commissions from
suppliers such as hotels, conference venues, etc. Sadly,
this is a common practice amongst PCO's and obviously
increases the conference overhead expenses and subsequently
the delegate fees. FPD is one of very few conference
management companies in South Africa that operates solely on
a professional management fee structure.
We commit to serve the client’s best interest at all times and to significantly reduce the operational cost of hosting a conference by negotiating the best fees from service providers such as venues, accommodation establishments, audio visual suppliers, etc.
FPD operates a custom developed on-line registration system,
acquired from our technology partner, Medical Practice
Consulting (MPC). This advanced delegate administration
software enables FPD to offer the full range of electronic
delegate management services to our clients. This software
product provides a new level of flexibility to our clients
and demonstrates a greater degree of streamlining and cost
effectiveness with the opportunity for delegates to
completely register themselves on-line including the option
of returning, editing their registration data and processing
a Credit Card or EFT payment via PayFast in a fully secure
At an operational level FPD provides the following services:
Our convention planning and co-ordination services include, but are not restricted to the following:
FPD has the ability and experience to organize and manage exhibitions at conferences. To develop floor plans (to scale), draft exhibitors briefing documentation and co-ordinate exhibition set-up. For larger exhibitions, 30+ stands, FPD works closely with a dedicated exhibition management company to ensure the success of this activity. Custom stages, props & draping can be done on request by the client. FPD to liaise with provider for set-up instructions and the brief.
FPD offers the following IT services:
We recognize the importance of audio visual aids and provide the following as part of our technical services:
Information and communication technology (ICT) management:
We have an in-house Communication Department who are trained and used specifically for the design work necessary throughout the conference contract. They work at functionally developing:
We provide special event security personnel for access
control & disaster management as well as static security
(overnight) for exhibition and equipment.
Managing and coordinating the activities of the contracted security and access control supplier we ensure:
The FPD Travel Bureau is structured to provide a full travel
and destination management service to conferences at the
highest international standards and most competitive
We have established a professional working relationship with suppliers and service providers throughout South Africa over the years and this guarantees quality, cooperation and commitment to our events.
Through our IATA licensed ASATA accredited partner we will make flight reservations on all airlines throughout the world using the Galileo global distribution system as well as the internet direct booking facilities. Flights will be offered based on the client’s criteria including price, schedule and flexibility requirements.
Confirmations of all reservations are sent immediately. Tickets are generated electronically, and boarding passes are available for collection in good time prior to departure.
We will also give advice on and assistance with travel formalities such as passports, visas, permits and insurance. The Consultants have over 200 years of experience between them are highly skilled professionals.
We have a strong track record for providing accommodation for delegates and participants and this is based on many years of contracting room allotments, negotiating for the best possible rates, providing an online booking facility and responding swiftly to customer requests.
A range of accommodation to suit all budgets from deluxe hotels to budget lodges and guesthouses will be at provided within easy access to the meeting venue and a description of each establishment will be posted on our website to allow participants to exercise their personal choice.
Confirmations are sent to all guests who have booked and exchange vouchers are issued upon receipt of the appropriate payment.
Airport transfers will be arranged for participants arriving from international destinations or other cities in South Africa to allow the people a swift and efficient service to their place of accommodation.
This service guarantees a reasonable price and a booking facility is offered online.
We can arrange shuttle transport between the appointed hotels and the meeting venue if required so that delegates can reach their selected sessions in good time.
Schedules will be printed and made available in delegate satchels and at the venue and hotel reception desks.
Pre and Post congress Tours:
These will be structured and made available to enhance the visitors experience in the relevant city and within South Africa.
Using only the finest, registered tour operators with quality guides and modern comfortable coaches we offer a wide range of itineraries to suit all tastes for short half day tour through to extended comprehensive overland trips.
Our tours include content of geographical, historical, cultural and social interest and guarantee the visitor an experience that will be both enjoyable and memorable. Whether it is a city tour of Cape Town or Durban, a safari in the Kruger Park or a private reserve, a trip to a wine farm or up Table Mountain, the historical battlefields of Zululand or many of our other splendors, we assure you a friendly, visual and informative excursion.
All tours will have full itineraries published on the website and secure online booking facilities will be available.
Negotiations for room rates and complimentary rooms at net rates are done and transfers from the airport, hotel or conference venue can be organized.
Flight reservations are organized and possible daily activities and tours are prepared for attendees and accompanying persons.
Entertainment can be arranged for the opening of the
conference and for special functions.
Social events management:
FPD is able to match the clients objectives and desired outcomes of reaching the target audience through a well planned and structured communications/marketing strategy. The communications strategy will clearly identify key objectives and will include communication tools to support business strategies and to meet these objectives.
FPD co-ordinates the local and international exhibition and
sponsorship component of conferences which includes drafting
sponsorship and exhibition marketing material as well as
conducting resource mobilization through the procurement of
sponsorships and exhibitions.
The setting of sponsorship targets and determination of fees and sponsorship benefits will be compiled in conjunction with the client