Coupled with our air travel, accommodation, car rental and shuttle services, and backed by a solid network covering ALL fields of expertise, Hatfield Travel highly skilled and experienced Events Management Team offers a fully comprehensive, all-encompassing conference, event, workshop, team building, functions and special events service, fully providing in its need for venues and facilities, catering, equipment, entertainment, accommodation, parking and any other services required within this field of service delivery, irrespective of size and nature.

This specialist service showcases what Hatfield Travel is able to do in its promise of complete, professional and personalised service to all its travellers, guests and visitors.

We have successfully managed events for groups, delegates and guests/VIP ranging in group size from as little as two, through to as many 5 000 individuals, encompassing all conceivable services. This includes all transport from points of origin throughout South Africa all the way through to the event venue and back. This was also done successfully on and international level with many delegates and guests making use of our traditional travel services to attend international conferences.

To best showcase our contribution to the successful hosting of your special event or function, we present a list of what is available at any venue of your choosing:

Service listing

General Services

• Air travel reservations & electronic ticketing as and when required for
  general air travel as required
  Travel arrangements specific to relevant conferences and events as required
• Accommodation reservations
• Airport & VIP lounge reservations
• Car hire reservations
• Chauffeur drive / Airport transfers / Shuttles
• Courier services & unaccompanied baggage
• Foreign exchange
• Group reservations & team building
• International driving permits (AA)
• Leisure travel services
• Meet & greet / Security escorts / VIP protocol
• Mobile phones & telephone cards
• Passport & visa applications
• Rail / Ferry / Coach reservations
• Theatre & restaurant bookings
• Tour packages
• Travel insurance & health requirements and advice
• Voyager reservations & ticketing
• 24-hour support on all services

Services relating to MEETINGS, WORKSHOPS, CONFERENCES AND EVENTS

• Meetings, incentives, Conferences & Events (this area is vast, but we include a list of many of the available services private, corporate, government, international associations and more)
• Airport & physical security
• Conference co-ordination
• Conference guest relations
• Conference theme conceptualisation and branding
• Database compilation, management and RSVP's
• Key activities [opening, closing ceremonies etc.]
• Media centre & press briefing room
• Personnel supply of all additional staff as dictated to by the event
• Publicity and media
• Setup of physical conference facilities to specification and protocols where applicable
• Simultaneous interpretation facilities
• Sponsorship support
• Spousal and accompanying persons programmes
• Technical and IT for all venues
• Transport service invoicing and payments
  

For smaller scale conferences, service might typically include any combination of the following:

• Accommodation reservations
• Administrative support
• Air, road and rail transfers to conferences as determines my the nature of the event
• Airport meet & greet services as required
• Car (self drive or chauffeur driven) and limo hire
• Catering (indoor & outdoor) (Halaal/ Kosher/ Vegetarian/ any specific requirements. For larger events where children are involved, nutritional meals are worked out by professional dietitians)
• Certificates (Design / Print / Frame)
• Conference & event management (both on and off site)
• Conference recording (video, voice and transcription)
• Corporate gifts and branding
• Event conceptualisation and branding
• Data base management and RSVP's
• Decor from basic dressing to full theme
• Entertainment: Master of Ceremonies/ Guest Speakers/ live music/ performers and artists
• Equipment Hire (laptops / data Projectors / copiers etc)
• Event conceptualisation and branding
• Event Script Writing
• Exhibitions and set up of shell schemes to event specifications
• Flights (regional, national and international) and chartered flights
• Graphic design (branding & printing of all items related to the event)
• Industrial theatre
• Information and hospitality desks at larger conferences and events
• Invitations and full RSVP service
• Marquee Setup
• Medical services if required and also depending on the nature of the event
• Motivational speakers / MCs
• Multimedia (filming & photography)
• Room drops
• Safety and security
• Sound, stage & lighting
• Sourcing of venues for any type of event or function
• Spousal programmes during larger events and conferences
• Stage management
• Support staff
• Team building
• Translation and simultaneous interpretations
• Transfers and transport (Car / Bus / Shuttle)
• Trophies, medals, T-shirts / Caps / Clothing (corporate and event-specific) and other advocacy material
• Venue selection, reservation, procurement and management
• VIP protection services as required
• Website development and management according to requirements
• Youth camps
  

As is clear from this presentation, our fully comprehensive conference and events management services coupled with those of a full service travel management company is complete, alleviating the necessity to call on other service providers when building these conferences and events.