Events With Perfection

What Should You Look for When Choosing an Event Management Company?

• Hire professionals with a proven track record
• Look for a creative and innovative company
• Make sure they understand your budget and needs
• They are equally enthusiastic about your event as you are

thoughtFIRE has established itself as one of the leading event management companies in South Africa. thoughtFIRE works nationally and internationally and prides itself in its administration, creativity and turnaround time. The company is owner-managed by Pravina Coombs who has had many years of experience in the industry and is dedicated to running all types of events to perfection. Coombs is supported by a team of professional staff who all have much energy and passion in ensuring that their clients' expectations are exceeded. High quality client-centred service is at the heart of the business.

Over the last 29 years, thoughtFIRE has managed hundreds of events with skill and enthusiasm, including conferences, banquets, seminars, exhibitions, live events, and specialised meetings to name a few. thoughtFIRE is also a public relations consultancy so the team can manage all marketing and media relations as well as overall project management services. This includes the design, print and production of logos, announcements and media releases, invitations, posters, programmes and other conference and event related material.

"We are fortunate to have a loyal client base" says Coombs, "and this is key to the strong foundation we have built with our clients over the years". The company's client base ranges from private individuals to associations, NGOs, Government and corporate entities. The number of attendees/delegates hosted ranges from 10 to over 10 000. Recent clients include African Renaissance, SAICA, Businesswomen's Association, 3rd International Brics Festival, Durban Film Office, ABSA, HBZ, Sita GovTech, SATN International Conference - 4th Industrial Revolution and Edison Power. The highlight of last year was the Investment Drive to the United Kingdom.

The team at thoughtFIRE spends every day organising events. Consequently, they have great knowledge of the meticulous logistics required when planning an event and their attention to detail is impeccable.

Event logistics includes managing complex and large delegate databases covering travel, accommodation, catering, registration, sourcing of guest speakers, conference packs and event day logistics. Having the services of reliable vendors and suppliers is crucial to the overall success of any event. thoughtFIRE has a strong network of solid connections which includes a variety of people and service providers ranging from only the best, including audio-visual companies, décor providers and musicians to the most unique or the biggest and most suitable venue in the city.

"Our clients benefit from cost-saving, preferential rates and our strong relationships with our suppliers", says Coombs. The best rates will be negotiated to assist the client with their budget and ensuring the success of the event. Of importance is that thoughtFIRE will help you choose a venue that will not only meet your budget but your goals for your event. Venue selection can affect attendance, sales, as well as image and brand value, so careful selection is required. thoughtFIRE understands the need for companies to reduce costs and you may leave the running around for detailed quotes to them. In order to maximise on available resources, thoughtFIRE also offers an advisory service.

The team at thoughtFIRE will brainstorm with you to develop a comprehensive project plan which is continuously updated and used to manage and guide the event as it unfolds. thoughtFIRE thinks out the box and ensures that your event is designed to suit your every need. Project tasks will be identified and defined to ensure that they are executed within given timelines, while keeping your budget in mind. Regular meetings with clients are scheduled in order to ensure that high quality outcomes are realised. A final closing report will be prepared after each event.

Risk management is always a concern and thoughtFIRE is able to advise the do's and don'ts. The team will advise you with regards to liability insurance, contingency plans and any other concerns.

Services
A comprehensive list of our services will assist you in making the right choice.

• Concept and Design
• Management of Databases
• Venue Liaison/Coordination/Management
• Public Relations and Media
• Preparation of Conference and Event Packs
• Transport and Accommodation Booking Service and Management
• Registration Services
• Expenditure Control and Budgeting
• Speaker Management
• Sponsorship Management
• Administration - including web site design/maintenance for events
• VIP Security and Protocol

How Do We Charge?
Option One - No Charge - you will still obtain a much better rate through thoughtFIRE

Option Two - A Project Management Fee

thoughtFIRE will manage the entire conference, event or PR campaign from conception till end. A customised package to suit your exact requirements, dependent on the services required will be prepared. thoughtFIRE prefers to start with a brainstorming session to better understand the event or conference before we get started - we make the most fabulous cappuccinos!

Have an Event in Mind and Need a Venue?
Give thoughtFIRE a call and you will receive a listing of suitable venues to host your conference or event. They will scroll through the mass of venue quotes, menus, service providers and provide a concise and easy to understand 'thoughtFIRE enquiry'.

In addition, thoughtFIRE can source your décor, entertainment, audio visuals, handle all the venue logistics, prepare an event plan and check up on the event to make sure all is running 100%.