Fidex Conference Services East Africa organises and manages your conference pro-actively – from beginning to end. Take advantage of our experience. Our professional team will organise, coordinate the logistics and deliver your conference or meeting- with outstanding service and passion for detail.

Below please find a detailed list of our services to meet your expectations for a successful conference. Don’t hesitate to get in touch with us incase you have a requirement that is not on this list. We will advice you to come to a solution.

Pre-conference planning and needs management

We discuss with you which needs you have for your conference and discuss the pre-conference process.

  • Conduct research and a needs assessment for your conference
  • Manage the planning process
  • Hold regular meetings with the organising committee and report regularly about the process.
  • Manage the timeline towards the time of the conference

Venue selection

We match your conference needs with the venues that can best meet your needs.

  • Conduct site inspections of proposed venues and hotels
  • Check your needs with the proposed venues and hotels

3rd party supplier identification en management

We identify additional suppliers such as translation services, printing, executive public address system, catering, decoration etc. as needed

  • Identify and vet the range of required 3rd party suppliers
  • Contract negotiation with 3rd party suppliers
  • Brief and ensure fulfilment of professional obligations
  • Manage 3rd party suppliers on site


We source and manage the accommodation that suits the needs of your conference.

  • Identify suitable accommodation
  • Negotiation of rates with preferred accommodation
  • Discuss terms and conditions and favourable cancellation terms
  • Manage group bookings
  • Prepare rooming list and manage payments, changes and special requirements.


We handle all transportation for delegates to and from the conference venue and hotel.

  • Coordinate transportation services at the airport, hotel, venue etc.
  • Handle transportation needs for individual participants and groups during and after the conference.
  • Meet and assist delegates
  • Arrange for VIP services
  • Arrange for security services

On-site management

We provide complete on-site logistical services during the conference.

  • Manage registration desk
  • Coordinate set up of conference room
  • Manage information and travel desk
  • Manage venue, hotel and all 3rd party suppliers
  • Coordinate all VIP security and protocol needs
  • Manage any conference room configuration changes

Manage audio-visual, technical and translation support

  • Brief and contract suppliers
  • Manage suppliers on-site

Tours and special events

We design social and exciting programmes to enhance your conference. And we offer pre- and post conference tours in East Africa.

  • Design and manage welcome receptions, gala dinners, cocktails, excursions, social responsebility tours etc.
  • Develop an interesting family programme that will encourage delegates to include their families in their conference travel plans
  • We offer day trips, excursions and safaris for individuals or groups