How to plan a corporate conference in Africa: a step-by-step checklist

Six months out: objectives, budget and venue

• Define the purpose and target audience of the conference.
• Set a budget covering venue, catering, AV, travel, marketing and technology.
• Shortlist and book a venue that fits your expected attendance.
• Decide whether registration will be free, paid or invitation-only.

Four months out: programme and speakers

• Draft the agenda and confirm keynote speakers.
• Approach sponsors and exhibitors.
• Publish the event page and open registration.

Two months out: delegates and logistics

• Review and approve registrations regularly.
• Arrange hotel blocks, transport and visa support letters if needed.
• Set up B2B meetings if networking is a goal.

The final two weeks

• Close approvals and print badges and lanyards.
• Brief the registration desk and test the check-in scanners.
• Send delegates a reminder with their QR pass and the final agenda.

After the event

Collect feedback, export attendance and engagement data, and send a post-event report to sponsors and stakeholders within two weeks.

Do it all from one platform

Karibu by Cara covers registration, approvals, speakers, agendas, meetings, badges, check-in and reporting in one place, so your team follows this checklist without juggling tools.

Frequently asked questions

How early should we open registration?

For most corporate conferences, three to four months ahead gives delegates time to plan travel and approvals.

Should the conference be free or paid?

Paid registration generally reduces no-shows; free or invitation-only suits stakeholder and client events. Karibu supports all three.

What technology does a conference need?

At minimum: online registration, confirmations with passes, check-in and basic reporting. Larger events add agendas, matchmaking and analytics.

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