The Wild Coast Sun Conference Centre provides a great variety of functions, ranging from a boardroom meeting for 20 delegates, conferences for as many as 680 delegates and formal dinners for up to 624 guests
The Convention Centre consists of 11 venues, two pre assembly areas, a vast lawn area and the 680 seater
Tropical Nites Auditorium
The Tropical Nites Theatre: The 680 seater auditorium is designed to allow for a multitude of specialised events. Tropical Nites has been used for events such as product launches, theatrical presentations, international conventions, fashion shows and dance shows.
Venues
All rooms are equipped with wall to wall carpeting, air conditioning and independently controlled light switches and dimmers and telephones. All divider walls are soundproofed. The Wild Coast Sun has the necessary PA, sound and AV equipment to run a conference. However, should specialised equipment be required, this can be hired on behalf of the conference.
Additional venues on the Wild Coast Sun complex are utilised for conference groups in order to allow for additional variation and to allow the conference guests the opportunity to make full use of the resort.
The conference centre is supported by a team of highly experienced, professional technicians and co-ordinators.
Kingfisher Ballroom (A&B)
This sub – divisible venue provides for conferences, banquets and cocktail parties. This venue has facilities providing for the hanging of both lighting and backdrops, making this an ideal venue for theme evenings.
Egret 1 –5
This venue with numerous division configurations is ideal for a variety of events ranging from breakaways to conferences of varying sizes to dinners.
Wagtail/Hornbill/Sunbird (8, 9 & 10)
This venue is small but makes full use of the natural light, having full length windows along the sea facing wall. This venue is utilised for most conference and banquet related events ranging from small dinners to boardroom type conferences
Equipment
The standard equipment that is provided in each venue includes the following:
- Pull down FP screen (3M x 4M)
- PA system and line mic
- Flipchart and pens
Additional equipment such as video/data projectors, radio microphones, lapel microphones and multi national video machines are also available and charged for accordingly. Specialised equipment such as moving/intelligent lighting, effects, video recording and certain audio editing can also be arranged. In this instance prior arrangement is essential.
The Banqueting department also provides faxing and photocopying services, menu printing and flower arrangements.
Group and Convemtion Guidelines
Catering: It is the policy of the Wild Coast Sun to provide all food and beverage requirements for our guests. Guests are therefore not permitted to bring food or beverage onto the premises for any catered function or at any other time. Food and beverage items are not subject to discounts of any nature. Should the numbers of your group change by within 10%, these changes are to be advised at least 48 hours prior to the event. Should the number change by more than 10% the hotel needs to be advised of this seven days prior to the event.
Conference services
All venues are equipped with telephone and facsimile lines. Timeous notification of requirements is necessary. Convenors may provided their own facsimile machine, or these can be hired from us. Telephone calls are charged to your account via the Tel Tag System.
Flowers
An in-house florist is available to undertake flower arrangements meeting your requirements.
Kosher Catering
The Wild Coast Sun does not have facilities on site to cater for kosher meals; however, these meals can be arranged through a recognised kosher caterer. Consequently, prior arrangement is essential. All Kosher charges will be for the groups account.
Halaal Catering
The Wild Coast Sun does cater for Halaal delegates
Themes: A range of themes are available with corresponding menus. The banqueting manager and co-ordinators can assist with any special requests in this regard.
Group Check – in Procedure
The official hotel check -in time for groups is 16h00
Group Check – out Procedure
Check out time is 11h00. Luggage storage facilities are available for late departures.
Room Drops
The Wild Coast Sun divides room drops into two categories, these are unsupervised and supervised room drops. Two weeks prior notice is required. An unsupervised room drop is on item per room not exceeding 30cm x 30cm and no more than 500g in weight. This is placed in the room at turndown. Supervised roomdrops are all items exceeding the above, at specific times, personalised etc.
Signage and Banners
Banners may be erected at the main entrance to the resort provide the group is the sole check in group on that day. A banner support pole exists which is 4m long and the advised drop is 2m.
Conference Venues
Function Rooms: Function rooms are assigned according to the number of guests and the nature of the conference. Management reserves the right to re-assign venues and inform the client accordingly.
Any damage or loss caused by a group or members of a group will be charged to the group.
Function room turn – around constraints and related charges will be negotiated with the individual client, depending on the nature of the function and the venue being used
Venue Hire
The policy of the Wild Coast Sun is that should the group be in excess of 100 guests, and more than forty rooms, the main conference venue will be free of charge. Any additional conference venue utilised will be charged according to the prescribed pricing as published.
Exhibitions and Displays
All areas within the convention centre can be utilised for exhibitions. The areas assigned are dependent on the configuration of the exhibition. The usual size of stand is 3m x 2m and the height of the stand is dependant on the location within the centre. All exhibition plans are subject to the approval of the Chief Fire Officer.
Labour
Labour charges are levied for casual staff should they be utilised for non-Wild Coast related activities. These staff would have to be paid directly by the conference organisers.
Security
The Wild Coast Sun utilises an outside security company should any additional security related services be required.
Walls
No nails, double sided tape, prestik or any other type of fastener or adhesive may be stuck on the walls of the convention centre. Posters and banners may be erected at the discretion of the Banqueting Manager.