Catalyst Events

BACKGROUND

Please describe your company and position.

I am the Project Manager of The Tribuo fund

Describe what your company does in a single sentence.

Tribuo raises funds to serve as a lasting resource to everyone in the performing arts ecosystem across South Africa and various projects are launched to empower and create jobs for a sustainable future.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Catalyst Events to accomplish?

• Set-up for the event
• Manage everyone and everything in person at the event.

SOLUTION

How did you find Catalyst Events?

Referral

Why did you select Catalyst Events over others?

• Close to my geographic location
• Pricing fit our budget
• Great culture fit
• Good value for cost
• Referred to me

How many teammates from Catalyst Events were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

The Catalyst team delivered exceptional support in planning and executing our summit. Key deliverables included:

A fully managed guest list, invitations, and RSVPs
A finalized agenda and program schedule aligned with our directors’ vision
End-to-end speaker management, including negotiations, profiles, travel, and accommodation
Venue coordination at Stias, including menu approvals and technical setup (sound, lighting, screens)
On-site branding, photography, name tags, and gift bags prepared with attention to detail
Seamless event-day management with student assistants, entertainment, and technical oversight
Post-event follow-through with budget reconciliation, thank-you notes, and a comprehensive outcomes report
The result was a professional, well-coordinated event that exceeded expectations, with every detail handled from planning to post-event reporting.

Description of scope of work in detail: 

Before the Event:

* Compile guest list and finalize with Tribuo directors

* Have invitation email, design, wording, and RSVP date approved by Tribuo directors

* Send invitations and manage RSVPs

* Finalize agenda in consultation with Tribuo directors

* Invite speakers and negotiate fees

* Obtain speakers’ photos and profiles for presentations on venue screens

* Book flights and accommodation for speakers as well as shuttles

* If required – manage media releases, publicity, and social media posts

* Visit the venue  – ensure everything is in place and approve menus

* Arrange technical aspects (sound, lighting, and screens for agenda/speaker visuals)

* Arrange photographer

* Determine final attendance numbers and confirm with venue

* Design and print name tags; place in pouches

* Order and prepare gift bags

* Retrieve branding from storage and arrange setup

* Arrange student team for reception assistance

* Arrange entertainment for Friday evening dinner

During the Event:

* Oversee and manage all setups, including assembly and testing of sound and lighting

* Supervise logistics and ensure smooth operations throughout the summit

* Coordinate with venue and technical staff as needed

After the Event:

* Manage budget and complete financial reconciliation

* Safely store generated materials (photos, recordings, documents)

* Send written thank-you notes

* Prepare and submit final report on the summit’s progress and outcomes

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The smooth flow of the event was evident and the feedback form filled in by attendees. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

They responded quickly and professionally. They were very friendly and did not stress. Came up with solutions for possible challenges with no problems. 

What was your primary form of communication with Catalyst Events?

• In-Person Meeting
• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Their youth, passion and enthusiasism. 

Are there any areas for improvement or something Catalyst Events could have done differently?

No, we were very satisfied with everything.