Meetings March/April 2016

miceplanner.net

MARCH/APRIL 2016 • Issue 66

JOHANNESBURG EXPO CENTRE

Africa’s leading venue

Are your events Generation Y compliant?

5

QUESTIONS

to ask to ensure the best Wi-Fi for your next conference or event

BUILD IT AND THEY WILL COME All you need to know to have a successful exhibition

BIG INTERVIEW We have all the features we believe set us apart from any other conference venue in South Africa.

We believe, without doubt, that we have put the needs of event planners first. ” Century City joint CEOs Gary Koetser and Glyn Taylor

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MARCH/APRIL 2016 miceplanner.net

T AND END WITH EXSA MEMBERS

MARCH/APRIL 2016 • Issue 66

HE POWER OF EXHIBITIONS:

FACE-TO-FACE IS SIMPLY BETTER

JOHANNESBURG EXPO CENTRE

Africa’s leading venue

Are your events Generation Y compliant?

5

QUESTIONS

to ask to ensure the best Wi-Fi for your next conference or event

BUILD IT AND THEY WILL COME

EXSA is recognised internationally as the voice of the exhibition industry in Southern Africa.

All you need to know to have a successful exhibition

Members are comprised of Organisers, Venues and Suppliers.

Make sure you use an EXSA member for all your exhibition and event’s needs.

EXSA is always available with help and advice.

BIG INTERVIEW We have all the features we believe set us apart from any other conference venue in South Africa.

We believe, without doubt, that we have put the needs of event planners first. ”

www.exsa.co.za

Century City joint CEOs Gary Koetser and Glyn Taylor

ciate Members: R50.00 (incl. VAT)

ON THE COVER Leader of the pack The Johannesburg Expo Centre, South Africa’s largest purpose-built exhibition and events venue, is the leading venue of its kind in Africa

08 Build it and they will come FOCUS ON EXHIBITION STANDS

20

BEST PRACTICE

ABCs of Wi-Fi

For more, turn to page 4

FOCUS ON EXHIBITION STANDS 08 B uild it and they will come Want to know what’s

10 S tand building 101 Carol Weaving on the importance of well-decorated, quality stands

11 Build green Heather Hook takes a look at three major, sustainable stand trends

12 To exhibit or not to exhibit Katherine Gunningham explains how to get the most bang for your buck

27 BOUNCE INC

FEATURED SERVICE PROVIDER

FEATURED SERVICE PROVIDER 27 BOUNCE INC Taking team building to new heights

DESTINATION 31 Fancy a bush conference? We put a spotlight on Limpopo and Mpumalanga

15 Four reasons to exhibit Sue Gannon tells us why

FEATURED VENUES

THE BIG INTERVIEW 18 Ahead of the trends Peermont’s Mark Jakins is a trend spotter and experienced business forerunner

32 54 on Bath Luxury in the heart of Rosebank 33 Riverside Sun Down by the riverside 34 Garden Court Polokwane Meet in Polokwane

BEST PRACTICE 20 ABCs of Wi-Fi Karmen Vladar on ways to ensure the best Wi-Fi for your next conference or event

22 Proving your professional ability Helen Brewer on why it is important to have a portfolio of evidence

24 Keeping your cool Terry Sutherland has six tips

35 Emnotweni The Lowveld's gem

TALKING POINTS 36 SAACI Connections mean everything 36 AAXO Association has finally launched 37 Event Greening Forum Beware of greenwashing 37 AIPC Security demands a joint effort

to help with stress management

26 Age of the millennial Sue Marillier on how to make your events Generation Y compliant

REGULARS 03 Ed’s Letter Confessions of a former fatty 06 Tidbits Must-know minutia

The Planner

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miceplanner.net for daily news

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hip and happening in shell scheme and stand trends for this year? Look no further

@miceplanner @miceplanner

28 S ound Bites Sandton Convention Centre’s James Khoza

29 20 Questions USB’s Paul McConnon 38 Miss Meet Be the change

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PLANNING YOUR NEXT INCENTIVE TO SOUTHERN AFRICA:

BUCKET LIST TEMPTATIONS WHAT THE EXPERTS KNOW: DEALING WITH INCENTIVES LOCAL IS LEKKER: DON'T BREAK THE BANK WITH THESE IDEAS

WHAT'S INSIDE 03 Dealing with incentives John Fisher on ways to ensure successful incentives

04 Local is lekker Local incentive programmes are proving popular. We share our top incentive venues

06 Bucket list temptations Henk Graaff on unique and authentic experiences in Southern Africa

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ED'S LETTER Publisher Elizabeth Shorten Editor Martin Hiller (martin@3Smedia.co.za) Head of Design Beren Bauermeister Contributors Zoe Broad, Geoff Donaghy. Helen Brewer,

John Fisher, Sue Gannon, Henk Graaff, Katherine Gunningham, Heather Hook, Adriaan Liebetrau, Sue Marillier, Karmen Vladar, Cindy Wandrag and Carol Weaving Chief Sub-Editor Tristan Snijders Sub-Editor Morgan Carter

of a former fatty

Client Services & Production Manager

Antois-Leigh Botma

Digital & Marketing Manager Philip Rosenberg Production Coordinator Jacqueline Modise Financial Manager Andrew Lobban Administration Tonya Hebenton Distribution Manager Nomsa Masina Distribution Coordinator Asha Pursotham

Advertising Ruth Baldwin +27 (0)11 233 2600 ruth@3smedia.co.za

PUBLISHED BY No. 9, 3rd Avenue, Rivonia, Johannesburg PO Box 92026, Norwood 2117, South Africa Tel: +27 (0)11 233 2600 Fax: +27 (0)11 234 7274/75 www.3smedia.co.za Meetings March/April 2016 © Copyright.

All rights reserved 2016. theplanner.net SUBSCRIPTION R300.00 per annum (incl. VAT) | subs@3smedia.co.za ISSN 1684-9264 NOTICE OF RIGHTS Meetings is published bi-monthly by 3S Media. This publication, its form and contents vest in 3S Media. All rights reserved. No part of this book, including cover and interior designs, may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any information storage and retrieval system, without permission in writing from the publisher, nor be otherwise circulated in any form of binding or cover other than that in which it is published and without a similar condition being imposed on the subsequent purchaser.

The authors' views may not necessarily reflect those of the publisher. While every precaution has been taken in the preparation and compilation of this publication, the publisher assumes no responsibility for errors, omissions, completeness or accuracy of its contents, or for damages resulting from the use of the information contained herein. While every effort has been taken to ensure that no copyright or copyright issues is/ are infringed, 3S Media, its directors, publisher, officers and employees cannot be held responsible and consequently disclaim any liability for any loss, liability damage, direct or consequential of whatsoever nature and howsoever arising.

ENDORSED BY

MEMBER OF

I

LOVE FOOD. So much so that, at one stage, my size 40 pants were bursting at the seams. Of course, I knew that this was a problem. But, when those plates of deep-fried prawns were put in front of me at the many cocktail parties I attended, that little voice in my head told me, “You can start your diet on Monday.” And, of course, I believed it.

I will not bore you with the full story on how I stopped listening to that voice and shed the kilos.

The short version works just as well – landed in hospital with my appendix about to burst, had an Oprah “Aha!” moment, joined Weighless, started running, lost 26 kgs.

ENOUGH WITH THE CARBS That was the easy task. The real challenge is now keeping the weight off. I am constantly attending meetings, events and conferences where I am faced with crumbed, deep-fried and carbfuelled fare. Where are the crudités? At one point, I was bringing my own lunch to conferences.

Now, don’t get me wrong, I don’t just live off celery sticks. I still have my cheat days – a man has to eat, after all. All I want is different options. As event planners, it is important to understand the needs of the delegates attending your functions. Gone are the days when you had to just think about halaal, kosher and vegetarian dishes. Today’s delegates are banting or following popular eating plans such as macrobiotic and flexitarian.

THE AGE OF THE MASTERCHEF Adding to the rise of healthy eating is that people have become a lot more aware about food and ingredients from all the cooking shows. They want to ask questions and see for themselves what is on offer. This means that the buffet of chicken and roast beef with potatoes and veggies will leave a bitter taste in delegates’ mouths.

IT’S ALL ABOUT THE FLAVOUR According to Kim Roberts of the forum, with drought and food-shortage conditions, as well as rising food costs, chefs and caterers are going to have to think out of the box. “In 2016, food will become more about flavour and less about the geography of where it comes from,” she says.

FOOD STATIONS AT EVENTS Besides wanting healthy and flavoursome options, delegates crave interactive experiences during lunch and breaks. According to Kim, “Food stations allow people to experience different tastes, dishes and engage with chefs. They also alleviate queues, allowing guests more time to network.”

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THE GOLDEN RULE Catering is one of the factors that can make or break your event. You don’t want people leaving hangry (for those not part of Generation Y, that’s hungry and angry). My advice: if you’re not going to eat it, don’t serve it.

Time to snack on a carrot.

Until next time,

Martin

COVER STORY

LEADER of the pack

The Johannesburg Expo Centre (JEC), South Africa’s largest purpose-built exhibition and events venue, is the leading venue of its kind in Africa.

O

FFICIALLY RECOGNISED AS one of the top exhibitions and events venues in Southern Africa, the JEC has been the recipient of numerous awards over the last year, including the highly coveted Diamond Arrow Award at the latest PMR.africa Business Excellence Awards Ceremony, which took place in August 2015.

Considering that, over the past 30 years, the JEC has been on a consistent world-classstandard delivery streak, the number of awards racking up is really no surprise.

Craig Newman, CEO, JEC, takes great pride in knowing that his venue consistently delivers to a world-class standard and the varied needs of its clients. “We have a diverse portfolio of clients gracing our halls each year and our main objective is to deliver an experience that has them returning for the next event.

The greatest compliment is when a satisfied customer wishes to work with us again” he says.

GOING GREAT GUNS Glowing testimonials from their clients speak volumes. Bibi Burness, organiser for the South African Breweries Extravaganza, is one such client. “Our event took place seamlessly and the team at the JEC was an absolute pleasure to work with. It’s a welldesigned, world-class venue that is perfectly suited to hosting large crowds of people.

We won’t hesitate to return,” she says.

“We were delighted to introduce China Sourcing Fairs to the JEC,” says organiser JEC CEO Craig Newman Wendy Lai. “It was

4 • MEETINGS l MARCH/APRIL 2016

the ideal venue for this unique brand, not only meeting all of our requirements but those of our exhibitors and visitors as well. It makes all the difference when you know that your event is in capable hands.”

Unlike any other venue, the JEC has the capacity, expertise, experience, resources and strategic partnerships to host an event of any description. The ability to change with the economic climate these days, and thinking out of the box, can be risky, but there comes a time when the old methods are no longer feasible.

Being versatile and able to adapt is what keeps the JEC thriving. “The nature of our work is attracting clients with shows that challenge us, and we want to prove that we can keep pushing the bar. No event is too different, too large or too complicated for us,” states Craig.

TAKING THE LEAD Finally, Africa as a whole is taking its place at the helm of the global exhibitions industry as a sought-after destination to host international events. From venues to suppliers, we are ranking at the top of the log – and that is a credit to institutions like the JEC, and their ability to showcase some of the biggest events within Africa.

In 2015, the JEC hosted, among others, the Old Multual Soweto Marathon, which saw visitors and runners from the four corners of the globe travelling to Johannesburg to compete in this world-class race.

They also hosted a large number of trade shows from Building Material Machines, Construction Vehicles and the International Trade Fair for Construction Machinery. The sheer size of the venues required to host these types of events is daunting but, with its award-winning reputation and ability to deliver, the JEC is a

"We will always look to improve our service offering so that our clients never experience anything less than the very best."

sought-after destination for such events. “To remain competitive, step outside of your normal duties,” Craig says. And the JEC does just this.

KEEPING THE PACE For the third year in a row, the JEC has been selected to host Ultra South Africa, the worldrenowned EDM music event that takes place over two days every February in Johannesburg. “The inaugural festival provided timeless memories and, last year, we were able to raise the bar even higher with the help of a very professional venue and team,” says Russell Faibisch, founder,

#JEC

10

producer and CEO of Ultra Music Festival and Ultra Worldwide. “We plan to grow the event in this country for many years to come so that Ultra South Africa becomes a destination festival.

There may not be a more fitting location for Ultra in South Africa than the JEC.”

GOING THE DISTANCE Over the years, the venue has kept pace with the remarkable growth of the local exhibition and conference industries, evolving into a worldclass facility that offers exhibitors, visitors and delegates a first-rate experience.

And, in addition to positioning itself as an exhibition, conference and event organisers’ venue of choice, the JEC is also highly committed to strategically aligning itself with carefully selected partners that provide an experience that prioritises convenience and aptitude.

“We are proud to be recognised for what we are achieving but, mostly, we are happy that our clients’ expectations are being met,” says Craig. “We will always look to improve our service offering so that our clients never experience anything less than the very best."

REASONS WHY THE JEC IS A UNIQUE VENUE

1

VARIETY OF SPACE Multipurpose

2

PARKING GALORE Individual

3

MASS EVENTS The multipurpose

4

DEDICATED TEAM A team of

5

LOCATION A mere 15 minutes

6

EASE OF ACCESS Easy access

7

HELIPAD ON-SITE It has a

8

AWARD-WINNING World-class

9

OWN APP Get all the information

facilities that provide over 50 000 m² of indoor space.

Over 100 000 m² of extremely versatile outdoor space.

gates and entrances for each hall provide ease of access, with the ability to park up to 20 000 cars. arena can accommodate up to 20 000 people.

professional and highly dedicated staff works on each account. from a wide variety of three-, four- and five-star hotels. from all major highways, and only 30 minutes from both O.R. Tambo International Airport and Lanseria Airport. registered helicopter landing base, managed by Capital Air. facilities that have won the PMR. africa Award in 2007, 2011, 2013, 2014 and again in 2015. you need on the JEC, from venue information to event news, by accessing their app.

10 PROUD MEMBERS A member of

EXSA, UFI, SACCI and SOJO – the leading associations of the exhibitions and events industry in Africa and the rest of the world.

For more information: expocentre.co.za.

Follow them on Facebook: JHB Expo Centre Twitter: @jhbexpocentre

MEETINGS l MARCH/APRIL 2016 •

5

Meetings’ must-know minutia

BAN

SMARTPHONES According to a survey done by IMEX America and MPI, the meeting planners association, 40% of event planners want delegates to be banned from using smartphones and tablets during conference sessions. Carina Bauer, CEO, IMEX Group, said: “The disruptive and distracting influence of smartphone and device messages on meetings is clearly very powerful, but so too is the urge, and often pressure, to check for and respond to requests and news in real time. The debate is whether to fight devices and their content or accept and even integrate them. There are a number of apps, such as audience response apps or even apps that turn your phone into a microphone, that make mobile devices a genuinely useful part of the meeting session or event – when used in the way that the speaker or organiser intends. The harsh reality, in a business context, is that it would often be very difficult to implement a ban that sticks. Perhaps a more sensible approach is to give delegates space and time within every event to check and respond to important messages, so that they can be fully focused on the content when a session is in progress.

Ultimately, the investment of time and money in attending an event should hopefully ensure that delegates want to stay focused on the content, as much as they wish to keep up to date with their emails.”

WHY ARE PLANE WINDOWS ROUND?

THE MAKING OF A SUCCESSFUL EXHIBITION Carol Weaving, managing director of Thebe Reed Exhibitions, is proud of the successful exhibitions that they have brought to the South African market.

“Thebe Reed Exhibitions believes that any exhibition is an influential tool when building the success of any business as it brings all of the senses together. Sight, sound, touch, taste and smell all play an important role in the entire exhibition experience. Face-to-face interaction (sight), informative and trending topics (sound), the handshake on a new partnership (touch), and the ability to demonstrate, test and compare products and services (taste and smell) form an integral part of growing a business, and putting on a memorable display that will attract visitors and generate leads for new business. Our exhibition: WTM Africa, is a perfect example of stand-building quality. Our exhibitors build elaborate and memorable stands, fulfilling the five sense and generating real business opportunities.” For more on how to have successful exhibitions, turn to page 10.

In early airplane design, square windows featured quite prominently. This was until the 1950s, when two planes disintegrated in midair. The reason? Square windows. Sharp corners are natural weak spots and, when planes reach high speeds and altitudes, the corners are weakened by air pressure. This can only mean disaster. Curved windows, however, have no focal point, meaning they can distribute air pressure easily – thereby reducing the chances of cracks and breaks.

NEW CHAIRMAN FOR EXSA Sandton Convention Centre (SCC) sales and marketing manager Neil Nagooroo was appointed as the new chairman of the Exhibition Association of Southern Africa (EXSA). Neil, an MBA graduate, has been with SCC for just over three years, with experience in the industry spanning the past 11 years. Neil says, “I am humbled and delighted by the vote of confidence that the EXSA board has placed in me and I’m honoured to lead the association in the year ahead. I’d like to thank the outgoing members of the EXSA board for their commitment to the industry in their respective portfolios.”

6 • MEETINGS l MARCH/APRIL 2016

No. 65 Von Weilligh St / Cnr Charlotte Maxeke Pretoria West, South Africa

6 • MEETINGS l JANUARY/FEBRUARY 2016

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Cell: +27 (0) 72 392 5126 www.khojagroup.net

With our exquisitely appointed venues conveniently situated throughout southern Africa, your next conference or event will be a bigger success. With quality guaranteed and quotes that are easy to understand, we offer customised solutions for your event, from cuisine to entertainment, technology to security, business services to relaxation – and more. And with the option of overnight or day conference packages, it will be hard to find better value-for-money than at a Peermont Resort.

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Build it

and they will come Want to know what’s hip and happening in shell scheme and stand trends for this year, and want some top tips from the experts?

Well, look no further.

T

HE EXHIBITION INDUSTRY entails having

a competitive edge by striving to outdo other stands and constantly raising the bar. Exhibitions allow for direct interaction with customers and are the best media to help realise a variety of goals through only one marketing endeavor. It is, therefore, vital that you know the best ways to ensure a good return on investment.

WORKING WITH YOUR CLIENTS Ensure that you get a clear brief that informs you about restrictions, special requests or products that are required for the exhibition.

Insist on a budget allocation and, where possible, have three months of planning before the show to make sure things run smoothly.

Clients can often change their minds, even at the last second, so flexibility is key to ensuring the successful completion of the project and that the building of exhibitions and stands is a very fluid process.

8 • MEETINGS l MARCH/APRIL 2016

WORKING WITH YOUR STAND BUILDER Close communication is essential, as it is easy for things to fall through the cracks. Very close management and a clear scope and timeline for each phase are critical factors. If you are responsible for the stand, ensure that you timeously supply all information, sign off on floor plans, put correct fascia names on documents and take into account the accents of the venue and allow enough build-up time.

If you are doing a custom build, it is critical that you appoint the infrastructure contractor at the beginning of the project. Contractors are knowledgeable about the infrastructure that will be required at an event, and can add value if included at the outset of the project.

LATEST TRENDS Fabric prints are really big at the moment, due to the current economic climate and the need to reuse and recycle. The South African International Renewable Energy Conference

Scan Display

FOCUS ON

2015 and the 19th Annual Congress of the South African Council of Shopping Centres used fabric shell extensively last year and many other events will follow suit this year.

Large-format prints that are vivid and crisp, creating maximum exposure on the stand while concealing the typical white box shell scheme, are cost-effective and reusable, and lend themselves to the reuse/recycle trend. There has also been an increase in raw wood panels replacing PST panels in shell scheme stands.

How you dress your stand has also changed.

There is a stronger focus on a full print on side walls or the use of different fascia colours and LED lights to brighten up the white walls.

Furniture packages, instead of individual pieces, also showed some growth, but all are price- and budget-driven.

GREENING OF STANDS The AI System belonging to 3D Design is an already green structure because it is reused and the use of fabric prints, as mentioned above, makes it a winner as they are reusable, more so than vinyls and laminated posters.

Good backboards that can be reused are also featuring more, and there are also other items that are made from recycled products, such as reboard and ecoboard. There are many ways of up-cycling and reusing existing items in other innovative ways.

Scan Display has developed a fabric shell scheme option that provides a fresh alternative to conventional shell scheme structures. The fabric shell scheme is a wonderful solution as one is able to reuse the fabric panels for future events. As the fabric is lightweight, it allows for easy transportation and storage, which reduces costs and lowers your overall transport emissions. You can also consider reducing energy consumption by choosing energy-efficient technology for shell scheme and by switching off the power to stands at night. For more about greening your stand, turn to page 11.

#SMARTIDEAS

THEY SAID IT TIPS FOR EXHIBITORS BY THE EXPERTS Plan and understand the resources you have available and have a prior understanding or plan of what you will put on your stand and how you will lay it out. Try not to overcrowd or under-fill the space.

Plan well for your ROI – having eye-catching and impactful visuals and staff on the stand that are friendly and helpful always goes the extra mile to ensuring your efforts are a roaring success.

Dylan Solomons, director: 3D Shell, 3D Designs Think about what the purpose of your stand is; are you showcasing a new product, launching your new logo, teaching customers about a new service you offer, or giving away sample products? Try not to clutter your stand with too many products or info that will overwhelm visitors; leave the added info to your sales team manning the stand. Create a clear message that people will remember and let the design complement and reiterate that message and your brand.

Piroska Warren, director, Piros Designs

Stand by Scan Display

In order to get the best ROI, make sure you have considered all your options. Speak to stand contractors for comparative costs and information on custom and shell scheme stands. Remember, at the event, you only have a couple of seconds to grab the delegates’ attention, so ensure your stand makes an impact.

Justin Hawes, managing director, Scan Display

THINGS YOU NEED TO BE DOING ON YOUR STAND RIGHT NOW 1 CREATIVE DESIGN CONCEPTS The

exhibition design platform is changing as businesses are starting to use events differently; but what does the future really hold? The integration of advanced technology, alongside diverse marketing principles, is driving massive change in the exhibition services and stand design arena. An effective strategy that drives consumers on to an exhibition stand is essential and social media is starting to play an increasingly important role in events, as is a mix of virtual and the real world. In other words, digital signage, interactive user experiences and mobile technology make an exhibition stand more fun and easy to use. Exhibition visitors do not have the time to spend an entire day at an event looking at different suppliers. They are looking for and inand-out experience – a quick gathering of information, and then back to work – which makes the digital gathering of information a prominent consideration for exhibitors.

A case in point: mobile scanners gather information off attendees’ barcoded access tags and digital information, which is easy to pass on to the visitor. Digital marketing could play a key role in generating leads and interest at events through thought leadership and marketing pieces, as long as businesses do not become complacent about their interactions.

2 TAKE A NEW ‘STAND’ Some designers

work with fluid spaces that fit in with the venue’s surroundings, and stand out in the crowd. A few well-selected furniture pieces can lend a nuanced flavour of the brand to the entire space. It’s not always easy to maintain a cool technological edge while making a space feel inviting and fun, but the designers that lead the way in creating this are certainly hitting the sweet spot.Different types of lighting and things such as touch screens and interactive user experiences come up trumps. Touch and try, see something new – engagement within the exhibitor’s

brand is vital. Every client wants a custom design. The duty of an exhibition designer is to match that need with a unique solution that is solely customised to meet the client’s objectives. Rather than just recommending a custom or rental exhibit based on their budget, the focus is on the end result, taking into account the available resources.

3 COLOUR ME… NEUTRAL? Colour schemes

are calming down; they still incorporate company colours but basic designs and furniture are entering a hue of calming colours. Beiges, grays and golds are becoming more prominent on overseas events, and understandably so. With all the hustle and bustle on any exhibition at any given time, the thought of escaping to a bit of peace among the chaos makes sense. Creating an experience that stands out will do well to draw more traffic and, once the visitors are at the stand, the power of human interaction, interest and engagement cannot be trumped.

MEETINGS l MARCH/APRIL 2016 •

9

FOCUS ON

Stand building 101 THE IMPORTANCE OF WELL-DECORATED, QUALITY STANDS First impressions are made

Carol Weaving, managing director of Thebe Reed, is a widely respected thought leader on various subjects within the MICE industry. She shares her thoughts on...

in just a few seconds and everyone wants their company to stand out in the crowd so as to attract the maximum volume of visitors. It is, therefore, key to think smartly about how to do that. Think of your exhibition stand as a liveadvert opportunity to make a statement. Use a unique shape, opt for different types of fascia boards; choose a new and funky font or a bright and alluring graphic that draws the eye. Definitely think digital and interactive; with so much competition out there, you need to be clever and think outside the box, things like touch screens, catering and an activity from your country or product that people can participate in will draw additional foot traffic to your stand. Even generic shell option stands can be attractive if decorated correctly. Bring in fabric walls to erect on the inside of the shell, go for recyclables and use it as your framework. The use of different

palettes, different textures and colours also works really well.

SAFETY REGULATIONS Safety of exhibitors and visitors is of huge importance right at the onset of planning an exhibition, the stands and all elements of an event. Rules vary from venue to venue and it is important to research the rules and any safety induction programmes that need to be adopted. Do this well in advance so that it is out the way and build-up time is not compromised. Stand builders’ safety files need to be in order so advance checks on that are recommended. If they are not compliant, the issue to resolve any issues can delay the build-up process. Using correct equipment and basic safety clothing is key, too, as the venue at buildup is just like a building site and we encourage all involved to assist in reporting any potential safety hazards to an organiser – someone else may not have noticed the problem!

10 • MEETINGS l MARCH/APRIL 2016

Discover the world

Space is running out. Book your stand at WTM Africa 2016 Now. Cape Town Convention Centre (CTICC) 6-8 April 2016

ORGANISED BY:

PART OF:

FOCUS ON The Wesgro stand was designed by Resource Design using the EcoXpo. The Xboard (made locally), used in the construction of the stand, is the only board in South Africa to receive the Eco Standard Certificate of Sustainability incandescent lighting typical to exhibitions.

These lights are less likely to blow bulbs on-site and, as they last up to five times longer than normal globes, can be used many times over before needing to be replaced. Exhibitors are also encouraged to use less lighting and switch off machinery and lighting displays once the exhibition closes for the evening.

CARDBOARD SHELL

The future of shell scheme is changing and, as we all know, green means go. Heather Hook takes a look at three major sustainable stand trends.

W

ITH HUGE MEDIA focus on greening

and saving the environment, it goes without saying that shell scheme and exhibitions would follow the same trend, and most event planners and conference organisers are making sure to minimise their carbon footprint on events as much as possible. Here are some ways to do this.

TENSION FABRIC SYSTEMS Well-known local shell scheme suppliers Scan Display are providing a fresh alternative to conventional shell scheme structures at exhibitions and events, and have very recently introduced their fabric shell option. Not only easier to transport, green shell also offers a great alternative to the standard shell scheme.

The fabric system spans the length of the exhibition stand, eliminating the need for poles in the middle of the structure, which can be disruptive to the look and feel being created, and also offers a more user-friendly

option for graphics to be displayed on in one piece. Each stand sports black anodised corner poles, with plain or branded fabric that is then stretched across to designate the stand perimeters. Stands can still support lighting, power points and mounted screens and display equipment.

Lighter and more compact, this system requires not only fewer trucks to transport, thereby saving on costs and truck emissions, but also less warehouse space to store.

Because it is not brittle like standard shell scheme, the likelihood of breakage is minimised and, once branded, it can be stored in a small area and reused over and over again. For more information, visit scandisplay.co.za.

LIGHT IT UP We are also starting to see more use of LED lighting on exhibition stands, reducing energy costs by using 75% less energy than the usual

Resource Design’s innovative EcoXpo is changing the way exhibitors are thinking about how to green their stands. EcoXpo is a sustainable, recyclable and versatile option to exhibition construction.

The boards are made from a mix of recycled waste kraft paper and have, among others, the following advantages: • lightweight • i deal for direct UV inkjet printing, eliminating the need for vinyl application • recyclable • quick and easy to install • extremely cost-effective due to the weightsaving benefits. Boards are flat packed and transported to site for quick assembly and this means less on-site staff.

A typical exhibition booth is usually constructed of non-recyclable, engineered wood (typically MDF or particleboard) or rigid plastic sheeting.

These substrates are dressed up with corporate logos, imagery, corporate colour-matching paint and other decorations in order to portray a visual concept of the corporate, what it stands for and the products it sells.

Post show, more often than not, industrial waste bins of exhibition-related waste are sent directly to landfill to be dumped. Using X-board offers the added greening option of recyling on-site, instead of paying to remove post-event waste. For more, visit resourcedesign.co.za.

Hopefully, these trends will become the norm worldwide in the foreseeable future and less wastage will be a standard practice at every exhibition and event, from Argentina to Zaire.

MEETINGS l MARCH/APRIL 2016 •

11

“re-event”(verb) To revitalize your exhibition through innovation t: +27 21 510 7776 c: +27 82 983 6036 e: Karen@resourcedesign.co.za www.resourcedesign.co.za

Resource Design offers exclusive ecoXpo solutions.

Constructed from the only substrate certified by eco-standards AS, Xboard is a welcome alternative to plastic and wood fibre boards.

FOCUS ON

To exhibit or not to exhibit Many companies and marketing managers are asking themselves whether exhibitions or trade shows should still form part of their marketing mix.

Katherine Gunningham explains how to get the most bang for your buck.

W

ITH ECONOMIC PRESSURES increasing, marketing budgets are being reduced and, as a result, marketing managers are expected to pull more than just rabbits out of hats to ensure that they meet their predetermined return-oninvestment measurements. Below are some points to take into consideration to ensure an effective exhibition experience.

OBJECTIVES, OBJECTIVES, OBJECTIVES Ask yourself, why are you exhibiting at a particular show and what will success look like? Who are the visitors and what will your marketing initiatives be to catch their attention? What are your key messages versus that of the show organisers? Too often, we work with clients who exhibit just for the

12 • MEETINGS l MARCH/APRIL 2016

sake of exhibiting. Realistically, if this is your approach, we can tell you that you are wasting your time, effort and money and will not be getting an optimal return on your marketing spend.

Develop a 12-month plan that includes the trade shows where you’d like to have a presence. In all likelihood, this will mitigate the risk of being reactive towards exhibiting and create the opportunity to make strategically informed marketing decisions.

ADDITIONAL OPPORTUNITIES Never just think exhibition stand – think bigger! You’re already spending money to be at the show, so you might as well make sure that you’re getting the most out of it and that you're taking advantage of the opportunities

that exist. Take time to think about leveraging these opportunities and integrating your exhibition into other marketing initiatives. Here are just a few thought-starters: • Take up a sponsorship property Depending on the type of show, various sponsorship packages (ranging in cost) are often offered to exhibitors. Examples include sponsoring the conference lanyards or being the primary sponsor of the opening ceremony. You could even think about how you can showcase your products/services through a sponsorship opportunity.

• Get your CEO on the programme Engage with the conference organisers long in advance and position your CEO or a senior manager as a potential speaker at the conference.

• Schedule private one-on-one meetings with stakeholders Incorporate a small meeting area in your exhibition stand, or find out if the organisers have matchmaking programmes, so you can start emailing and making appointments. You may also want to enquire if the venue offers private meeting rooms. These stakeholders will most likely respect the fact that you have sent them a personal invitation to meet with them. (And always remember the snacks!)

• Arrange an evening event in conjunction with the conference schedule Invite stakeholders to a private event taking the form of a cocktail party, dinner, or even a magic-hour breakfast.

Again, be sure to define your reasons for hosting such an event and know what your message will be. In order for this event to be

#STANDOUT ‘STAND’ OUT FROM THE REST What does your stand look like and what unconscious decisions are you asking the attendee to make? Would you, personally, have stopped at your stand? If the answer is no, then you should not be there or you should rethink what perception you want your target audience to have about your brand.

There are various ways (with flexible pricing options) that you can use to attract more people to your stand. Instead of a standard shell scheme stand, perhaps build a customdesigned stand. Something else you may want to consider is spending a little less money on your stand but ensuring a unique visitor experience, which can be remembered or, better yet, talked about.

• Reuse Instead of reinventing the wheel each time, why not think of a way to reuse your exhibition stand at other trade shows or engagement opportunities. If your key messages change, you can easily reprint that fabric banner but still use the previous exhibition structure.

• Reduce Bigger is not always better. Once again, focus your efforts and money on the stand design and attendee experience, rather than the stand size – I’m not saying that you shouldn’t go big, but this is a consideration. Perhaps build your exhibit using environmentally friendly methods, like installing LED lights. There are many options available that we can share, and this can also form part of your communication and marketing activities related to the show.

MANNING YOUR EXHIBIT

There are various ways (with flexible pricing options) that you can use to attract more people to your stand

impactful, the interaction needs to be worth the attendees’ time and effort.

• Take advantage of technology and what it can do for your brand Technology is moving at a rapid pace and every brand can embrace this phenomenon, because the information to learn, share and master is literally at our fingertips. Most trade shows will have a twitter hashtag or handle associated with them. Use this to reach your target audience (you don't have to find them; they will find you if your content is well thought-out).

If you’re sending your junior intern to man your exhibit, then, once again, you should reconsider being at the show. Visitors will not take your company, products or services seriously if they engage with someone who is not knowledgeable about your offering. As a rule of thumb, have a variety of personalities, which should include someone from your marketing department, as well as a subjectmatter expert who can deal with any technical queries. These individuals should know why your stand looks the way it does, what the company's chosen messaging is and have a detailed breakdown as to why you are exhibiting at that particular show. Remember, even what your staff members wear on-site sends a message about your brand.

THINK ‘SUSTAINABILITY’ Exhibitions can, and do, cost a lot of money but, if you do proper planning and think about sustainability, you can stretch your wallet more than you can imagine. And, subsequently, take care of our environment. The ‘recycle, reuse, reduce’ philosophy can help you in this regard.

• Recycle Do you have any reusable materials that you can use on your exhibition stand?

Our design team has an abundance of ideas and, as mentioned, we always welcome a brainstorming opportunity!

THE BIGGER PICTURE Your presence at a trade show should never be approached in isolation. Make sure you have an integrated perspective with your messaging and that you leverage your various marketing channels to enhance your presence.

For example, how can you drive traffic to your website or social media platforms and is your content exciting enough for people to share?

Lastly, are you engaging your staff about what you are doing, why you are doing it and how they can get involved?

So, to exhibit or not to exhibit was the question. I’m not Shakespeare, so I don’t necessarily have the answer that is right for your business. But, I do have confidence in the fact that, if you take your time to investigate your options, you will come up with a trade show plan that will lay the foundation to shape this experiential and educational marketing channel.

KATHERINE GUNNINGHAM is the marketing manager at Compex. She relishes the opportunity to research what a target audience wants, to identify trends and understand the role that effective messaging coupled with great design and activation can achieve.

MEETINGS l MARCH/APRIL 2016 •

WANT TO ‘STAND’ OUT? Excuse the pun. We just couldn’t resist!

Get in touch with our Head of Sales to find out how we can help you ‘stand’ out from the rest at your next exhibition / conference! nicole@compex.co.za | +27 82 857 3762

13

VISIT US AND SEE WHAT WE ARE UP TO ON SOCIAL MEDA: www.compex.co.za @compex_ Compex

// Exhibition stands // Exhibition & event infrastructure // Retail display solutions // Display products

Johannesburg +27 11 447 4777

Cape Town +27 21 409 1200

Durban +27 31 564 7602

Port Elizabeth +27 73 236 6618

Gaborone +267 318 2525

Justin Hawes | justin@scandisplay.co.za | www.scandisplay.co.za

Stand by Resource Design

FOCUS ON

4 REASONS TO EXHIBIT

Exhibitions continue to be a valuable part of the marketing mix. For Sue Gannon, well-executed exhibitions can provide a great return on investment and help grow a business.

F

ACE-TO-FACE marketing via an

exhibition has been proven over and over again to be one of the best ways to give you a powerful platform. Designing a great exhibition stand, training your staff members and travelling to the event itself, on the other hand, aren’t very cheap processes.

However, like most forms of marketing, with the right strategy, an exhibition can be a very profitable choice.

Keep notes of all your interactions during the expo so that you can follow up after the event.

2

visitors attending exhibitions is that they want to keep up to date with all things new. This includes products, trends and ideas, as well as being able to interact with these products and experts in the field, all at the same time. Hands-on product demonstrations with the people who are most likely to purchase from you will not only create a buzz among the community about your new product, but can also provide useful information as to how a prototype might be modified or improved before its final release to market.

Here are EXSA’s four top reasons to exhibit:

1

GENERATE NEW LEADS AND SALES With the right strategy, every exhibition is an opportunity to drastically expand your company’s customer base. With organisers advertising directly to your target market, every visitor is a potential client who may be interested in the products or services that your company offers, and they are often ready to commit to a deal on the spot. With this in mind, remember to interact with all visitors to your stand, as they could turn into future customers.

L AUNCH OR TEST A NEW PRODUCT EFFECTIVELY A major driver for

3

ESTABLISH BENEFICIAL BUSINESS PARTNERSHIPS Taking time to explore an exhibition or tradeshow and talk to other exhibitors as well as networking at

any workshops and conferences at the exhibition may reveal potential, mutually beneficial relationships with businesses that complement or are affiliated with your own.

4

BUILD BRAND AWARENESS Exhibitions provide unique opportunities to raise awareness of your business among the people who count. Think of your stand as a shopfront for your business; it’s an opportunity to reflect all of your brand values in a way that you can never do in your office. Your brand’s message can be sophisticated but should also be brief and easily processed by the audience. This will attract potential customers and provide increased exposure for your products and services.

Having been involved in organising many well-known exhibitions, SUE GANNON joined EXSA as general manager and has raised the profile of the organisation.

For help with all of your exhibition design needs, visit the EXSA website exsa.co.za and use a talented EXSA member.

Take the online Q&A test and start gaining credits. miceplanner.net

MEETINGS l MARCH/APRIL 2016 •

15

BIG INTERVIEW

The building of a brand For Gary Koetser and Glyn Taylor, the Century City Conference Centre and Hotel is more than just brick and mortar. It is a venue with personality, integrity and flexibility.

I

T HAS BEEN a busy few months for Century

City Conference Centre’s joint CEOs, Gary Koetser and Glyn Taylor, and their team.

They were working tiresomely to ensure that everything was in place for the centre’s grand opening in February this year.

It has taken nearly four years to bring the conference centre and the adjacent hotel to life.

The wait was worth it, as the centre opened to overwhelmingly positive reviews.

“The Century City Conference Centre and Hotel has been praised as the best new asset the Western Cape hospitality industry has seen in over a decade. It offers the perfect opportunity to increase the number of conferences and events to the region. The facility presents

16 • MEETINGS l MARCH/APRIL 2016

event planners with the unique prospect of a conference venue that can accommodate up to 1 200 delegates in one venue or 1 900 in total across 20 venues. The spill-over effect on the economy is vast,” says Gary.

GROWING THE INDUSTRY Provincial Minister of Economic Opportunities Alan Winde applauded the development for its role in attracting new business to, and accommodating it in, the Western Cape. He confirmed that the Western Cape has already secured conference bids worth almost R2 billion in this financial year, with two of these conferences bringing 16 300 delegates to the province and generating R262 million for the Joint CEOs Glyn Talyor (left) and Gary Koetser

#CCCC economy. “From the onset, the conference centre has had vast industry support from organisations such as the South African National Convention Bureau, Wesgro and from Minister of Tourism Derek Hanekom. All are in agreement that this new development is key to supporting their strategy to promote business travel to the Western Cape,” says Gary.

throughout the building and friendly, highly capable staff are on the floor, ready to take care of every request.

Gary and Glyn believe that, because the finer details were well thought through, debated and challenged, they now offer the most unique and hospitable experience possible. “Even the decision on which brand of coffee to have was a three-month decision,” says Gary.

ATTRACTING BUSINESS The CCCC is a great new asset to the hospitality industry and a perfect opportunity to increase the number of business travellers to South Africa and Cape Town. “Based on our bookings, we can already estimate the new conference centre will host in excess of 72 000 delegates in its first year,” says Gary.

This is great news for the centre but it shouldn’t come as a surprise. Gary and Glyn have worked hard to attract business to the venue. They travelled the globe extensively, not only in an effort to draw inspiration from the best conference centres in the world, but also to further promote this world-class facility. They were received with huge interest and excitement at annual trade shows such as IMEX in Frankfurt and Las Vegas, Meetings Expo Africa, the World Travel Market Expo (WTM) and Tourism Indaba.

THE MAKINGS OF A CENTRE At these shows, Gary and Glyn had to rely heavily on marketing material. “We were very lucky to have amazing artist impressions as well as a flythrough video showcasing the various facilities; however, a decision-maker wants to personally see a venue before they are willing to sign on the dotted line,” says Glyn. And now they have just that.

“We were very close to this project from the start and had a very clear idea of how we envisaged it. The conference centre was designed with both hospitality and operations in mind – but most importantly, the space was built to offer a common space for everyone to enjoy, not only conference delegates or hotel guests, but residents and the employees from local businesses in the area,” says Gary.

Century City Conference Centre and Hotel boasts The Square, which is set to become the central meeting place for both residents and the people working in the precinct. With a variety of restaurants, bistros and wine bars to choose from, this open-air setting serves as a great location for live concerts, markets and social gatherings.

The conference centre itself has been designed to be functional, yet there is a warm ambience. The walls are donned with carefully selected artwork, background music plays in all public areas, there is a signature scent

VALUE-ADDED SERVICES “We have all the features we believe set us apart from any other conference venue in South Africa. We believe, without doubt, that we have put the needs of event planners first. This, coupled with our incredible flexibility, offers our clients a blank canvas to treat the venue as an extension of their own brand," says Glyn.

From car launches to fashion shows, trade conferences and product launches, the the conference centre is equipped to meet high expectations and demands, including the latest technology in AV and connectivity, innovative menus, logistical solutions and a team of highly skilled individuals with a partnership approach.

Every minute detail has been thought about at length, debated and implemented.

The venue boasts one of the fastest fibre connections in the country, at 200 MBPS, from which each conference delegate has access to up to 500 MB per day as part of the conference package. Individualised Wi-Fi passwords can be created within the event or conference theme.

The 11 meeting rooms each have LCD screens offering wireless access for up to five users per room for presentation purposes.

HANDS-ON APPROACH The conference centre is an impressive building with all the right offerings. What makes this a truly remarkable facility is its people. Staff members have been handpicked

by Gary and Glyn and all eat, breathe and live hospitality. With Gary and Glyn at the helm, there is no doubt that the Century City Conference Centre and Hotel will become South Africa’s meetings, exhibition and conference venue of choice.

“Glyn and I are extremely passionate about our facility – so much so that you won’t find a marketing and sales manager at the frontline.

You’ll find the two of us. We want our clients to know that they can speak to us directly,” concludes Gary.

+27 (0)21 204 8000 events@ccconferencecentre.co.za www.ccconferencecentre.co.za

MEETINGS l MARCH/APRIL 2016 •

17

Getting to your destination has never been easier. Gautrain will help you plan your route, assist you with bus and shuttle services as well as assist you with calculating the time and cost of visiting your destination. Finding an event, place or attraction to attend or visit makes travelling a comfortable and enjoyable experience.

Log onto www.gautrain.co.za for more information.

Shuttle Services Available.

Gauteng (Sesotho for "place of gold") is South Africa's smallest province (17 000 square kilometres) and it includes most of the towns strung east to west along the gold reef, from Springs in the far East Rand to Randfontein in the west. It runs down to the Vaal River in the South, and just beyond South Africa's capital, Pretoria, in the north.

• From Marlboro to Linbro Park and Woodlands in Woodmead.

• Weekend Shuttle to Montecasino from Sandton Station.

For more information visit Gauteng Tourism Authority www.gauteng.net

Montecasino Palazzo Circle Shuttle Service on Public Holidays

Design Quarter

Epsom Downs Parc Nicol Nicolway

Johannesburg

Grosvenor Crossing Bryanston Centre Bryanston Crescent Pick n Pay on Nicol

Consumer Goods Council

Rosebank Station Bus Routes RB5: Killarney RB2: Melrose RB3: Illovo RB4: Hyde Park

Emirates Stadium is situated in Johannesburg.

Charlotte Maxeke Johannesburg Academic Hospital Parktown

A valid Gold Card is required to board a Gautrain bus.

This can be purchased at the stations and at selected retail outlets.

Joburg Theatre Complex

Download the Gautrain App to plan your trip accordingly.

• For detailed and accurate bus route maps enquire at the stations or visit the website.

• Bus tickets cannot be purchased on the buses.

• To find out where a bus is, please dial 010 223 1098.

Standard Bank Art Gallery

Wits Medical School Rosebank Mall

Reef Hotel

Hyde Park Illovo Blvd

Thrupps Centre

ES UT IN 4 M Bidvest

Wanderers Stadium Protea Hotel Wanderers Melrose Melrose Place Arch

Dunkeld Centre

ES

ROSEBANK

Killarney Mall

UT

PRASA/M

Boston College Absa Bank

SANDTON

College of Digital Atholl Photography Oaklands

IN

4M

Sandton Sports Club

MultiChoice Randburg

Summer Place

Hyde Square

PARK STATION

Newtown Cultural Precinct

Brightwater Commons

Constitution Hill

Nelson Mandela Bridge First National Bank

SARS

Departs Park Station.

All Day – Every Day. www.citysightseeing.co.za

ETRORA

IL

Park Station Bus Routes J1: Parktown J2: CBD

Tshwane

SA/

ME

TRO

Pretoria Bus Routes P3: Pretoria P4: PTA Unisa - Groenkloof

RAI

L

OR Tambo Building Sheraton Louis Pasteur Hotel Pretoria Hospital Technical High Royal Thai Heart Embassy Hospital

Church Square Manhattan Hotel City Hall

PRETORIA

The Union Buildings have lovely gardens that surrounds the new Nelson Mandela Statue.

Voortrekker Monument Private Nature Reserve

Sunnyside Centre University of Pretoria

7 MINUTES 8 MINUTES

Freedom Park

Loftus Rugby Stadium

Cherry Lane Shopping University Centre of Pretoria Curves UNISA Groenkloof Brooklyn Campus SABS

Vist www.bluetrain.co.za to find out more.

Harlequins Office Park

Brooklyn Mall

Little Company of Mary Hospital

The Freedom Park and the Voortrekker Monument

Momentum Raslouw Value Spar Centre

Meadowfields Morningside Shopping Centre

Vodaworld

TE

U

IN

LEGEND

MIDRAND

Joburg Water Tower

North-South Commuter East-West Commuter Airport

Rhodesfield Bus Routes RF1: Kempton Park RF2: Emperors Palace

PRASA / Metrorail

Glen Balad Mall

A/

ME

Civic Centre

OR

Arwyp Medical Centre

Ekurhuleni

Premier Hotel OR Tambo Protea Hotel OR Tambo

MUTER

T COM EAST-WES

T

Monuments / Heritage sites close to routes

Woodbridge Square

Cavendish Glen

Modderfontein Nature Reserve

M

MARLBORO

POR

AIR

Grand Central Airport

TR

6

Sax Arena

Centurion Bus Routes C1: Techno Park C2: Rooihuiskraal C3: Wierda Park C4: Southdowns

AIL

Eskom Megawatt Park

UTE

TON SAND

Central Park

S

Garden Court Toyota Benmore Morningside Shopping Mushroom Southern Centre Farm Park Sun Barlow Park Sinosteel A&G Theatre on the Square Sandton Hilton IDC Grayston TES Protea INU Ridge Hotel 4M Office Park Atholl Square R

M Innisfree Park OM Westford Radisson Blu ST C Hotel Gautrain Hotel -WE T S EA Sandton City

Centurion Golf Estate Love More Centre

AS

Wedge Sandton Racquets Club

Nandoʼs

Value World Centurion

Tilbury Business Park

Waterfall Hospital

Woodlands Business Office Park Shuttle Service Sunninghill Hospital Linbro Business Park Shuttle Service

HATFIELD

Tuks Sports St. Maryʼs Campus School Garden CSIR Court World Bank City Lodge Xcelpark Lynnwood Spanish Embassy Checkers Pretoria Menlyn Lynnwood Country Park Club Shopping

Southdowns College Centurion Licensing Services

Protea Hotel

RHODESFIELD

Emperors Palace

T AIRPOR INUTES =15 M N IO T STA N TO ND

Emperors Palace

OR TAMBO OR Tambo International Airport, the busiest airport in Africa, forms the centre of a multi-nodal, multifunctional enterprise with major commercial development in Ekurhuleni and is known as South Africa’s Aerotropolis.

TO SA TAMBO

Kelvin Power

The first two rail cars are for airport passengers. These cars have wider seats with special areas for baggage storage.

The underground tunnel section from Park Station to Marlboro Portal is a total length of 15.5 kilometres.

IL

ETRORA

PRASA/M

Byles Bridge

Eco Boulevard

PR

Morning Glen Mall

Spar

Unisa SBL Main Entrance African Bank Boulders Shopping Centre Gallagher Convention Centre Town Lodge

Chilli Lane Shopping Centre

Rivonia Boulevard

River Club Park

Nizamiye Turkish Masjid along the Midrand train route.

Visit Auto & General Theatre on the Square at Nelson Mandela Square.

Liliesleaf Rivonia Centre

Midrand Bus Routes M1: Randjespark M2: Noordwyk M3: Sunninghill

Eco Park Estate

OR

Sandton Station Bus Routes S2: Gallo Manor S3: Rivonia S4: Randburg S5: Fourways

Highveld Shopping Centre

UTES

Waterkloof Airforce Base

Supersport Park

Centurion Lifestyle Centre

Wierdaglen Estate

Queenswood Christian College

Centurion Station

Centurion Lake

CENTURION

Amberfield Estate

9 MIN

Vist www.southafrica.net to to arrange transport to one of South Africa’s World Heritage sites, the Cradle of Humankind.

Protea Hotel Waterfront

Hatfield Bus Routes H1: Brooklyn H2: Lynnwood H3: Arcadia H5: Menlyn H6: Queenswood

Remember to visit Pretoria State Theatre.

State Theatre

National Zoo

3830 | iww | ew

PRA

Take Metrorail from Park Station to FNB Stadium.

Download the Gautrain Apps, available on: • App Store • Google Play • App World

SMS “Alert ” to 32693 for service updates Disclaimer: Please note that some of the attractions indicated along the illustrated route map may not be along the route of the Gautrain services. Certain attractions can be seen from the Gautrain but may need other public transport modes to get there. Direct enquiries for more information about places and attractions may be obtained from Gauteng Tourism Authority. The illustrated route map is not to scale.

The illustrated information published was last updated on 30 January 2015.

BEST PRACTICE

ABCs of Karmen Vladar shares five questions to ask to ensure the best Wi-Fi for your next conference or event.

A

CCORDING TO Randle Stonier from Adding Value, Wi-Fi is no longer an optional perk you may or may not offer at your next event. I fully agree with this. I know that Wi-Fi and the access thereto has been a prominent discussion point in the past year and venue Wi-Fi has definitely grown in leaps and bounds in terms of access. But is this enough? What do you, as the event planner, need to look out for when booking Wi-Fi for your next client event?

Here are five questions that will assist you with the process.

just going to check their emails and access social media platforms your requirements will drastically differ compared to an event where a conference app with live voting is used.

HOW MANY PEOPLE ARE ATTENDING? This might seem like a very obvious question, but it is a crucial one. Your requirements for an audience of 50 in terms of connectivity will differ drastically compared to an audience of 2 000. Not only will the number of people in the room be more if there are 2 000 delegates, but the room itself is also larger. This means that the Wi-Fi needs to cover the whole area and might require additional access points to balance the load.

Be sure to ask your venue or supplier what the Wi-Fi coverage or range is for the room that you are looking to book.

WHY DO YOU NEED WI-FI? Are you providing delegates with Wi-Fi because the client asked you to, or do they actually need to do something during the conference that requires Internet? This greatly affects your requirements. For example, if they are

WI-FI ROUGH GUIDE CALCULATOR

The following table gives a very general indication of what speeds you need to consider: Total audience (pax) Usage Single/multiple devices Low SD Low MD Medium SD Medium MD High SD High MD MBPS Low Medium High

20

50

100

1 2 2 3 4 5

3 3 5 6 9 11

5 6 6 9 17 21

200 250 MBPS 9 11 11 13 11 21 17 26 32 39 40 49

500

750

1 000

21 26 26 41 71 89

31 38 41 76 96 120

41 51 81 101 116 145

Megabytes per second Email and simple surfing Web application and streaming audio Instructor-led web training, large file transfers, SD video stream

Please note: This is a guide only. Many factors can influence the fixed/Wi-Fi suitability of a venue Source: 'Wi-Fi for events, a guide to getting it right' by Randle Stonier

20 • MEETINGS l MARCH/APRIL 2016

WHAT OTHER EVENTS ARE PLANNED AT THE SAME VENUE FOR THE DAY AND HOW DOES THE VENUE DEAL WITH THIS? Your audience might be small, but what other events are planned at the venue for the day? What does the venue do in these cases? Having a dedicated Internet connection for your room only would be ideal, but not many venues can normally accommodate this without charging extra. The ideal would be to have your own fibre connection but that is a pretty pricey exercise to go through. Be wary of Wi-Fi providers such as AlwaysOn, which cover both the hotel and the conference facilities, for example. Although convenient, these “public” providers normally do not allow any tweaks to be made and anyone that has an access code can connect.

BESIDES THE SPEED THAT THEY CAN GUARANTEE, WHAT IS THE CONTENTION RATIO PER DELEGATE AND ARE USER RESTRICTIONS POSSIBLE? I have worked at many venues where the client was promised a 15 MB line, which sounds very impressive, but when users connect they struggle to download a small conference app. Upon further investigation, we quickly realised that the Wi-Fi had speed-distribution or loadbalancing restrictions. This means that each user cannot exceed a certain speed when

#TECHNOBYTES

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connecting although the overall line speed is decent.

This is normally done to ensure that the Wi-Fi is more stable but can make it seem like it is not working properly because of each user’s restrictions. The next thing to ask would be if user restrictions are possible. My favourite story to tell is one where, at a recent client event, the network administrator notified me that he was picking up a connection to the Kindle Store. Turns out one of the delegates was trying to download 100 Kindle books over the Wi-Fi. I strongly suggest that you sit with the network administrator and decide what connections you will allow.

Blocking app store downloads might ensure that the Wi-Fi and data that you were allocated lasts much longer, for example.

WILL YOU HAVE A DEDICATED TECHNICIAN OR ADMINISTRATOR FOR THE DURATION OF YOUR EVENT? Let’s face it, running around ensuring that the Wi-Fi is stable and connections are good is the last thing you will have time for on the day of your event. Eliminate the stress by rather ensuring that you have a dedicated technician looking after the speed and data for you.

KARMEN VLADAR is the marketing manager at Lumi. In 2009, she worked at the head office in the UK, where she gained insight into the international events industry.

Take the online Q&A test and start gaining credits. miceplanner.net

MEETINGS l MARCH/APRIL 2016 •

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Gauteng: +27 12 349 1093 Western Cape: +27 21 554 4964 info-za@lumiinsight.com

BEST PRACTICE

THE BASICS The average MICE planner’s profile and their background usually lists as: 1. Average school card – some matriculating, others not

Proving your professional ability Is the old cliche, “only as good as your last event”, a fair interpretation of a planner’s knowledge and abilities?

Helen Brewer investigates.

T

HE MARKET IS realising that CVs, which

claim an individual can plan an event, irrespective of capacity and type, do not necessarily present a realistic account of said individual’s skills, nor their ability to reliably overcome the challenges different types of events present. Planning an association event as opposed to a corporate team-building event bears limited resemblance to the manner and methods of the planning criteria.

TASK AT HAND Examples of such false claims are the famous repetitive statements from a multitude of planners who were involved in President Mandela’s inauguration, implying vast arrangements, protocols and effective public relations were carried out by the individual in question when, in fact, the folding of serviettes may have been the main task.

22 • MEETINGS l MARCH/APRIL 2016

How do professional event planners convince cynical, yet savvy, management of their abilities and knowledge? Many have convinced internal/ external management of their abilities when, in fact, it was limited and/or unrelated to the future tasks going forward. Hence, CVs with glossy pictures of previous, so-called successes just don’t cut it for the astute management and decision-makers.

If the more than 15 000 planners in South Africa are going to start taking themselves seriously as professionals, whether salaried or independent, it is essential that they can produce a portfolio of evidence (POE).

PORTFOLIO OF EVIDENCE The collection of ability and knowledge with authentic proof, which is documented in a POE, coupled with adhering to accepted planner standards, is likely to be the accepted norm

2. A possible form of college/university study and qualification 3. Range of varying junior jobs 4. Told to tag along as an event gopher 5. Thrown in the deep-end of a relatively major planning assignment 6. Ongoing, repetitive event planning tasks resulting in hard-learned experiences with various suppliers, services plus other internal challenges 7. Strong descriptive designation, such as event manager, to indicate the effective project management abilities and required results in keeping with the objectives 8. Commencement of own consultancy with previous employer as main client Many have bypassed points 4, 5, 6 and even 7. It is often the case that a designation does not denote a commensurate base of ongoing knowledge and experiences. Too often, abilities in allied soft skills such as sales, marketing and public relations appear to be built on the planner’s own confidence and belief in knowing all there is to know about planning, from inception to completion. It is, therefore, essential that the planner can produce a portfolio of evidence.

going forward. An effective POE is a collection of documents that is compiled to show competence against a set of outcomes, as well as being able to present the required evidence.

The rationale is to accommodate the SAQA credit recognition policy in terms of a Recognition of Prior Learning option or training and assessment option. Good evidence is, as per the SAQA requirements:

#EVENTPROF

An effective portfolio of evidence is a collection of documents that is compiled to show competence against a set of outcomes

• valid (related to what is being assessed) • current (as recent as possible) • s ufficient (enough evidence to prove the competence) • a uthentic (conducted by the candidate him/ herself, in an acceptable environment).

A POE is not a scrapbook. Therefore, to cram the portfolio full of unrelated or unnecessary material is counterproductive. Ensure that the documentation is of good quality and relevant to the requirements of your ability and expertise.

Do not fill it with material; make it easy to turn pages and access content. Be selective with what you include and ensure that it is of a good quality and relevant.

A PROFESSIONAL POE MUST CONTAIN: • a brief background of your knowledge and experience •u p-to-date information on new ideas and trends in the form of infographics, articles, workshops, videos and such, in which one can be tested with a series of questions and multiple choice answers • a uthored or co-authored articles that are validated for being of benefit to the reader/viewer •p resentations that have been compiled by the individual and validated as being of benefit to the attendee/participant •p roof of qualifications, which must ensure that: – the testing methods are in keeping with the international acceptance of assessing the gaining of knowledge from the supplied material – tests are aligned to the NQF domains,

sectors and subsectors with the credit determinants being a minimum of 66 and two-thirds as correct answer – the certification must have the correct identity of the individual, the name of the test, identified occupational code/s, domain, sector and subsector alignment and date of test – the ability for management to verify the individual’s credit attainment via an authentic validation process.

Only in this way will a planner be able to substantiate their professional ability and, hence, truly stand out from the crowd of questionable ‘professionals’.

HELEN BREWER is a director of the MICE Academy. She has been involved in the MICE industry for over 35 years and has immense knowledge and experience to assist with best practice.

Take the online Q&A test and start gaining credits. miceplanner.net

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BEST PRACTICE

4 HAVE AN IRON-CLAD SOCIAL MEDIA

MANAGEMENT STRATEGY IN PLACE

Keep your cool

Terry Sutherland shares her six stress-management tips to help you get through your next event.

A

S FAR AS corporate events go, conferences are way up there on the stress scale. Extensive, multiple guest lists, various speakers and workshops, and a venue with an army of suppliers and staff can see you spinning out of control months before the event commences. Here are six steps you can implement to help you get a handle on stress management.

1

ET TO KNOW YOUR GUESTS BEFORE G YOU DO ANYTHING Catering to the whims of hundreds of people, as well as managing their (often unreasonable) expectations, can send you into instant panic mode. Unfortunately, this is often the case as your first actual contact with guests is at the conference itself. By no means am I suggesting that you have every single guest over for tea and crumpets; what I’m advising is that you make use of the data you have on hand about them to familiarise yourself with your future guests. One way to do this is by evaluating data about repeat attendees; another is by making use of online invitations, which allow you to customise form fields. This enables you to gather pertinent data about attendees from the get-go – giving you a crystal clear picture of their needs, wants and expectations.

2 EQUIP YOURSELF WITH ON-SITE

REGISTRATION TOOLS One of the most oft-cited pain points – for conference organisers and attendees alike – is having to deal with long registration queues. Having the tools to implement a smooth and streamlined registration process is one of the most effective stress-management tactics out there. By using on-site registration tools that can instantly display and update each guest’s credentials and information, you’ll be able to ensure that the day starts off on the right note.

3 G ET SMART ABOUT DATA COLLECTION A conference provides you with the perfect opportunity to gather in-depth data about your attendees – but be warned, without a strategic plan in place, your attempts to gather this information can quickly hamper any semblance of stress management. If you’re going to collect data from guests, do it in a way that engages attendees and makes them feel comfortable with sharing their details. One way to do this is by running a competition or draw – this rewards those who’ve shared their personal information.

However you choose to collect additional info, make sure that you’re only asking for information that will help you to elevate the event experience.

Social media – and the ease with which attendees can access it – is a notorious stress-management saboteur. That said, taking to platforms like Twitter, LinkedIn and Facebook to post content pertaining to the conference is an extremely effective way to encourage interaction among attendees.

Even if you don’t have a dedicated Twitter handle or Instagram account, your attendees will be taking to social media to air their opinions – which means that you need to have a firm handle on any social media murmurs, should the sentiment err on the side of negativity. Address any less-thanenthusiastic feedback immediately, remain courteous and, above all, avoid going on the defence. Make sure that you’ve got a dedicated social media manager who can monitor posting activity before, during and after the conference in order to keep your conference’s image under control (not to mention your stress levels).

5 SEND OUT AND THEN ANALYSE POST-

EVENT SURVEYS By giving your attendees the chance to convey their sentiments about their experience, you glean in-depth insight into their expectations, needs and wants.

Over time, post-event feedback gathered from several events allows you to piece together the bigger picture – further arming you with the information needed to take your events from strength to strength.

6 MAKE USE OF INTELLIGENT EVENT

MANAGEMENT SOFTWARE Managing

the mountains of data you’ve collected throughout the entire conference process is only possible if it’s stored in one central database. By being able to access everything from one main depository, keeping tabs on a myriad of data is that much easier. Not only does event management software aid in stress management, it enables you to streamline all aspects of your event – therefore providing guests with an elevated overall experience.

TERRY SUTHERLAND is the founder of The RSVP Agency and has extensive experience in the development of RSVP solutions for clients across industries. The RSVP Agency offers comprehensive event management software to help ease the event planning stress.

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BEST PRACTICE

And please, do not set it up in U-shape or boardroom style seating – this defeats the object

via telephone, Generation X (1961–1980) communicates via email/text messages, while millennials communicate via social media.

So why should it be any different at the conference? Ensure that you keep abreast of social applications to involve millennials, not only through presenters but also through the use of social media. Use technology to enhance their experience.

COLLABORATIVE ENVIRONMENTS According to a white paper done by PricewaterhouseCoopers, unlike other generations, millennials prefer collaborative environments. Instead of large, formal conference rooms, which are preferred by Baby Boomers and Generation X, create huddle rooms, which are small, intimate, informal breakaway rooms to enhance collaboration and idea sharing. And please, do not set it up in U-shape or boardroom-style seating – this will defeat the object. Video conferencing will also take a front seat yet again. Finally, you have a generation that really adopts this technology.

Millennials often ask: “Why should we gather in one conference room if we can achieve the same objectives by collaborating remotely via video conference?”

NEW DAWN FOR TEAM BUILDING

According to the Bureau of Labour Statistics, millennials constituted the largest generational group in the workforce in 2015. For Sue Marillier, this should be a wake-up call for all events manager.

W

HY IS IT taking so long for event

planners to get to grips with the age groups of their attendees and create appealing content for all generations at an event? Is it because most events planners are Generation X? If this is the cause, I have listed foolproof ways to make your next conference millennial-friendly.

experiences; so now, more than ever, event planners must be storytellers creating strong emotional messages.

DON’T BE PREDICTABLE If you want to appeal to a younger generation, you might want to shake things up a bit. Don’t be afraid to break the rules.

RELEVANT AND CURRENT

GO DIGITAL

Millennials want real, raw information without the sugar-coating. Yesterday’s news should be just that. They thrive on distinct, genuine

One of the biggest differences between generations is the way they communicate. Baby Boomers (1945–1960) prefer to communicate

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As much as I hate to say it, Baby Boomers and Generation X are over team building. On the opposite end, millennials will embrace it because of its collaborative nature.

AVOID INFORMATION OVERLOAD Go beyond the spreadsheet and PowerPoint presentations. Panel discussions and Q&As are useful and inexpensive ways to engage with the audience.

SUE MARILLIER is the owner of her own events company, Sue Marillier and Associates. Her can-do attitude and limitless thinking are the backbone of a career spanning over two decades.

Take the online Q&A test and start gaining credits. miceplanner.net

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SOUND BITES

A sucker for For chef James Khoza, being able to transform ingredients successfully into something that will bring pleasure to a guest is pure magic.

H

ow has the food and beverage industry changed over the past five years? There is a lot more focus

on using the freshest possible ingredients and knowing where they originate – chefs have become far more aware of resource sustainability. Cooking methods have become more of a focus too – it’s no good having the best ingredients at your disposal and ruining them by choosing an inappropriate cooking method. Chefs are getting a lot more exposure now and customers are better informed as a result of the proliferation of cooking shows. This has had a two-prong effect: it has improved F&B development, but has an adverse effect on the chef. There is absolutely no room for error and attention to detail is vital. Some chefs cannot handle the pressure these industry changes have resulted in and either change careers or become emotional wrecks, sadly.

What are some of the current trends in the food and beverage industry?

Simple, artistic food that is big on taste but respects the natural flavours of the ingredients.

Molecular gastronomy and sous vide are no longer trending; now, we are going back to the classics, incorporating elements of all styles to put a modern spin on food.

stereotypical food moulds. We smoke, we do ‘Alinea’, and we create new-world cuisine that will excite your palate.

What would you identify as the primary mistake people make when catering for conferences? Chefs tend to think that the food expectation of a conference delegate is unimportant; so they tend to cook without love or creativity, forgetting that most delegates have a discerning palate and a good knowledge of what constitutes a good dish. Sadly, poor-quality food has become the norm at a conference.

How can one present ‘plain’ food in an appealing manner? Fresh, colourful vegetables that are cooked in a way that highlights their natural flavour and that are presented in an appealing manner can be as enticing as a more complex dish. If you lack product knowledge and have no respect for the ingredients, your dish will fall short of expectation.

What is your favourite dish to make?

Pasta tossed with fresh, seasonal vegetables and leftover braised meat.

What is your number one catering tip?

Cook simple food with lots of flavour and present it in an appealing way that reflects the respect you have for the paying customer.

What is your favourite kitchen equipment or gadget? The good, old coffee grinder. It’s not just for grinding coffee, it can be used to transform dehydrated vegetables, fruits or any other ingredient, which, when ground, can then be added to salts or used as flavouring agents. A real cost-saver.

What is your favourite time in the kitchen? Around 10:00, when the stocks are

What can delegates expect to eat when attending an event at Sandton Convention Centre? Fresh and tasty food

simmering away; it’s a smell that really makes you appreciate being a chef. The ability to be a chemist, artist and soldier, all in one, is the ultimate nirvana for us chefs.

produced with a passion that rivals five-star restaurant food. We do not mass produce bland food, and we are not afraid to break the

What dish are you asked to make most often? Lamb shank – everybody loves a fall-off-

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ABOUT CHEF JAMES Executive chef of Sandton Convention Centre James Khoza’s exhilarating journey with food started almost 20 years ago. His steadfast commitment to improving the quality, variety, research and presentation of food has seen his passion develop within this realm and provide a platform from which he explores the characteristics of ingredients through experience, experimentation and recipes. James says that travelling the world opened him up to a new way of thinking.

“Essentially, I embraced a more creative approach to thinking about the nature of food – what you can do to a simple product to turn it into a masterpiece.” His passion for food is what has driven him to always strive for perfection. It is this passion that has Khoza creating culinary experiences to share with the world.

the-bone lamb shank, regardless of what season it may be. It’s the ultimate comfort food.

What is your favourite food? I love all food. Each ingredient is different and unique in the way it needs to be handled and prepared.

Creating an exceptional dish requires an intimate knowledge of its ingredients.

Did you eat your veggies as a child?

I am an African man; I didn’t do vegetables. It was all about the meat for me. But, that doesn’t mean we weren’t served spinach, braised cabbage and butternut at almost every meal.

What is your favourite food memory?

That would have to be the 2015 Bidvest gala dinner. My boss suggested we try smoking the salmon gravadlax in petite glass bell jars for 1 200 people. Being a sucker for innovation, I agreed. This crazy risk paid off and executing the dish was the culinary equivalent of summiting Everest.

20 QUESTIONS

Keeping the industry

What superpower would you like to possess? I have to admit, I needed to consult with my nine-year-old son about this – we concluded that teleportation would be perfect, so that I would never be stuck in traffic.

What are you addicted to? My phone!

What is the best and worst advice you have received? Best: deal with problems

Paul McConnon’s experience enables him to select and secure the most appropriate speaker for each type of audience.

H

ow do you see the industry at the moment? As the economic

situation becomes more challenging, companies are looking to prepare their teams for the bumpy road ahead. The conferencing industry is very buoyant and, at the same time, demanding.

What drew you to the business? My introduction to the industry was through a couple of business-to-business speakers who still impress me with their professional and innovative attitude towards delivering key business messages and keeping up with an ever-changing landscape.

What has been the biggest change you’ve seen in the industry? As the market and audiences become more sophisticated, so the corporate world recognises the important role speakers play in their teams’ development and the value the right speaker can bring to their conference.

Companies seldom book speakers based on biographies and ‘celebrity’ but more on interaction with either a well versed agent and/ or a face-to-face briefing with the speaker to ensure the correct selection.

What have been your career highlights so far? Watching my business build solidly in seven years as a newcomer to the industry. Also, being privileged to work with some of the best companies in South Africa and getting to know and represent awesome, talented and tirelessly motivating speakers. It is my passion!

and issues quickly, fairly and with honesty – try not to let them fester. Worst: hold your business close to your chest.

Tell us something about yourself that few people are aware of? I have a huge fear of heights, which manifests itself when flying.

If you could speak any language, what would it be, and why? I have always been

ABOUT PAUL Unique Speaker Bureau (USB) is a speaker management company comprising top national and international speakers. Covering a wide range of topics, this collaborative team share their knowledge and experience to inform, enlighten and inspire their audiences in an ever-changing world. As owner and manager, Paul McConnon works proactively with his clients and has assisted event planners with thousands of events over the past seven years. uniquespeakerbureau.com

What differentiates USB from other speaker bureaus? From the very start, USB’s vision was to build collaborative relationships both with and between speakers, recognising that growth for all would be the obvious result. In a similar manner, USB endeavours to build firm relationships with its clients – part of this process are the many proactive marketing events we do for our customers to showcase speakers.

What has been your most memorable conference? The first major multispeaker conference where all the speakers were from USB was probably my most memorable.

fascinated by the Chinese language and it would be really great to be able to read, write and understand it.

What is the weirdest food you have ever eaten? Crocodile tail, although I was told it was lobster tail at the time.

Where is your favourite holiday spot, and why? In South Africa, it is Cape Town.

It offers everything I love – great food, good friends and good wine. Internationally, it has to be going back to my roots in Ireland where charm, friendliness and humour abound.

What do you do in your spare time? I enjoy mountain biking and family time is very important to me.

What three things would you want with you if you were stranded on a deserted island? If family does not qualify then a least a puppy as a companion. I would want to keep in touch with the outside world so a solar-powered ham radio, and lastly, a decent fishing rod.

Are you a dog or a cat person? Dog. What quote best describes you? Luck is when preparedness meets opportunity.

If you could meet anyone, living or dead, who would you meet? Nelson

Who is your celebrity lookalike? It’s

Mandela – I am big on understanding and defining one’s purpose and I believe we could have an interesting conversation in this regard.

been said that I bear a resemblance to Robin Williams or Gordon Strachan. Among the speakers, however, it’s not as glamorous as that... they call me the leprechaun and the only reason I tolerate this is because it’s accompanied by talk of the rainbow and the pot of gold I’ll find for them.

What would your obituary say?

Generally tried to see the good in people and known to be tenacious by not giving up easily.

Also, could sell ice to Eskimos.

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USB speakers have solid speaker & MC credentials; we rely on repeat business and deliver excellence constantly.

Unique Speaker Bureau is often the bureau of choice when it comes to sourcing select talent for your event. Unique Speaker Bureau’s collaborative team of keynote speakers, MCs and program directors (facilitators) are carefully chosen for their presentation content, professionalism, expertise, experience, depth and collaboration.

The aim is to give invaluable exchange in abundance to every client, resulting in successful events. USB speakers are local and international professionals, with a proven track records the world over.

Often an entire line-up of speakers is chosen from the USB stable due to the cohesiveness of this bureau. The wow factor of speakers, mcs and entertainers knowing each other and working together to achieve your conference objective is magical.

USB delivers well matched speaker solutions to Africa’s business.

For a truly impactful event that leaves everyone inspired, committed and motivated, call USB experts today on +27 11 465 4410 Alternatively, contact: Paul@uniquespeakerbureau.com I +27 83 268 6057 www.uniquespeakerbureau.com

DESTINATION • Limpopo & Mpumalanga

Fancy a bush conference?

Limpopo is a land of beautiful and contrasting landscapes. It is a region of infinite scenic beauty with a great diversity of both natural and man-made attractions, rich cultural heritage and an abundance of wildlife and nature-based MICE opportunities.

5

REASONS TO PLAN YOUR EVENT, TEAM-BUILDING ACTIVITY OR INCENTIVE IN LIMPOPO

1 LANDSCAPES Boasting UNESCO World Heritage sites as well

as parts of the Kruger National Park, Limpopo is a mosaic of beautiful landscapes, ideal for any MICE activity.

2 CULTURAL HERTIAGE Limpopo is home to many wood carvers,

potters and beaders. It is also a land of myths and legends.

Entertain delegates with stories of the Rain Queen, the female ruler of the Modjadji people, who, according to legend, has the power to make it rain.

3 BIG 5 The game-viewing is absolutely fantastic and possibly

4

the best in the South Africa. The Waterberg is a malaria-free Big Five destination and is surrounded by a UNESCO Biosphere Reserve. Limpopo hosts more than 3.6 million hectares of national parks, nature reserves and game farms, making up 70% of South Africa’s protected land.

IRD HAVEN Nylsvley, between Modimolle and Mookgophong, B is the largest and best conserved flood plain in South Africa.

Eighty-seven of the 94 water bird species known to breed in Southern Africa can be found on this flood plain.

5 FIVE-STAR HOSPITALITY With numerous five-star guest houses

and guest farms with conference facilities, Limpopo has become a haven to delegates who want to have a unique African experience without compromising on comfort.

Looking to host your next event in a place that boasts spectacular scenic beauty? Mpumalanga checks all the right boxes.

5

REASONS TO PLAN YOUR EVENT, TEAM-BUILDING ACTIVITY OR INCENTIVE IN MPUMALANGA

1 FIVE-STAR HOSPITALITY With numerous five-star guest houses

and game reserves with conference facilities, Mpumalanga has become a haven to delegates seeking an African experience without compromising on comfort.

2 THE KRUGER NATIONAL PARK Visit the largest game reserve in

Africa. The park stretches for 352 km from north to south, along the South Africa-Mozambique border. Things that delegates can do in the park: spot the Big Five, hot-air balloon safari, visit cultural villages, elephant-back safari, and stay in a luxury bush camp.

3 PANORAMIC ROUTE Mpumalanga is home to some of the most

beautiful natural attractions in South Africa. Blyde River Canyon is the largest green canyon in the world, stretches over 26 km and is over 800 m deep. Bourke’s Luck Potholes is a series of enormous potholes that have been carved by pebbles swirling around in the pools where the Blyde and Treur rivers meet and become one. God’s Window is a picturesque view point. Lisbon Falls is the highest waterfall in Mpumalanga.

4 HISTORICAL AND CULTURAL INTERESTS Pilgrim’s Rest is a little

town that is lost in the 1800s. The town is small enough for you to explore on foot. Delegates can visit the local Ndebele ladies and see how they manufacture artworks that cater for their Ndebele cultural needs. There is a wide selection of other arts and crafts available that visitors can purchase, or they can take part in the annual Gold Panning Championships, held every year in September.

5 OUTDOOR PARADISE For the adrenaline junkies, Mpumalanga offers hiking trails, mountain biking trails, canoeing, white river rafting, mountain climbing and abseiling.

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FEATURED VENUES • Gauteng

LUXURY in the heart of Rosebank In addition to its sophisticated appeal, 54 on Bath is renowned for its warm hospitality and professional service – ensuring its place as one of the top boutique hotels in Africa.

S

ITUATED IN THE leafy Johannesburg

suburb of Rosebank, 54 on Bath offers its guests a signature blend of luxury, style, and intuitive service – ensuring the highest levels of comfort for both business and leisure travellers.

MEETING AND EVENT SPACES 54 on Bath offers six well-appointed and flexible conference venues, which can accommodate up to 120 guests, as well as a boardroom for 20. The hotel’s dedicated conference team will provide knowledgeable assistance in customising any event to your specific requirements – from business meetings and conferences, to cocktail parties and breakfast presentations. In addition, the executive chef provides special menus and catering options to ensure that your event is also a culinary success.

• Level Four is headed up by executive chef Phil de Villiers and offers guests a menu that features a bold signature style and distinctive flair • The hotel is also well known for its delicious high tea. The menu includes classic afternoon tea favourites and an indulgent royal tea.

• The sophisticated Veuve Clicquot Signature Champagne Bar offers a choice of champagne, cocktails and wines, accompanied by tasty bar snacks.

Overlooking the terrace garden, the bar is the perfect meeting spot for sundowners or pre-dinner drinks.

white linen, and feather-top beds ensure rest and relaxation at the highest. With so much on offer in such refined luxurious surroundings, it is no wonder that the hotel is regarded as one of the best in South Africa. Choose from 75 elegantly decorated rooms, comprised of 60 deluxe standard rooms, 12 executive rooms and 3 luxury suites.

THINGS TO DO An enclosed sky bridge links the hotel to the newly refurbished Rosebank Mall, perfect for the avid curio and high-street fashion shopper.

Nearby attractions include Sandton City, Melrose Arch and Nelson Mandela Square, with a host of shops, restaurants and cinemas. It is also in close proximity to the Gautrain, the Sandton Convention Centre, museums, golf courses, art galleries and theatres. O.R. Tambo International Airport is also easily accessible.

ELEGANT ROOMS

This boutique hotel offers a range of comfortable, elegant rooms that provide views of the beautiful surrounding garden and green city skyline. Guests are assured of DISTINCTIVE DINING a relaxed stay, spaciousness and privacy, with +27 (0)11 344 8500 l tsogosun.com Whether you are hosting a business lunch, rooms that reflect 54onbath.meetings@tsogosun.com a relaxed dinner, or a celebratory event, philosophy of luxury.

VENUES AND CAPACITIES 54 on Bath’s aim is to make every meal a Block-out curtains, Room name Cinema Schoolroom Banquet Cocktail Boardroom memorable occasion. fluffy duvets, crisp Batha 75 48 60 75 De Jongh 30 14 20 20 Hitchcock 40 26 20 30 MEETINGS RECOMMENDS With its classical standards of excellence, Kentridge 120 60 80 120 dating back to an era of gracious living and attention to detail, 54 on Bath is Erskine 13 the ideal choice for guests seeking a sophisticated city hotel with the highest Pemberton 5 levels of service and luxury.

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FEATURED VENUES • Gauteng

Down by the

RIVERSIDE Just 45 minutes’ drive from Johannesburg, you will find the answer to all your conference, teambuilding, or business event needs at Riverside Sun.

T

HE NEWLY REFURBISHED Riverside Sun

is ideally located away from the hustle and bustle of the city. It is perfect for conferences and team-building activities, and

promises business and leisure guests comfort, culinary delights, and efficient service.

LOCATION

The hotel is situated on the banks of the Vaal River and is less than an hour’s drive VENUES AND CAPACITIES from Johannesburg. Delegates can Room name Cinema Schoolroom Banquet Cocktail expect an escape from the city The Ballroom 500 300 300 400 complete with all the conveniences Bishop 50 30 30 50 of this modern venue.

Darter 50 30 30 50 Falcon 20 12 12 20 MEETING AND EVENT SPACES Harrier 20 12 12 20 There are five conference venues Heron 150 60 65 150 inside the hotel, complete with Kestrel 20 12 12 20 Kingfisher 90 50 60 90 state-of-the-art furnishings and Kite 40 30 40 40 equipment. These rooms can Sunbird 150 60 65 150 be used individually or may be Swift 50 30 30 50 combined as a gala event venue, Weaver 40 30 40 40 catering for up to 500 guests.

MEETINGS RECOMMENDS Riverside Sun is the perfect location for business conferences and corporate functions, offering a range of venues and a variety of packages designed to meet your specific requirements.

Adjacent to the conferencing rooms are three syndicate rooms, which seat 10 people each and are perfect for strategy breakaway sessions or smaller meetings.

For more intimate occassions, event organisers have a choice between the Kingfisher room and two secluded log cabins. The Kingfisher room – with its natural light and private courtyard – is ideal for executive meetings. The log cabins are situated in the lush gardens of the property and overlook the Vaal River.

To recharge between business sessions, guests can enjoy an outdoor lunch.

As part of a new offering from Tsogo Sun, Riverside Sun now includes The Wine Cellar, which comfortably seats 40 people. It can cater for special dinners and intimate functions.

Additionally, for a more relaxed event, the hotel will pitch a Bedouin tent and furnish it with beanbags on the luscious green lawns.

CATERING Event organisers have different dinner experiences with a variety of menu options available to choose from to make their event memorable.

These include dinner while cruising on the river, or a casual braai on an adjacent island.

Perfect for year-end functions, the hotel offers an unforgettable dinner under the stars, a themed dinner in a Bedouin tent, or a traditional gala dinner in the conference centre. A current favourite is the ‘Food around the World’ theme, where guests delight in sampling delicacies from various countries and cultures, available from food stalls in the hotel's gardens.

ACCOMMODATION The hotel’s 169 newly renovated rooms, guarantee a restful evening, which will leave guests ready to embrace the challenges of the following day.

+27 (0)16 982 7300 riversidesun.reservations@tsogosun.com tsogosun.com

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FEATURED VENUES • Limpopo

Meet in Polokwane For those who seek a relaxing environment to host productive meetings, Garden Court Polokwane offers event planners the ideal venue.

G

ARDEN COURT POLOKWANE, located

in the heart of Limpopo province’s capital city, offers delegates a base from which to conduct business and explore the surrounding area. The hotel is currently undergoing a R65 million refurbishment that will be completed in May 2016. The refurbishment includes all bedrooms and public areas as well as the addition of a 120 seater conference facility.

MEETING AND EVENT SPACES Once completed, the new conference facility can be divided into two smaller venues ideal for smaller meetings, workshops and

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training sessions. Day conference packages include refreshments, venue hire and standard equipment. The team at the hotel will gladly work with you to tailor make a conference experience to suit your needs.

CATERING

THINGS TO DO

The Matsakeng Restaurant offers buffet breakfasts and dinners. Lunch is a light a la carte menu. The restaurant also caters for group functions, business meetings, celebrations and special occasions. For a relaxed evening, guests can head to the Lapologa Lounge and bar.

There is so much to do in Polokwane, and throughout Limpopo. The hotel is located less than 5 km from Peter Mokaba stadium. A host of shopping opportunities are available. Nearby attractions include the Magoebaskloof Rainforest, the Polokwane Game Reserve, the Bakone Malapa cultural museum, boating and angling on Ebenezer Dam, the Debegeni Falls, Zebediela citrus estate and many more.

ACCOMMODATION The newly refurbished rooms will be furnished in calming neutral shades and equipped with a host of thoughtfully selected amenities such as USB plugs, writing desk, maxi showers, DStv and free Wi-Fi. The ground floor rooms open onto the hotel’s beautiful gardens. Accommodation includes a choice of 178 standard rooms and two suites.

+27 (0)15 291 2030 gcpolokwane.reservations@tsogosun.com tsogosun.com

FEATURED VENUES • Mpumalanga

The Lowveld's gem Emnotweni has modern infrastructure and an array of offerings which makes it capable of staging a myriad of world-class events, conferences, shows, festivals and exhibitions.

T

HE STUNNING EMNOTWENI complex is a superb destination in

the Lowveld and has played host to renowned musical artists, comedy shows and hi-tech exhibitions. The complex offers an array of entertainment options, which include restaurants, a casino, cinemas and a multipurpose conference centre. It also adjoins Riverside Mall, one of the larger shopping centres in the region.

Airport — making this the perfect destination to mix business with pleasure and explore the Lowveld region.

CATERING The Emnotweni Arena is serviced by a stateof-the-art kitchen with a variety of menus to choose from. Southern Sun Emnotweni prides itself on home-style cooked meals with a large menu choice and selection to suit all preferences.

ACCOMMODATION MEETING AND EVENT SPACES

No matter the size or nature of the function, Emnotweni has you covered.

The Arena can cater for any event, no matter the size or nature. This impressive and spacious venue can host up to 770 people for cocktail functions, 700 seated in cinema style, LOCATION 500 seated in a banquet or schoolroom style The complex is ideally positioned in the heart and 400 seated in classroom style. It boasts of Nelspruit, within close proximity to the state-of-the-art catering equipment and a Kruger National Park, and just 22 km from massive floor space of 695 m2.

The Cycad Rooms located at Southern the Kruger Mpumalanga International Sun Emnotweni are ideal for hosting business meetings up to a maximum VENUES AND CAPACITIES of 60 people. Both rooms have Room name Cinema Schoolroom Banquet Cocktail floor-to-ceiling windows with doors Arena 1 & 2 700 400 500 770 leading out to the gardens.

Arena 1 300 200 200 400 The rooms are well equipped, Arena 2 300 200 200 400 Cycad 1 & 2 60 42 60 60 private and fully serviced.

Cycad 1 30 18 30 30 Day conference packages Cycad 2 30 18 30 30 are available, which include

MEETINGS RECOMMENDS

venue hire, standard conference equipment, refreshments and lunch.

StayEasy Emnotweni offers a well-appointed meeting room that caters for meetings of up to 20 people, with standard equipment, stationery as well as tea and coffee included in the venue hire.

Ideally located within close proximity to the Kruger National Park, Emnotweni has the perfect space for your next event in the Lowveld. It has one of the largest conference venues in Nelspruit, and offers various accommodation options and mouth-watering fare.

Two hotels located within the precinct provide comfortable accommodation with a range of room types, services and facilities.

Southern Sun Emnotweni boasts 109 spacious en-suite rooms with modern facilities. Room types include standard and executive rooms, as well as suites. The hotel has a fitness centre, the Jasmine Restaurant and Bar, as well as an outdoor swimming pool set in landscaped gardens.

StayEasy Emnotweni provides uncomplicated, affordable comfort with 115 standard rooms. Other facilities include a breakfast room, self-service work station and an outdoor swimming pool area.

Both hotels offer free Wi-Fi.

+27 (0)13 757 3000 Emnotweni.Reservations@tsogosun.com tsogosun.com MEETINGS l MARCH/APRIL 2016 •

35

TALKING POINTS

Connections mean everything

INDUSTRY VIEWS

SAACI has teamed up with ibtm africa 2016. Adriaan Liebetrau explains the collaboration.

SAACI's take on keeping current

A

S PART OF Africa Travel Week, ibtm africa aims to promote Africa’s business events industry.

This year, ibtm africa has partnered with SAACI to bring together key meeting planners from some of the leading corporates in South Africa and suppliers from the business events industry. It is a great opportunity to learn from the leading experts as well as to network with them.

ADRIAAN LIEBETRAU is the CEO of SAACI. He has many years of experience within the conference and events industry.

CONFERENCE REPORT DAY CONFERENCE ibtm africa has evolved from a table-top event into a high-quality, content-driven programme. The day conference’s objectives are to establish the African conference industry as strong, solid and competitive locally and internationally.

It will achieve this by using the ibtm world themes, which are: connections mean everything; inspiration from outside; leading lights from leading events; innovative events; putting meeting design into practice; tools for meetings; and productivity and industry engagements to

In addition to being an active part of presenting the conference, SAACI will also be partnering with ibtm africa to develop a conference report, which will serve as an essential guide to the business events industry in Africa. Pinning down the fundamental concepts is something that is needed for the sake of making the African conferencing service consistent and world class, especially when the current economic climate is one that favours foreign travel to South Africa.

We at SAACI are very much looking forward to playing our part in this exceptional component of Africa Travel Week.

AAXO has officially launched

INDUSTRY VIEWS AAXO - for the exhibition organisers

A dynamic new voice for exhibition organisers has made the industry sit up and take notice, writes Cindy Wandrag.

I

N FEBRUARY, the Association of African Exhibition Organisers (AAXO) was officially launched. Attendees from various sectors of the exhibition industry – including exhibitors, service providers, organisers, industry stakeholders and media – were given an overview of how AAXO is helping to transform the exhibition space in South Africa and, more broadly, across Africa. AAXO's future plans, as well as results of recently commissioned market research, were also announced.

CINDY WANDRAG is the marketing manager of Thebe Reed Exhibitions, a founding member of AAXO.

give the industry the nuts and bolts to make them well-oiled machines and make their jobs easier.

The message is very clear-cut, with high-end content delivery focusing on the quality of the content instead of the size of the gathering; it also aims to familiarise you with travel restrictions and teach you the tricks of the trade.

investment. Consumers also have a host of competitive leisuretime pursuits competing for their time and money.

“Organisers will need to innovate to create value and add experiential elements, as well as maximise the use of technology to continue to triumph in the space – creating an exhibitor and visitor win-win situation, where each party delights the other,” she says.

WHY JOIN MARKET RESEARCH The research was highly positive and indicated the significance of events on the economy, the growth of the industry and the growth of events in the past decade alone, and what can be learnt from the most successful new exhibitions that have entered the market in recent years. According to Gillian Saunders, principal and head of advisory services at Grant Thornton, “This research puts the current climate in the industry into perspective, and highlights challenges and opportunities. The industry continues to grow, although exhibitors are reining in expenditure and economising on spend, where possible, and keen attention is being paid to return on

36 • MEETINGS l MARCH/APRIL 2016

The numerous benefits of AAXO membership were also discussed, some of which include: VAT exemption or reduction for international exhibitors; an AAXO-approved badge for members, which is a recognisable symbol of the credibility and quality of an exhibition; the Audit Bureau of Circulations’ show audits, which validate attendance figures at events; and accessing information, research and resources specific to Africa. Other benefits include mediation services for members, training opportunities and negotiated supplier discounts. The next AAXO training day is also an exciting opportunity for members to learn how best to measure return on investment for exhibitions. For a full list of benefits, visit aaxo.co.za.

TA L K I N G P O I N T S

GREENING VIEWS

Keeping green with Event Greening Forum

Beware of greenwashing These days, everyone is claiming to be going green or have sustainable initiatives in their businesses and events, writes Zoe Broad.

T ZOE BROAD is the marketing manager for Scan Display, a founding member of the Event Greening Forum.

INDUSTRY VIEWS AIPC on conferencing security

ODAY, WE ARE seeing companies spending more time and money trying to be green, but many of their initiatives are mainly window dressing. An example of greenwashing is the placing of recycling bins in and around an event venue, with no back-of-house waste management processes in place, resulting in waste not being disposed of correctly. To the public, it looks like the event has implemented sustainable initiatives yet, in reality, the initiatives are ineffective and deceptive.

HOW TO AVOID GREENWASHING Work with a reputable company that can guide you through the process of organising a successful, environmentally sound event. Environmental audits are becoming important, as they highlight the steps that were taken to ensure the event was sustainable. Auditing your event also helps to set benchmarks and provides insight into the successes and shortfalls of the event’s sustainability.

If the event takes place on a regular basis, consider using branding that can be reused for future events. Companies

Security demands a joint effort It’s hard to think of conventions and exhibitions without also thinking about security, writes Geoff Donaghy.

C

GEOFF DONAGHY is AIPC president, CEO of International Convention Centre Sydney, and director of Convention Centres, AEG Ogden.

that claim they are organising a sustainable event, but print new graphics unnecessarily and without any thought, are effectively greenwashing. If branding has been reused many times and is looking tired, then one should make sure that the old branding is disposed of in a sustainable way.

If you have arranged for biodegradable packaging at the event, ensure that staff, delegates and exhibitors are aware that the packaging should not be disposed of through normal means. Although the definition of biodegradable is “capable of being broken down (decomposed)”, it still requires the addition of specific substances to do so.

Educate yourself and your team members – planning an event always has its challenges but equipping your team with the right tools and know-how helps to simplify this process.

The Event Greening Forum (EGF) has compiled minimum standards, which will provide event organisers and professional conference organisers with guidelines on hosting a successful green event. The EGF team is also available for advice and assistance. Visit eventgreening.co.za or contact Lynn McLeod on +27 (0)82 891 5883.

ENTRES ARE MORE likely than many other gathering places to have well-defined security policies and procedures in place. These measures are designed to cover a whole range of possibilities beyond direct building security, which means that they are flexible enough to respond to issues as diverse as fire, geological events, medical needs and many other elements that might accompany an incident driven by external forces.

because, while a visible presence of security measures is, to some extent, comforting, there is a point at which it can become a distraction in itself and start to impact the overall experience of a delegate or visitor. One of the reasons this balance is easier to achieve in today’s sophisticated centres is that many of the required resources – like video surveillance, building-wide communications and the ability to readily secure various areas – are already built into the facilities.

WELL INTEGRATED

COMMUNICATION IS KEY

As integral parts of their respective communities, centres are generally well integrated with both security and emergency measures for the destination as a whole. This is a critical issue as events have repeatedly shown that good coordination is one of the most effective means of managing any situation that may arise.

From a client perspective, there is one overriding need – and that is good communications. Organisers know their groups, their vulnerabilities and any issues that may attract the wrong kind of attention better than anyone – and, as per the above, centres know their buildings, capabilities and procedures in the same way. By making sure there are open and ongoing communications leading up to an event, these two parties can ensure the highest possible level of security and, by doing so, make sure that the kinds of events most likely to facilitate global exchange and all the benefits that result therefrom can proceed uninterrupted.

FINDING THE BALANCE Centres are generally well experienced in managing the appropriate balance between good security and an avoidance of too much visibility in that respect. This is important

MEETINGS l MARCH/APRIL 2016 •

37

T H E B A C K PA G E

Be the change

I

T IS HUGELY REWARDING to give of your time, knowledge and expertise to make an impact and I encourage you to do so. But, in saying this, I advise that you approach such projects strategically.

Corporate social investment is defined as business involvement in social initiatives to meet the needs of the communities in which they operate. It provides a way for companies to demonstrate a commitment to acting responsibly and to making a positive contribution to society.

Because your brand is directly linked to any initiative you are involved with or represent, treat this as ‘business as usual’ and not a ‘charity case’.

Remember that NGOs often have large networks that will be exposed to your work during the project, so make sure you run a tight ship.

SOME TIPS FROM MY EXPERIENCE: • Work only with organisations that are credible and well administered. You do not want to align yourself with a dodgy project, where noone knows where the funds are used or how the money is administered.

• Work with a charity or an organisation whose agenda and goals match your own. You need to feel passionate about a group’s cause in order to do professional pro bono work for them.

• Insist on having a specific person in the organisation that you will report to and who will be your client (and ensure you treat them that way).

• Get clarity on expectations and deliverables and do not bite off more than you can chew.

• Clearly communicate how want to run the

project and what support you will require from the organisation you are assisting.

• Your fundraiser’s success is often as a result of your relationships with other people, sponsors or organisations; for example, an MC that agrees to host the event pro bono.

Ensure that you credit these parties and also treat them professionally and with respect.

• Lastly, give your full attention to the project (even though you are giving your time for free). The damage to your brand for nondelivery will have the same repercussions as is the case with a paying project. Staying professional and committed throughout shows passion and integrity.

I want to leave you with these wise words from Denzel Washington, “At the end of the day, it’s not about what you have or even what you’ve accomplished… it’s about who you’ve lifted up, who you’ve made better. It’s about what you’ve given back.”

INDEX TO ADVERTISERS 54 on Bath 32 Barmotion 24 Best Western/Orion Hotels 2 BOUNCE INC 27 Cape Milner 1 Century City Convention Centre 16 & 17 Compex 13 Emnotweni 35 EXSA OBC Fineline Illustrations 3

38 • MEETINGS l MARCH/APRIL 2016

Garden Court Polokwane 34 Gautrain 18 & 19 Gauteng Convention Bureau 23 Johannesburg Expo Centre OFC Khoja Group 6 Lumi 21 Markex 34 Peermont 7 Resource Design 11 Riverside Sun 33

Sandton Convention Centre Scan Display Thebe Reed Exhibitions Unique Speaker Bureau World Travel Market Africa

THE INCENTIVE PLANNER Clico Boutique Hotel Le Franschhoek Hotel & Spa The Westin

IBC 14 IFC 30 10

5 4 2

Illustration: Nicolene Louw

Every year, Miss Meet organises two fundraising events pro bono. She explains why.

miceplanner.net

PLANNING YOUR NEXT INCENTIVE TO SOUTHERN AFRICA:

BUCKET LIST TEMPTATIONS WHAT THE EXPERTS KNOW: DEALING WITH INCENTIVES LOCAL IS LEKKER: DON'T BREAK THE BANK WITH THESE IDEAS

ON19 RESTAURANT EXCLUSIVELY YOURS Enjoy Full Exclusivity of our ON19 Restaurant, located on the 19th floor.

T +27.21.412.9999 F +27.21.412.9001 Convention Square Lower Long Street Cape Town E 01445.info@westin.com W westincapetown.com

From breathtaking views to intimate options, sourcing a venue to host a private function could not be easier. The ON19 Restaurant at The Westin Cape Town is the perfect venue and can easily accommodate lunch, dinner or a contemporary cocktail. We would be delighted to work with you to create special moments that can be cherished forever.

Lunch (12:30 - 15:30) R20 000

Dinner (19:30 - 22:00) R30 000

Includes: - 3 course meal - Exclusive use of the venue - Maximum 60 guests - Food services charge

Includes: - 3 course meal - Exclusive use of the venue - Maximum 60 guests - Food services charge

Contemporary Cocktail (19:30 - 22:00) R35 000 Includes: - Contemporary cocktail menu - Exclusive use of the venue - Max 100 people* - Food services charge

Contact Reservations on 021.412.9999 or email 01445.groupreservations@westin.com * TERMS & CONDITIONS APPLY | All beverages, related services and supplements on seafood platters are not included | Subject to availability of venue | Maximum of 60 guests | Food services charge.

BEST PRACTICE

5

WAYS TO ENSURE SUCCESSFUL INCENTIVES

1 LAUNCH WITH THE BASICS There

is often a tendency to launch the programme with a ‘watch this space’ message in the mistaken belief that salespeople will make extra efforts to qualify for an award they know nothing about. Would you? This is lazy thinking and lazy marketing.

Even if you only have a week to prepare, you need to say, at the very least, where the event is and what the highlights are and, if absolutely necessary, the website or the brochure can follow on.

2 BE CLEAR ABOUT THE RULES Take

care with the rules and consult widely about the mechanics of how winners win. There is nothing worse than a high-profile campaign with a great award that is dogged by debate and controversy as to how qualifiers can qualify or not, as the case may be.

3 THINK OUT OF THE BOX Mid-

Dealing with John Fisher suggests it is no longer enough to simply ‘do the travel’. You need to offer incentive planning advice as well.

I

T IS INTERESTING HOW often clients refer

to incentive travel as holiday prizes. To the uninitiated, this can cause much confusion.

As we all know, holiday prizes are individual packages in which the winners depart at times that suit, normally bought from a travel agent.

Incentive travel is, by definition, group travel with participants all enjoying the same event at the same time. Once you get into the habit of defining what is required, the leap from mere travel supplier to incentive planning adviser is easily made. At the same briefing meeting that deals with the travel requirements, the conversation inevitably turns to the objectives, the launch mechanism, ongoing promotion, informing the winners and what to do, if anything, about the losers.

The trouble is, if you don’t know what you are talking about with regard to incentive

planning, there is a strong chance that a ‘blind leading the blind’ situation develops and you start to get sucked into doing things you hadn’t planned for or, even worse, not doing things you should have done to ensure you get the winners you need to call it a successful incentive travel campaign.

OTHER OPTIONS The answer is not always just incentive travel. In most schemes, there may well be a prestigious group travel event as the headline award, but there will also be lower-level merchandise or retail voucher rewards because we all know that only a small proportion of the potential qualifiers will actually travel. The programme needs to appeal to the widest possible audience for the winners to emerge, even if they don’t all go.

campaign communication does not always have to be a postcard from the venue. Think about the profile of the potential qualifiers and how they normally work. Try WhatsApps, emails, online newsletters, social networking, DVDs or flash drives.

Consider promising enhancements such as limo transfers and suite rooms for the very top qualifiers in the last month of the campaign to push the top qualifiers even harder.

4 UPDATE YOURSELF If you are

not involved in the tracking of performance, make sure you update yourself during the campaign as to how it is going. It is not uncommon for a client to confirm 50 people to Thailand, only to discover, when the campaign is over, that only three have qualified. If the agency has prebooked the hotel and the flights, as they should have done, that’s a lot of deposit money the client may not be able to recoup. Equally, if you had known, early on in the campaign, that the winners were not coming through, you could have changed the rules to allow more people to qualify.

5 ALLOW FOR EXTRA TIME In practice,

you need to build in at least four to six weeks, often longer, after the end of the campaign before the winners travel. Sales figures need to be checked, passports sometimes have to be acquired, baby-sitting or other arrangements need to be made by the winners and, perhaps, internal domestic connecting flights need to be organised.

JOHN FISHER is a director at FMI Group. He has over 30 years' business experience, both as a client and consultant. He has written a number of business books, speaks French and German, and spends most of his leisure time in Italy.

THE INCENTIVE PLANNER MARCH 2016 •

3

INCENTIVES: LOCAL

Due to the weakening rand, budgets have been reduced, with procurement teams justifying every cent spent. As a result, local incentive programmes are proving popular.

Here are our top incentive venues.

WINELANDS HAVEN Le Franschhoek Hotel & Spa, situated in the Cape Winelands, in the heart of South Africa’s French corner, Franschhoek, offers exquisitely luxurious hotel accommodation and a truly unique winelands hotel experience.

ACCOMMODATION This luxury hotel features 63 en-suite, elegantly finished rooms and suites, and two lavish villas. The rooms boast breathtaking views over either the towering Franschhoek mountains, or manicured gardens.

DINING With picturesque vineyards a stone’s throw away, the sophisticated charm of Le Franschhoek Hotel & Spa is elegantly portrayed in its fine-dining eatery – Dish restaurant.

Diners are able to indulge in a scrumptious à la carte menu, complemented by warm service and picturesque placement. The menu is seasonal and tailored by executive head chef and experienced gastronome Scott Shepherd.

With a seductive menu comprising delectable dishes, diners are spoiled for choice at Le Verger restaurant. Terrace Bar and Lounge offers a selection of fine coffee and teas and a fantastic array of wines, beers, spirits and cocktails at the stylish bar.

SPA TREATMENTS Camelot Spa ensures a complete retreat from suburban stresses by catering to your every whim, enabling you to experience ultimate relaxation and pampering during your stay.

ABOUT THE DESTINATION Le Franschhoek Hotel & Spa is the perfect base from which to explore the Franschhoek valley and surrounding winelands. A wide variety of Franschhoek activities, ranging from outdoor and adventure sports to wine tasting and shopping, can be arranged by the hotel’s in-house travel desk.

Cape Town is only an hour’s drive away, should you feel like a change of pace. +27 (0)21 876 8900 reservations@lefranschhoek.co.za lefranschhoek.co.za

CITY OASIS With lakeside views to rival most paintings, African Pride Irene Country Lodge is a luxury upmarket hotel, boasting 75 spacious en-suite rooms, a fine-dining restaurant, conference, function and wedding venues, as well as Camdeboo Day Spa. ACCOMMODATION Rooms are elegantly designed with African mahogany wood furniture complemented by rich, textured fabrics in earthy tones. The decor creates a warm ambience, reminiscent of the comforts of an old countryside manor.

DINING The Meadow Green restaurant boasts exquisite culinary creations carefully prepared by some of the country's finest chefs, with buffet as well as fine-dining, à la carte options.

Sundowners at the gazebo, bathed in gentle sunlight, lend a tranquil touch to the already magical surroundings.

SPA TREATMENTS Amid the tranquil surroundings of Irene Country Lodge, you will find the beautiful Camdeboo Day Spa. Camdeboo offers various treatments with a focus on rejuvenation and health. Camdeboo’s philosophy is to create a sense of balance, with a gracious culture steeped in hospitality, where high levels of service and attention to detail will guarantee a sense of relaxation and inspiration.

ABOUT THE DESTINATION Nestled in Irene, the hotel is centrally located between Johannesburg and Pretoria, and a mere 25-minute drive from O.R. Tambo International Airport. The area has a rich cultural heritage and many national leaders and historic figures have left their mark in Irene.

Smuts House is the restored home of General Jan Smuts, a former prime minister of South Africa and world statesman. This historical site, as well as others of interest, can be found in Irene. A visit to the Irene Dairy Farm (across the road from the lodge) is a must. +27 (0)12 667 6464 lodge@irenecountrylodge.co.za irenecountrylodge.co.za

4 • THE INCENTIVE PLANNER MARCH 2016

20160222 - Le Franschhoek ad design - Wine and Tourism handbook (210mm x 50mm) 1.pdf 1 2/22/2016 4:33:54 PM

Le Franschhoek Hotel & Spa, situated in the Cape Winelands, offers luxurious hotel accommodation and a truly unique winelands hotel experience. This luxury Hotel features 63 en-suite, elegantly finished rooms and suites, and two lavish villas. Each boasts breath-taking views over either the towering Franschhoek Mountains, or manicured gardens. Le Franschhoek Hotel is elegantly portrayed in their fine dining eatery – Dish Restaurant. Offering diners an opportunity to indulge in a scrumptious a’ la Carte menu, this Franschhoek restaurant is complimented by warm service, and picturesque placement. The menu is seasonal and under direction of Executive Head Chef, and experienced gastronome, Scott Shepherd.

In addition, it is an ideal destination for a team building, corporate function or even a fairy tale wedding, boasting 5 world class conference venues, seating from 20 to 120 delegates.

16 Minor Rd, Franschhoek | Website: www.lefranschhoek.co.za email: banqueting@lefranschhoek.co.za | call: +27 (0) 21 876 8900

THE PERSONAL TOUCH Clico Boutique Hotel is a welcome haven for any incentive traveller.

Owner Jeanette Schwegman’s passion for local art is reflected at Clico, which is elegantly decorated in the finest silk drapes, inviting sofas, a convivial fireplace and hues that soothe the senses.

ACCOMMODATION Clico offers nine comfortable and beautifully appointed rooms of various sizes. Furnished with understated, warm, earthy browns, creams and soft greens, the bedrooms either open on to the garden or offer a balcony overlooking the pool.

DINING Clico has become renowned for being an intimate establishment, offering personalised service, and the Clico restaurant maintains this theme. The location has a unique architectural design, where a special space has been created with a metal structure, triplevolume ceilings and a flooding of natural light through the glass stack doors. This fine-food restaurant is indeed a refreshing addition to the Johannesburg dining scene. Based on seasonal, organic and local ingredients, the menu includes optional wine pairings that enhance the flavours of chef Gert Nel’s creations and allow for a more complete and satisfying dining experience.

SPA TREATMENTS The hotel does not have its own spa but there are many in the Rosebank area.

ABOUT THE DESTINATION Clico is perfectly situated in the tranquil, leafy and upmarket suburb of Rosebank in Johannesburg. Clico’s location is the epitome of convenience. It is within walking distance from the newly refurbished Rosebank Mall and is just 900 m from the Rosebank Gautrain station. Sandton can be reached within five minutes by train and O.R. Tambo International airport is only a stress-free, 20-minute ride away. +27 (0)11 252 3300 info@clicohotel.com clicohotel.com

MOUNTAIN GETAWAY Nestled in the unspoiled surroundings of the Drakensberg mountain range (a World Heritage Site) lies Cathedral Peak Hotel, one of South Africa's premier resort hotels. Since the hotel first opened to guests, in 1939, the Van der Riet family has succeeded in offering warm hospitality, combined with exceptional service and value for money.

ACCOMMODATION The hotel has 104 beautifully appointed bedrooms, including standard, interleading family, superior rooms and honeymoon/executive suites.

DINING The elegant hotel dining room offers an extensive buffet of superb culinary creations at both breakfast and dinner. All meals are personally overseen by the hotel's team of topclass chefs. After dinner, enjoy a game of pool or darts, or watch sport on the big screen in the well-known Harry's Bar. One can also relax in the comfort of Albert's Cocktail Bar. SPA TREATMENTS The hotel does not have a spa but guests can take advantage of a fully equipped gym with steam bath. The Peak Performance Vitality Centre is available nearby.

ABOUT THE DESTINATION Just 250 km from Durban and 400 km from Johannesburg, the famous Cathedral Peak Hotel is easily accessible to its many visitors from all over South Africa and abroad. Guests enjoy free, daily guided hikes including walks to Bushman paintings and beautiful waterfalls. There are a choice of 18 different walks and hikes, ranging from gentle riverside ambles to the challenging hike and climb to the summit of Cathedral Peak itself.

Bird-spotting enthusiasts can tick off some of the 121 resident bird species recorded. The ninehole golf course situated on the hotel property offers alternate tees for an 18-hole game. There are an abundance of activities at Cathedral Peak Hotel to suit both young and old visitors. +27 (0)36 488 1888 info@cathedralpeak.co.za cathedralpeak.co.za

STEP BACK IN TIME Ideally located in Claremont, one of Cape Town’s beautiful Southern Suburbs, the five-star Andros Deluxe Boutique Hotel, is a graceful colonial homestead nestled in magnificent park-like gardens. It was originally built in 1908 and designed by Sir Herbert Baker.

ACCOMMODATION The hotel offers four standard rooms, eight deluxe rooms and an executive suite – all elegantly furnished in the style typical of a grand English manor. At the end of the day, perhaps unwind with something chilled in the exceptionally well-stocked champagne bar or simply relax with a good book in the serene sun room or truly magnificent drawing room and lounge areas.

DINING Dine at the Andros is an intimate, award-winning restaurant that offers a romantic and elegant dining experience. Executive chef Ryan Donald has worked at some of the best hotels and restaurants in the world (including the legendary Waldorf Astoria in New York). His menus focus on country cuisine with a French influence and change regularly to reflect the seasons. Well-sourced local ingredients provide an exciting, sumptuous à la carte menu to suit all tastes and are complemented by an excellent award-winning wine list.

SPA TREATMENTS Book a pampering session at the Anuyu Body and Skin beauty salon - a medically supervised skin and body clinic that specialises in the science of beautiful skin, optimal health and highly effective slimming and body contouring. There are two treatment rooms with skilled beauty therapists.

ABOUT THE DESTINATION The hotel is within walking distance of Cavendish Square shopping centre and just a five-minute drive from the iconic Newlands rugby and cricket stadiums and the beautiful Kirstenbosch Gardens.

+27 (0)21 797 9777 info@andros.co.za andros.co.za THE INCENTIVE PLANNER MARCH 2016 •

Clico Boutique Hotel & Restaurant offers professional corporate meetings and events facilities, complemented by delectable dining as well as wine pairing options in the new Clico Restaurant, now open to the public. +27 (0)11 252 3300 www.clicohotel.com • info@clicohotel.com 27 Sturdee Avenue, Rosebank, Johannesburg

5

INCENTIVES: SOUTHERN AFRICA

Uthando offers is genuine about upliftment and not one of them has interest in creating showcases for tourists. The tour itineraries differ according to day of the week and time of day – because these are projects that are part of people’s lives and you have to fit in with their schedules.

EXTREME ADVENTURES IN VICTORIA FALLS Southern Africa, and especially Victoria

Bucket list Incentive travellers now demand unique and authentic experiences that can really ‘connect’ them to a destination. Henk Graaff helps you plan your next incentive trip in Southern Africa.

A

UTHENTIC EXPERIENCES can be

Photo: Serengeti Camp

found in abundance in Southern Africa. This region is internationally recognised as one of the best ‘value-formoney’ business and incentive destinations in the world. The recent devaluation of the rand has even further highlighted the ‘valuefor-money’ proposition offered especially by South Africa and Namibia.

Remember that every client is different and that the key is to find what makes one particular incentive group ‘tick’. With this in mind, here are some ultimate bucket-list temptations on offer in Southern Africa, which are guaranteed to offer delegates a once-in-a-lifetime experience.

HANDS-ON WILDLIFE CONSERVATION EXPERIENCES Travellers are increasingly interested in actively take part in conservation when embarking on a safari. Particularly suitable for smaller incentive groups of up to 10 delegates, participants in these

6 • THE INCENTIVE PLANNER MARCH 2016

Falls, is the ultimate playground for adrenaline junkies. From white-water rafting to bungee jumping to helicopter flips, Victoria Falls offers every single possible adrenaline activity in one place. International travellers often don’t understand that they won’t necessarily have to travel long distances when coming to Africa.

When opting for Victoria Falls, travellers can stay for three nights and have an absolutely meaningful and unforgettable experience and partake in a great number of activities.

A MOBILE TENTED CAMP… IN THE MIDDLE OF NOWHERE Imagine an authentic luxury mobile safari camp set up exclusively for your incentive group in the middle of the African wilderness. Camps are set up in unexplored Southern African safari territory where no other hotel accommodation is available or can handle the group size. The camps guarantee total event exclusivity. This is way beyond ‘glamping’ and works very well as an add-on ‘surprise’ to a Cape Town incentive trip.

BUILDING HOUSES, HELPING AFRICAN COMMUNITIES Cultural immersion is high

EXCHANGE OF CULTURAL IDEAS Cultureexchange experiences tend to have a profound impact on incentive travellers and will have them talking on social media until long after they have returned from their trip. An example of international sports lovers playing soccer with local soccer teams, or music groups from different countries playing music together and exchanging ideas. Sharing these kinds of interests brings a connection between the cultures on a different level and leads to very powerful experiences.

on the agenda of many modern incentive travellers, who are increasingly looking for more indigenous, authentic and cultural experiences. They want to visit destinations that allow them to ‘give back’ to the local communities. SW Africa works closely with Uthando in the Western Cape to assist with community projects. People want to make a long-lasting difference in someone’s life. They don’t just want to embark on a township tour, they want to get their hands dirty and do something truly meaningful, such as building a house for a family. Each of the projects

A born and bred, sixthgeneration South African, HENK GRAAFF fell in love with Africa, as well as the travel industry, at a young age. He has since enjoyed a wonderful career doing what he loves. An entrepreneur at heart, he bought into SW Africa Destination Management in 2002. The company offers tailor-made corporate and leisure travel, and meetings and incentive travel solutions throughout Southern Africa.

conservation activities will be able to get right in the midst of the action and assist wildlife vets with animal relocations and notching.

Guests will locate and dart animals from the vantage point of a helicopter. Once darted, delegates will assist the veterinary team to either notch or relocate the animals.

A SPACE TO SHAPE IDEAS Welcome to Africa’s preferred multi-purpose venue, the Sandton Convention Centre.

Our state-of-the-art venue provides a platform for people to share ideas, inspire progressive thinking and project innovative global solutions.

Conveniently situated in the heart of Johannesburg, the economic capital of southern Africa, the SCC offers easy access via the Gautrain to OR Tambo Airport and to a myriad of world-class shopping and entertainment options.

Its location in close proximity to a wide range of accommodation options makes the SCC perfectly positioned for both local and international travellers.

The award-winning convention centre is a proud host to some of South Africa’s largest and most successful exhibitions, offering dedicated exhibition space of over 10 000 m2 and an additional multi-purpose space of 7 700 m2.

Repeatedly voted as the most technically advanced venue in Africa, the Sandton Convention Centre provides access to the latest technology and telecoms.

At the Sandton Convention Centre we can help take your exhibition to the next level – let’s make it a resounding success.

Call us on +27 11 779 000 to book the ideal platform for your event.

SANDTON CONVENTION CENTRE sandtonconventioncentre.com

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