MARCH/APRIL 2018 • Volume 13 Issue 02
EVENT APPS Going digital can help you put together your next showstopper
attract buyers to your next exhibition stand
EXSA-LLENT EXHIBITION STANDS What does it take to create an awardwinning stand?
the year jec defined Versatility
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the cover STORY
The big interview
JEC was awarded a Best Venue Awards at the 2017 AAXO ROAR Awards. Proud CEO Craig Newman talks about the highlights coming to the centre in 2018. For more, turn to page 6
Radisson Blu Gautrain’s unique location makes it a prime destination for both business and leisure guests. GM Werner Geere provides his insight into this exceptional hotel. For more, turn to page 12
There is no simple answer on how to create an awardwinning stand, but the EXSA-llence Stand Awards certainly provide some great examples and guidance.
when you receive that call from your client to book
a speaker at the last minute and all the bureaus are
03 Ed’s letter Do what you love
closed… enter USB's new speaker platform.
20 Western Cape Conserving water is the new across much of the country. We share 20 ways you can responsibly manage water consumption
Focus On 08 EXSA-llence Stand Awards Take a look at the 2017 awards and be inspired by the mind-blowing winning stands. Plan your 2018 entries now!
at your events.
42 Local incentives Get your team going
29 Spier Proven vineyard excellence
43 Kitchen Pirate Captaining the kitchen
30 Southern Sun Cape Sun The sun that never sets
44 Budget incentives Getting creative
Conference Centre Convenient country conferencing
budget. How can event apps help?
bring innovation to the events game.
28 WTM Africa Making every drop count
33 The Indaba Hotel Spa and
make the next event a showstopper, on a shoestring
Data Sciences, Gavin Burgess certainly knows how to
THE INCENTIVE PLANNER
people to visit your stand is a critical part of having
constantly pressed to come up with amazing ideas to
23 20 Questions After 10 years at the helm of Ultimate
24 Scan Display Easier, affordable exhibiting
15 6 ways to attract buyers to your stand Getting
21 How event apps can reduce costs We are all
to places she never would have imagined.
how to beat them
31 The Cullinan Timeless elegance
exhibition stand, it must stand out.
Hotel Capital, says her passion for food has driven her
38 Miss Meet Event planner challenges and
an exhibition stand. To attract the ‘right’ crowd to your
04 Tidbits Meetings’ must-know minutia 22 Sound bite Khully H Nkosi, executive chef at Fortis
Destination normal in Cape Town, with water restrictions in place
34 Madex It’s all about the content 35 Grand Roche Old-world charm meets modern comfort
TALKING POINTS 36 SAACI Don’t wait for it, go for it
36 EGF Changing our relationship with water
16 Unique Speaker Bureau Imagine it’s 22:00, you
37 AAXO Maximise spend at exhibitions this year
are sitting at home, all cuddled up with your better half,
37 Travelbags Say no to ‘the same old’
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ed’s letter Publisher Elizabeth Shorten Editor Mpinane Senkhane (mpinane@3Smedia.co.za) Journalist Pippa Naude Chief Sub-Editor Tristan Snijders Sub-Editor Morgan Carter Head of design Beren Bauermeister Design Ramon Chinian Contributors Michelle Hinrichsen, Greg McManus,
Rudi van der Vyver, Karmen Vladar, Carol Weaving General Manager Candice Landie Client Services & Production Manager
Antois-Leigh Botma Financial Manager Andrew Lobban Distribution Manager Nomsa Masina Distribution Coordinator Asha Pursotham
do what you love
Ruth Baldwin +27 (0)11 233 2600 | email@example.com Vanessa De Waal +27 (0) 84 805 6752 | firstname.lastname@example.org 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 2018 © Copyright. All rights reserved 2018. www.theplanner.guru subscription R330.00 per annum (incl. VAT) | email@example.com 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 or associated professional bodies. 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.
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We’ve all heard the old cliché more times than we care to remember – in any industry, passion is one of the most important qualities you can possibly have. Without it, however, nothing else really matters.
our work is going to fill a large part of your life, and the only way to be truly satisfied is to do what you believe is great work. And the only way to do great work is to love what you do. If you haven’t found it yet, keep looking. Don’t settle. As with all matters of the heart, you’ll know when you find it.” – Steve Jobs. It doesn’t really matter how talented or skilled you happen to be at what you do, if you lack passion, it is going to be noticeable. The truth is, regardless of where you draw energy from, if you’re not passionate or love what you do, yet put in the long hours and hard yards, you’re almost guaranteed to eventually burn out. Since joining this industry, I have come across numerous planners and conference organisers who left their previous jobs in completely different industries to pursue their love for event planning and the like. Aside from the bravery that goes into making that decision, I think it speaks to the attractiveness and rewarding nature of this industry. It’s certainly no secret that event organising/ management is an extremely stressful, energysapping job. As an event planner, you’re always on the move, with potentially hundreds of different things on the go at any given time. Without a limitless source of energy, you will eventually grind to a halt – there’s simply no getting around that. Beyond that, planning an event can be a profoundly frustrating experience, whether some of your service providers have pulled a no-
show, your keynote speaker has withdrawn at the last minute or your caterer prepared the wrong menu – the list of potential crises is endless. So, to overcome these obstacles efficiently – and still act with enthusiasm while doing it – it’s key for event planning to be your ideal career choice. Some, however, may argue it’s also entirely possible to be a competent event planner without enjoying your work. And there’s no denying that – you certainly can possess the flexibility, leadership skills and eye for detail to pull off a successful event without really caring too much about what you’re doing. But here’s the thing, people are very good at picking up cues – unless you’re a master manipulator, at least a few guests are going to notice that you don’t enjoy what you do, and nobody wants that. Be sure about what your passions are and pursue them with reckless abandon. I think we all owe ourselves at least that. And talking about taking notice of how people view others when working together, we’ve introduced a new approach to some of our supplier features, using surveys to speak directly to planners about their experiences with venues and service providers. We are always trying to give you, our readers, access to valuable insight, and we hope these exciting new articles do just that!
Joburg committed to business tourism
SAACI partners with EventsAir It’s official… EventsAIR will be the exclusive event management technology partner for the South African Association for the Conference Industry (SAACI). This new partnership will offer SAACI a technology platform to enhance its member experience in everything from online registration and business networking to mobile attendee apps and more. With a strong heritage in the events industry, EventsAIR has been providing events management software since 1992. In 2014, EventsAIR rebuilt its software in a cloud-based application hosted on Microsoft Azure, offering a secure and scalable platform that is used around the globe. Rudi van der Vyver, CEO, SAACI, commented,
“This partnership leads the way in promoting innovation in events technology and will be a conduit to connect our members to suppliers and buyers, easily and effectively.” Additional benefits this partnership will bring include looking at ways to promote and grow the events industry via education, thought leadership and training.
Joburg Tourism proudly participated at Meetings Africa – which celebrated its 13th anniversary in 2018 and coincided with the Nelson Mandela centenary celebration. “Joburg Tourism’s participation ensures that tourism plays a significant role in this event to emphasise Johannesburg’s positioning as the ideal meetings and events destination,” says Cllr Leah Knott, MMC: Economic Development, City of Johannesburg. “As an administration, we are dedicated to establishing an enabling environment to achieve 5% economic growth and improve investor confidence in Johannesburg. We are committed to creating a visitor-friendly city in line with the executive mayor’s growth targets of 5%, the 10 Mayoral
Priorities and initiatives like A Re Sebetseng and Buya Mthetho,” says Knott. Aside from the significant role played by tourism in strategically creating and strengthening international relations, and contributing significant economic benefits, hosting business events also contributes to the knowledge economy of host cities and communities at large. “In close collaboration with partners South African Tourism (and the SANCB), Gauteng Tourism (and GCB) and Sandton Convention Centre, Johannesburg Tourism remains committed to ensuring growth in the number of international buyers and exhibitors who attend the event, increasing arrivals and length of stay,” says Buhle Mugdlwa, director, Joburg Tourism.
Scan Display honoured to receive four Exhibition Industry Awards The 2017 Exhibition Industry Awards were held on 1 February 2018 at the TicketPro Dome, and co-hosted by the Association of African Exhibition Organisers (AAXO) and the Exhibition Association of Southern Africa (EXSA). Scan Display was honoured to receive awards for four stands on the evening: • AAXO’s ROAR Award for Distinction in Exhibiting, for the Scan Display stand at Madex. • EXSA’s EXSA-llence Award for Best Green Stand Award, for South African Tourism’s Sustainability Village at Meetings Africa.
• EXSA’s EXSA-llence Award for Best Stand Award in the 51 m2 – 100 m² category, for two stands – Dr Reddy’s and SANParks. “We’re delighted with these results, which reflect the talent and dedication of our team,” says managing director Justin Hawes. “The competition was incredibly stiff this year – especially in the Green Awards category.”
Nominate your Top 40 Women in Mice 2018
#40 4 • MEETINGS l MARCH/APRIL 2018
The Top 40 Women in MICE (meetings, incentives, conferences and exhibitions) initiative has been going strong over the last four years, and plays an important role in providing a platform that motivates, inspires and supports women in the industry to achieve both personal and professional goals. It also connects women in the industry to leverage their reach and resources, creating a global community of economically empowered women.
These women have proved that they are the best in business events. They know that success is no accident. It takes hard work, perseverance and passion. This is your opportunity to nominate the distinguished women that you think made and make this industry what it is today. Together with an independent panel of captains of industry, Meetings invites you to nominate your top pick. Visit www.theplanner.guru to download the nomination form.
Where Africaâ€™s Leaders Meet EMPERORS PALACE, JOHANNESBURG, SOUTH AFRICA
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EMPERORS PALACE in Johannesburg, GRACELAND in Secunda, UMFOLOZI in Empangeni, RIO in Klerksdorp, KHORONI in Thohoyandou, FRONTIER INN in Bethlehem, MMABATHO PALMS in Mafikeng, THABA MOSHATE in Burgersfort, UMODZI PARK, BICC and THE PRESIDENT WALMONT HOTEL in Lilongwe, Malawi, THE GRAND PALM, GICC and THE MONDIOR HOTEL in Gaborone, and THE METCOURT HOTEL in Francistown, Botswana.
a year OF splendid EVENTS and exhibitions
Ultra South Africa
about jec The Johannesburg Expo Centre (JEC) is a unique, purpose-built exhibition, conference, convention and events venue and perhaps one of Johannesburg’s bestknown landmarks. In addition to positioning itself as exhibition, conference and event organisers’ venue of choice, the JEC is committed to strategically aligning itself with carefully selected partners that provide an experience that prioritises convenience and aptitude.
Johannesburg Expo Centre (JEC) is proud to announce that it was awarded the Best Venue Award for superior and consultative services and management at the AAXO ROAR Awards. On the back of this awesome achievement, JEC CEO Craig Newman highlights some of the exciting events that will take place at JEC over the course of 2018.
EC CEO Craig Newman is extremely proud to have JEC recognised on this platform, alongside some of the most talented and dedicated industry professionals. “These awards provide a valuable opportunity to honour the hard work and dedication of all those involved in South Africa’s world-class exhibitions, conferences and events industry,” he says.
continues to provide families with a value-packed outing, with over 200 000 visitors in attendance annually,” says Craig. “With that in mind, we need to raise the bar even further and provide the ultimate consumer experience with a multifaceted event that meets the needs of every member of the family,” he adds.
Music festivals and more Not just another expo Rand Show 2018 will make its much-anticipated return to JEC from Friday 30 March to Sunday 8 April. South Africa’s largest and most iconic consumer show is transforming its exhibition format to provide a definitive consumer experience and maximum return on investment for exhibitors. The Rand Show has, over the course of the past year, already unveiled a series of exciting new features and dedicated expos, including: Sports, Kids Expo, Lifestyle Expo, Flower and Garden Expo. Rand Show is also pleased to announce some of its awesome latest attractions, including: Motor City, The Experience India Feature, House of Horrors, as well as the massive SANDF static display and explosive capability. Rand Show 2018 will include extended hours, giving visitors the opportunity to enjoy the fair and food from various vendors by night as well – all in all providing a definitive consumer experience. “The Rand Show
6 • MEETINGS l MARCH/APRIL 2018
February saw one of the most renowned electronic dance music (EDM) festivals in the world return to JEC for its fifth anniversary, in the form of Ultra South Africa 2018. This year brought some of the world’s top DJs to our shores, with unparalleled stage designs and top-tier production. They performed for more than 23 000 South African EDM fans, who rated Ultra SA 2018 as one of the best performances in South Africa to date. JEC’s February calendar was packed with a multitude of music festivals, a 50th anniversary celebration for Specialised Exhibitions Montgomery, as well as the Farmex and Invest SA shows. The latter half of 2018 sees the return of numerous trade exhibitions, the Classic Car Show, the Agri Confex, and the Jehovah’s Witness International Conference.
bauma CONEXPO AFRICA bauma CONEXPO AFRICA is the international trade fair
The classic car show
Private functions for construction machinery, building material machines, mining machines and construction vehicles. It provides the construction and mining industry in Africa with a professional platform for networking, investment and the exchange of ideas and information. The show has established itself in the local market, having launched in 2013 at JEC and returning to the venue year after year.
Interbuild Africa 2018 Interbuild Africa returns to the exhibition halls at JEC from 15 to 18 August to mark its 50th anniversary, with a long and successful legacy that has earned this event the title of Africa’s largest building services and construction exhibition. Interbuild Africa, together with its world-class colocated shows, is the definitive showcase for the full spectrum of building, construction and related industries. These shows offer exhibitors unparalleled access to an international audience of key industry buyers and influential decision-makers, and provide the perfect platform from which to launch the latest products and innovations to a captive and specifically targeted industry audience.
Electra Mining 2018 One of the most renowned mining trade exhibitions in Africa will return to JEC from 10 to 14 September 2018, bringing together over 800 exhibitors to meet thousands of local and international visitors to see the latest innovations across the mining, industrial, electrical, power, transport, and related industries. Visitors can view machinery and equipment in action during hundreds of live demonstrations and the value-adding, free-to-attend
Funfaire at Rand Show seminars offer an excellent learning platform, while the colocated conferences delivered great insight and knowledge to the delegates. The JEC boasts a variety of venues to suit any occasion – from venues such as the Clubhouse and Man-Building, which provide the perfect setting for product and media launches, to rooms such as the Black Eagle and Bateleur conference centres, which are ideal for more upmarket business meetings, conferences or corporate events. Additional features include the monorail, a 4x4 track, a registered helicopter landing base, a multipurpose arena for 10 000 people, and a mini-golf course. The JEC is surrounded by multiple entry points for each hall that provide ease of access for event build-up and breakdown. “The JEC offers a unique setting that can accommodate any client,” says Craig. “Our strength lies in the diversity of our facilities, which enables us to host anything from an international music festival to a professional trade exhibition, car and boat show, as well upmarket events and weddings.” He adds that, to remain relevant and keep up with the needs of its clientele, the JEC constantly reinvests in its facilities. “Annual upgrades and renovations are critical to maintaining the high level of integrity of the venue’s infrastructure. It is all part of the commitment we’ve made to our clients and stakeholders – to always provide the best possible experience. We have to ensure that we stay relevant in an environment that demands excellence in every way,” Craig concludes.
The AAXO ROAR Awards were hosted under the umbrella of the Exhibitions Industry Alliance (EIA), in conjunction with EXSA, with whom AAXO has a collaboration agreement
+27 (0)11 494 1920 firstname.lastname@example.org expocentre.co.za Expo Centre Nasrec @jhbexpocentre1
MEETINGS l MARCH/APRIL 2018 •
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EXSA-LLENT exhibition stands
There is no simple answer to how to create an award- winning stand, but there are lots of clues – such as these designers’ and judges’ insights, based on their respective experiences winning and awarding the 2017 EXSA-llence Stand Awards.
What it takes to create an awardwinning stand
OVERVIEW “The EXSA-llence Stand Awards are seen as a highlight of each year, and provide recognition to those companies and individuals that push themselves to achieve and deliver quality products and services so as to further enhance our industry,” says Doug Rix, chairperson of the Exhibition and Events Association of Southern Africa (EXSA). He adds that the submissions for the recent 2017 awards were of an incredibly high standard – as you’ll see on the following pages. However, one criticism Doug concedes is that he would like the awards to be more inclusive: “We are only able to judge the work of those who participate in the process and submit entries. I believe that we need to really look at ways to effectively involve and include a wider range of industry companies in this process. Healthy competition between one another will stimulate further innovation and success, and our industry will be the ultimate winner.” So get inspired by these award-winning stands, and plan your 2018 EXSA-llence entries now. *One of four stand award winners in this category.
Exhibition Stand #1
THE DESIGNER’S COMMENT Heidi Sparks, head of design at Hott 3D
equal exposure. On top of that, each brand is created to stand out in the crowd. This presents a great challenge in maintaining a golden thread in terms of artwork aesthetic. Each brand needs to stand out while, at the same time, the general look and feel needs to be maintained. This kind of contradiction is always a great challenge to resolve.
The brief & the design solution
I’m most proud of…
Maxtec required a design solution that would host themselves, as the primary exhibitor, and four other exhibitors under one Maxtec ‘roof’. Naturally, the concept was inspired by the shape of a stereotypical house. A strong concept, excellent brief from the client and aesthetic freedom resulted in a design solution that featured all five exhibitors with the maximum exposure available. The dark grey colour, creative use of LED fluorescent lights and red string resulted in the stand being a major feature exhibit at AfricaCom 2017 – a contrast to the usual white corporate exhibits. This monochromatic colour palette ensured each exhibitor’s brand was prominent. Creating a double-storey structure added a different dimension to the exhibition altogether and allowed us to incorporate a shared casual meeting space and lounge area upstairs, with the four other exhibitors occupying the space on the ground floor.
Resolving the challenge mentioned above! I was fortunate that the client’s graphic designer working on the artwork shared my views with regard to maintaining the golden thread throughout the stand. Hence, the artwork created for the stand really brought each exhibitor’s section to life while maintaining the integrity of the design aesthetic. A great collaboration and result.
Maxtec stand at AfricaCom 2017, by Hott 3D. Best custom-built stand of 51 m2 – 100 m² *
Overcoming challenges Whenever there is more than one exhibitor on an exhibition stand, the greatest challenge is always to give each exhibitor
8 • MEETINGS l MARCH/APRIL 2018
The Judges’ Comments Andrew Ross: “The Maxtec stand is a great example of design impact marrying display functionality. The central double-storey section is open and inviting, and for a stand of this size, the overall impression is welcoming without feeling intimidating.” Carlos Mota: “Bold, direct design; the key marketing elements stand out and it really is welcoming. I attribute that to its homely structure!” Dave Nemeth: “An architectural masterpiece resembling a wire-frame rendering. This stand had great flow, balance and proportions, and used lighting magnificently.”
#EXSA-LLENCE Exhibition Stand #2
Meet the judges
SANParks stand at Tourism Indaba 2017, by Scan Display. Best custom-built stand of 51 m2 – 100 m² *
A panel of industry experts was selected to judge the 2017 exhibition stand entries. We spoke to three of the external judges for this piece.
The Designer’s Comment Adam Kwan, head exhibition architect at Scan Display Johannesburg
The brief & the design solution The client wanted an award-winning stand that highlighted the company’s corporate and business ideologies. The stand needed to have a fresh look and feel, and focus on the activities at each of the parks, including hiking, river rafting and abseiling. With carefully selected images and largeformat prints incorporated into the bulkhead, we created a visually impactful stand that showcased SANParks’ activities. The double deck ensured that the space was used effectively. The top section was converted into a hospitality area for private meetings with clients, while the lower section was more informal. Environmentally friendly considerations were also given, in terms of the reusable graphics and using less timber in the bulkheads and actual structure. Indigenous plants, CNC cut panel details and light fixtures were incorporated to soften and finish off the stand.
Overcoming challenges SANParks won the 2016’s Gold Show Winning Stand award at Tourism Indaba 2016, and wanted to win again in 2017. It had a new stand size and orientation allocation, so the challenge set was to come up with something new but just as good as, if not better than, the last stand.
I’m most proud of… How the stand came together, largely because the client allowed and trusted me enough to take full
Andrew Ross control of the stand design. As a result, there was a natural progression of the design evolution.
The Judges’ Comments Andrew Ross: “The colour palettes and choice of large seamless graphics really make this exhibit stand out. The natural beauty and appeal of SANParks’ product is the visual highlight of this design with all other elements complementing and enhancing the focal points. A great design well executed.” Carlos Mota: “A great example of form following function, this design captures what the client intends portraying, that of wide open spaces.” Dave Nemeth: “This immediately speaks to nature and the brand it is representing. Clear, direct and without looking at any branding, the strong brand message is communicated. Beautiful aesthetic.”
is the group MD of Chaos Theory. He has 20 years’ experience in experiential and global sponsorships and events. He sits on the EXSA Board, has an affinity with the local exhibition industry and passionately advocates for the strategic use of the medium within the broader marketing mix.
Carlos Mota is an interior design professional who runs a design studio, Tilt Design, which specialises in both commercial and residential interiors.
Dave Nemeth is a design thinker, innovator, business redesigner, trend analyst, speaker, writer and crystal baller. He owns Trend Forward.
MEETINGS l MARCH/APRIL 2018 •
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a new counter with concrete finish feature panel, elements that are much like that of the actual venue. The new concept has warm yellow LED lighting, also taken from the actual venue’s lighting.
Overcoming challenges Reusing, recycling and repurposing an existing stand shell is labour intensive, especially since the stand had already been realised four to five times prior to us taking the contract over. As we strove towards greening, we had a vested interest in providing a long ‘shelf life’ solution, while incorporating new elements and focal passion points that aligned with the venue’s passion, drive and commitment to sustainability and to the environment.
Exhibition Stand #3 CCCC stand at Meetings Africa 2017, by ConCept G. Best custom-built stand of 25 m2 – 50 m² **
The Designer’s Comment Ruhi Tabassum Kader, designer at ConCept G
The brief & the design solution ConCept G was contracted by Century City Conference Centre & Hotel at the end of 2015 to take over and repurpose its existing stand structure for Meetings Africa 2016. The structure was refurbished for this event, and then stored for future events. Top on the list of priorities was sustainability, so the stand was designed to ensure its longevity. In 2016, we redesigned the new concept and revitalised the stand in order to showcase this beautiful venue with its iconic finishes. The back wall and iconic wood-grain-slatted wall feature were carried through from the original design concept. The new stand concept was then enhanced with a concrete finish wall and
I’m most proud of… The passion points! The CNC national anthem that is recessed vertically into the beautifully crafted, cement-screed-finished wall showcases a replication of the national anthem that is displayed in the foyer of the venue’s conference centre. Our team is also extremely proud of the fact that this stand has been rebuilt three times since 2015, and we are proud of our client for instilling their drive and passion through everything that they touch and do.
10 • MEETINGS l MARCH/APRIL 2018
Exhibition Stand #4 Belgotex stand at Decorex Joburg 2017, by Compex. Best external stand from 51 m2 – 100 m².
The Account Executive’s Comment Simon Lace, account manager at Compex
The Judges’ Comments Andrew Ross: “I like the classy and sophisticated lines of this stand. I felt the design married the tone of the properties perfectly, while ensuring practical use of space enabled the exhibitor to host and meet at the same time.” Carlos Mota: “I enjoyed the simplicity, symmetry and focus of the design. It ticks all the right boxes.” Dave Nemeth: “A beautiful use of a combination of elements. This was a simple division of a relatively small space divided in three, but creating three different experiences all working in unison. Great use of lighting, materials and colour.”
Ruhi Tabassum Kader
** One of two stand award winners in this category.
The brief & the design solution This external stand award category is quite unique, as it was awarded to Compex for a collaboration between ourselves and another agency, Marot and Sanders. We designed the stand together, where essentially we came up with the structure as a clean space, and Marot and Sanders came up with the fixtures and features that supported the client’s product portfolio with appropriate textures and coverings on the stand. The Compex team then built the stand. The client’s objective was to match international exhibiting standards and engage both the flooring B2B trade and consumers in a single, dynamic space. We reflected the 3D brand equity of the Belgotex ‘B’ device to create slanted walls topped with rounded curves, allowing spaces to fold into one another and making the space utterly unique and the talk of the show. We also wanted to showcase the client’s product in real-life scenarios, which we did through warm and engaging lifestyle areas, and through the use of Belgotex products in the artwork and coverings on the stand. Our vision was to make the entire stand purposeful, with touchscreens with apps on them to make it easy to distribute product information. Creativity and tech features showcased Belgotex as a market leader in product innovation and they won the accolade of Best Overall Stand Build at the show.
#EXSA-LLENCE Exhibition Stand #5 Multotec stand at Coal Expo 2017, by DK Design. Best system-built stand <12 m²
these constraints were partly why a system stand was proposed.
I’m most proud of… The Designers’ Comment Doug Rix and Sonya Emmett, designers at DK Design
It was a design and structure that was interesting to look at from multiple views and angles. It met the key requirements and the client was very happy… which is always our ultimate aim!
The brief & the design solution The client requested an unmanned stand to be positioned at the main entrance and registration for the Coal Expo. It had to show company branding from all sides, and include five display screens showing a range of company product animations. Space for some printed literature was also needed to allow delegates to take information from the stand.
Overcoming challenges For us, ensuring the double-storey structure fit into the desired look and feel of the stand was a challenge. And we both found the timelines were tight for such a large and detailed stand. For example, Marot and Sanders needed to create and test all of the crafted bespoke items made for the stand. They also set up the tech, which required a lot of programming and file linking to specific product ranges throughout the stand.
We’re most proud of…
There was a limited footprint to get a lot of content effectively included, and the location of the stand needed to work effectively with the main traffic flow from multiple sides. There was also a limited timeline at build-up to get this quite complicated structure assembled and completed, and there was a limited budget – all of
The Judges’ Comments Andrew Ross: “A bold and striking design in a very small space, perfectly executed to balance branding and practicality. Often, being innovative in small exhibit design is much more difficult due to the compromise between practicality and aesthetics. This design perfectly balances both.” Carlos Mota: “It’s eye-catching to find a complex natural structure in such a limited space… It’s intriguing.” Dave Nemeth: “Small and compact, yet an absolute show-stopper. Every element works together creating a stand that can compete with even the biggest budgets, and great use of lighting.” Visit www.exsa.co.za for a full list of the EXSA-llence Stand Award winners.
The teamwork that went into this stand, between Marot and Sanders (the agency), Compex (the stand builders), Thebe Reed Exhibitions (the organisers) and Belgotex (the end client). We all pulled together to achieve an unbelievable result. The collaboration between all parties ensured an exciting outcome that we are all proud of.
The Judges’ Comments Andrew Ross: “A well-designed, impeccably executed exhibit that showcases perfectly the client’s product range. The dominant and bold central structure manages to look welcoming instead of imposing, and small details such as the backlit counter logo talk to the level of detail in this project’s great execution. A worldclass example of a great booth.” Carlos Mota: “What grabs you about this stand is its shape, texture and scale, giving you a sense of FOMO [fear of missing out]… It draws you in to take a closer look; you just have to!” Dave Nemeth: “Pure scale here; size was seriously impressive.”
MEETINGS l MARCH/APRIL 2018 •
B I G I N TERV I E W
Connecting in Sandton about Meetings catches up with Werner Geere, GM at Radisson Blu Gautrain Hotel, for more insight into what makes for an excellent venue.
Just 55 steps away from the Sandton Gautrain Station, Radisson Blu Gautrain Hotel’s unique location makes it a prime destination for both business and leisure guests. It is also the only hotel in the Radisson Middle East, Europe and Africa region to have won two World Luxury Hotel Awards in the same year and prides itself on exceptional service and attention to detail.
The Radisson Blu ethos – ‘Hotels Designed to Say Yes!’ – speaks to the venue’s unique offering and holistic guest journey. In line with this, what are some of the hotel’s top product and service features, including meeting facilities? WG Radisson Blu Gautrain boasts great meeting spaces in the heart of Sandton, just 55 steps away from the Gautrain station. On request, the hotel can offer twin and single accommodation linked to group bookings, together with luxury airport transfers and a complimentary shuttle service in and around Sandton within a 5 km radius of the hotel. Furthermore, we can tailor events to accommodate all client requests by assisting with everything from décor, audio-visual, menus and themes.
Congratulations on Radisson Blu Gautrain winning the prestigious Luxury Business Hotel and Luxury Hotel and Conference Centre categories at the 2017 World Luxury
12 • MEETINGS l MARCH/APRIL 2018
Hotel Awards! How does such an award elevate the brand? Established in 2006, the World Luxury Hotel Awards is the pinnacle of achievement in the luxury hotel industry, offering international recognition as voted by over 300 000 guests, travellers and industry players alike. With several Radisson Blu Hotels wining this award within the Radisson Blu META region, it is validation that this iconic, stylish and sophisticated brand is truly being recognised for its hospitality excellence.
Radisson Blu is renowned for its iconic buildings and contemporary interiors. How effective is this design approach in attracting and retaining visitors and guests at Radisson Blu Gautrain? Radisson Blu Gautrain works to ensure that our bar and restaurant is a desirable destination, popular with the local community, and delivers a memorable experience to all our hotel guests. We believe that a consistent blend of our trademark ‘Yes I Can!’ service, super-fresh
quality produce, and leading-edge design is the recipe for creating brilliant, buzzing bars and restaurants. Our public spaces are all on the same floor, which functionally works well for our guests. Check in at reception, grab some lunch at the restaurant, grab a drink at the bar, and conference in our versatile meeting room, which can be divided into two or three separate spaces, accommodating up to 220 delegates.
Most guests have high connectivity expectations these days, especially when conferencing or meeting. What are some of your tech offerings? We offer top-notch connectivity. In fact, at Radisson Blu Gautrain, it’s as simple as Click and Connect: Experience Meetings is a unique concept by Radisson Blu for meetings and events. We offer dedicated, uncapped complimentary high-speed wireless internet access for all delegates. Our on-site AV technicians will connect any mobile or notebooks device wirelessly to our state-of-the-art audiovisual system.
FAST FACTS 220
The number of guest rooms available at Radisson Blu Gautrain. It’s also the number of delegates that can be accommodated at a single time 9 The number of event rooms on offer: 2 boardrooms and 7 elegant meeting rooms
A space as expansive as your imagination
One Touch App The Radisson Blu One Touch Meeting App provides your attendees with a customised private meeting agenda via their smartphones 24-hour Room service and a fitness centre are available all day and night WhatsApp us For guests travelling on the Gautrain, hotel staff will personally accompany them from the station to the hotel. Guests simply need to WhatsApp Radisson Blu Gautrain on +27 (0)79 301 6913 before boarding the Gautrain with their reservation number, name and surname
Our cutting-edge Radisson Blu One Touch Meeting App enables you to go the extra mile by providing attendees with a customised and private meeting agenda accessible via their smartphones. Whether posting event info, speaker profiles, PDFs, surveys or asking for feedback, it’s all possible. Via the app, your attendees can also order room service, take a leisurely look at the hotel’s menu, request more pillows or a wake-up call, and more – all at their fingertips. The One Touch Meeting App comes standard when you book an event with Radisson Blu and is available for download on the App and Google Play stores.
Sustainability requires continued effort and commitment, which is why the group’s Blu Planet initiative is commendable. Briefly, tell us more about Blu Planet. Since the launch of our Blu Planet initiative, the Radisson Blu Group has made great progress in reducing our water and waste footprint, and bringing clean drinking water, sanitation and hygiene to those in need. For example, every year, each of our hotels recycles and donates 1.7 tonnes of soap to support their local communities, while over 2.2 million towels have been reused by our guests. We also understand that face-to-face meetings are crucial to business success. With Blu Planet for Meetings, we help our
guests have successful meetings while reducing their overall carbon footprint. For each meeting or event held at a Radisson Blu hotel, the carbon footprint will be calculated and offset through Gold Standard carbon offsetting projects in Guatemala, Malawi and India, linked to water sustainability. Blu Planet for Meetings means, for example, advanced technology to reduce paper use, waste recycling in all hotels, the Blu Planet towel reuse programme, and ‘This Works’ allnatural amenities. We encourage event planners to make sustainability part of their meetings.
an inherent requirement to be naturally hospitable in our industry and I’m passionate about what I do because the traits required to be an exemplary hotelier run deeply in my veins. There is no substitute for great service and this sheer drive to continuously anticipate, meet and exceed our guests’ expectations keeps me and my team on our toes. Being part of the next generation of leadership within the hotel business comes with great responsibility – responsibility that cultivates bountiful actions to remain persistently passionate.
How will Radisson Blu remain relevant in a competitive industry?
In your opinion, how does the future of South Africa’s MICE industry look over the next two years?
At Radisson Blu Gautrain, we pride ourselves on the best service and attention to detail. With this comes flexibility, a fundamental requirement in the events industry. Our meeting and event coordinators are trained to think outside the box to make almost any event possible and ensure ‘Every Moment Matters’.
At Radisson Blu Gautrain, specifically, we have seen a massive hike in the meetings and events sector since the start of 2018, and we foresee the next two years to be even busier as the tourism industry is expected to perform.
On a personal note, what keeps you passionate about the hospitality industry? I was fortunate to be schooled by captains of our industry and mentored by exemplary hoteliers that forged the South African hotel industry into what it is today. I believe that it is
+27 (0)11 286 1000 email@example.com radissonblu.com/en/hotelsandton-johannesburg
MEETINGS l MARCH/APRIL 2018 •
B EST P R A CT I CE
6 ways to attract
buyers to your exhibition stand Getting people to visit your stand is a critical part of having an exhibition stand in the first place. The truth is that this isn’t always easy. To attract the right crowd to your exhibition stand, it must stand out. Meetings provides six effective ways to attract more attention to your stand.
1 2 3 4 5
Set the right tone
Whether you’re an attendee or an exhibitor, you’ll know that trade shows can often be exhausting. Walking around, interacting with sales reps and taking part in conferences or talks can take its toll on the average attendee and their smartphone battery. Turn your booth into an oasis of peace by setting up comfortable armchairs and charging ports for attendees to relax and chat in – don’t forget the coffee and free Wi-Fi.
A great way to give visitors the ability to really connect with your brand is with cool interactive features. Interactive walls and floors have proved to be an effective way to encourage consumers to engage with your brand and exhibition stand.
Pick the right team to man your stand
Identify staff who will attract people to the stand, or who will approach people and bring them to your exhibition stand. The consumer experience is vital. It’s great to have an amazing exhibition stand, but it’s useless without amazing staff! Make sure that your staff are prepared and fully trained for the event to ensure that visitors have a memorable experience at your stand.
It’s competition time
Stand layout is everything
Nothing gets people talking like the chance to win free stuff. Host an exciting competition that visitors can participate in to win a prize. A competition is a great way of creating some buzz about your stand. Use it to your advantage and it may just get you the business leads that you are looking for.
If your booth is made up of different components such as a pop-up stand, branded tablecloth, iPad stand and leaflet dispenser, it is important to use the layout to maximise the space you have available. A good idea is to take a few days before the exhibition to try out different layouts. Set up everything in your workplace so you can get the layout right. This also allows you to ask your colleagues what they like and what they would change.
Do the work before the exhibition Any exhibitor will tell you that the amount of work that goes into an exhibition far exceeds the duration of the show. Most of the time allocated for an exhibition is spent on preparation, and unless you’ve done the back-
end work, you’ll struggle to generate results on the day. A critical part of that back-end work is reaching out to the people who might want to attend, sending out invitations to clients and other stakeholders.
MEETINGS l MARCH/APRIL 2018 •
Sp e a k e r ’ s c o r n e r
The innovative Speaker Platform Imagine it’s 22:00, you are sitting at home, all cuddled up with your better half, having some much deserved TLC after a whole day of setting up for tomorrow’s event… when you receive that call from your client to book a speaker at the last minute and all the bureaus are closed.
ho you gonna call? Certainly not the Ghost Busters. You simply make your way to USB's speaker platform to make this nightmare go away. In partnership with our very own Pieter Geldenhuys, one of South Africa’s top futurists, USB brings you an exciting app – an innovative platform that allows event organisers to book and select the right speakers for your event not only faster, but at a time that suits you. On the platform, you can view profiles of various speakers and their various rates. You get to see the speakers in action – via video clips from previous events and the Unique Speaker Bureau Annual Showcases – doing what they do best: giving insight on the hot topics for your conference. The most exciting aspect about this platform is that you get to book and confirm your speaker in real time.
Matching up The app is more than just an online booking system; it has been designed to match the
best speaker to your conference theme, objectives and audience profile. It uses a range of matching criteria including content, budget and personality fit. Why personality? Just as movie producers choose actors based on their personality archetypes and major brands use these same archetypes to appeal to their customers, USB has built this archetype methodology into the platform to help match the best speaker for your audience. What has made the development of this platform so special is that we are co-creating it with our customers. Through a series of focus groups and surveys, USB is listening to its customers and will continue to do so to refine this groundbreaking technology in the industry. The platform certainly does not seek to replace our dynamic sales team, which is known for its personal touch and in-depth knowledge of USB speakers. Rather, these will work hand in hand to ensure that you have what you need when you need it. This will streamline the process, as it gives clients who choose to do
so the freedom and flexibility to view speaker videos, check availability and book online. Our business is to make your business easier. At USB, we believe we have a role in leading industry thinking around disruption and ‘Building Better Conferences’. In line with the trendsetting thought leadership you get from our Professional League of Speakers, we are collaborating with forward-thinking clients to bring the best of personal and digital service to your next conference. Watch this space over the next few months as we go live with this amazing platform.
If you would like to register to use this platform in its development phase and be part of the co-creation of this leading digital innovation, let the USB team know! Contact: firstname.lastname@example.org +27 (0)11 465 4410
UNIQUE SPEAKER BUREAU’S FIRST SPEAKER PORTAL. Empowering you, the conference organiser to find the Right Speaker Faster.
SIZE DOES MATTER
It’s been said that size doesn’t matter, but when it comes to creating extraordinary experiences for your guests, delegates or attendees, we have to disagree. That’s why we recently expanded the CTICC with the sole aim of giving our clients and guests more…
More space. More flexibility. More award-winning cuisine. More attention to detail. More convenience. More breathtaking views. More parking. More facilities. All of which give you more opportunity to transform your meeting, event, conference or show into a truly extraordinary experience.
To discover the massive positive impact our bigger and better convention centre can have on your brand or business, contact the CTICC today on +27 21 410 5000 or email email@example.com
Events | Expo Stands | Road Shows | Conferences
We customise our bars to suite your specific requirements and are able to become an extension of your brand. We have a wide variety of exciting mobile bars to suite your every need. With a nationwide footprint we are your roadshow facilitators.
B EST P R A CT I CE
How event apps can help reduce costs We are all constantly pressed to come up with amazing ideas to make the next event a ‘showstopper’ with shoestring budgets. How can event apps help? By Karmen Vladar
ecently, I stumbled upon an infographic in a blog post by worldleading event app gurus QuickMobile (‘6 Ways an Event App Reduces Event Costs’) and thought it would serve as a great reminder of the advantages of using event apps. I’ve listed what I feel are the five most pertinent points below:
Eliminate printing costs Printing thick conference programmes or exhibitor guides? Think again! Reduce on-site signage, printed sponsorship collateral and printed schedules, and load them all in your event app. Benefits? • All event information can be organised together, thus making sense of everything for delegates. For example, the schedule of the event can include timelines as well as speaker profiles and speaker presentations – all under one heading within the event app. • Eliminate capturing errors. Have a survey? Load it all digitally and eliminate the need for someone to capture answers manually. • Apply changes instantly. No more running back and forth from the printer. If any information needs to be changed, this can be done instantly for all to see.
Live polling, networking and event apps
Reduce hardware required at your event Consider the use of an event app to eliminate the hardware required for the following items: • Q&A sessions: Manage all this via your event app to eliminate the requirement for a roaming microphone system in each room. • Lead generation: Eliminate the need for an electronic lead generation system that costs you additional money. Do this all from within your event app. The benefit? Attendees will have the information of leads/contacts generated on their phone for future use. • Schedule updates: No longer are additional screens required for updates on items on the agenda. Simply publish these in your event app and send an announcement to all to take note of the changes.
Reduce time spent on updating multiple systems Update all information that delegates need access to (travel arrangement updates, schedule
changes, room changes, etc.) on one central system and publish it for all to see. Your event app gives attendees a multipurpose tool that helps them find their way, know where to be next and network at the event.
Keep track of delegate requirements in real time Know which delegates are attending which breakout sessions without having to spend hours on the phone with them – simply ask them in the event app. Also allow them to notify you of any dietary requirements or mobility issues beforehand.
Prevent legal and security issues Allow attendees to opt in or out of pre-, midand post-event communications. You also have the option to display a disclaimer within your event app for delegates to accept. User permissions can also be defined beforehand and the appropriate access to assets can be set up accordingly. Secure login and security across the app protects your information. Can you think of any additional examples of how you can save by making use of an event app?
Fast, accurate and secure technology. From live polling to gamification, networking to agendas, we’ll help you improve the event experience for everyone. www.lumiglobal.com Gauteng: +27 87 806 4284 Western Cape: +27 21 554 4964
W e s t e r n Cap e
conferencing In our previous issue, we explored some innovative approaches venues in the Western Cape are taking to reduce their water consumption. This has become the new normal. Meetings shares some helpful tips for attendees and organisers to conference responsibly during the drought.
cape town Water conservation is now the status quo in Cape Town – and a recommended practice elsewhere across the country, with water restrictions in place throughout much of South Africa. Here are 20 tips to help you manage water consumption in a responsible manner at your events:
If you are booking
accommodation for your guests, or recommending it to them, look for hotels and guest houses that have water-saving attributes, including low-flow shower heads and linen and towel reuse systems.
Select a menu that does not require much water for its preparation. For example, grill and bake instead of steam, boil and blanch, and serve salads and relishes instead of soups and sauces.
Instead of serving food with crockery and cutlery that needs to be
washed, you could opt for biodegradable containers and eating utensils. However, if you do this, make sure you have an appropriate way to collect and compost these items at the end of the event, so they do not end up in landfills.
Reduce your laundry
Do not serve foods
with a bain-marie; focus on serving cold foods or using hot plates to keep food warm.
needs, and choose not to use linen table cloths and serviettes. Instead, use paper ones that can be composted afterwards. For example, Shesha Film & Event Caterers present their food using biodegradable brown paper on the tables. They then use markers to write fun messages or labels for the food, which also creates a funky, playful effect. If the tables are attractive, you can also simply use them without tablecloths.
Choose a venue
that already has water-wise measures in place, such as a rainwater harvesting system, grey-water reuse system, dual-flush toilets and motion-sensor taps in the bathrooms, and indigenous plants in the gardens.
For the dEcor, forgo cut flowers in vases. If you do want plants, opt for potted indigenous ones that don’t require a lot of water and which can be reused.
#waterwise seek out water saving technologies
for your event. Water From Air™ is a water filter that extracts water from the air, and purifies it so that it is safe for human consumption.
Consider using waterless urinals and chemical portable toilets that use recycled water.
Provide hand sanitiser
for keeping hands clean, and in lieu of washing hands with soap and water.
Jugs of water for thirsty guests are a nice touch. But, instead of setting them out everywhere, have a few central refreshment stations where guests can help themselves. Fewer jugs result in less waste.
Clearly communicate your water saving initiatives to your staff and guests so that they both understand and can support them.
Ensure all drinks
are well chilled and served without ice. Instead, only make ice available on request (if at all), which should reduce its use.
If you want to give attendee gifts, give some thought as to how you can source responsible gift choices. For example, items made out of wood from invasive alien species. Most invasive species use up a lot of water compared to indigenous plants. By supporting their removal from our environment, you are helping to curtail water use.
Don’t throw away
leftover ice and glasses of water that have been served. Instead, reuse this water to wash floors, for example.
Ask your suppliers and sponsors how they plan to
conserve water in their operations. Ideally, this should be discussed before any contracts are drawn up, so that the water saving agreement they make with you can be included in it.
Don’t only focus on water saving
measures at your event; look at the changes you can make in your offices. Try to implement changes that are sustainable in the long term, for a truly significant and lasting impact.
Consider adopting a water-wise CSI project for your event, so that you can support an initiative beyond your event and help to leave behind a water-wise legacy.
Opt for eco-friendly
cleaning materials that make greywater reuse safe for watering plants etc.
Don’t forget to measure and monitor your water consumption.
Ask the venue to help you do this, so you can track how successful your efforts are – and gain insights into what you can do better next time.
MEETINGS l MARCH/APRIL 2018 •
Khully H Nkosi is the executive chef at Fortis Hotel Capital, Pretoria, and says her passion for food has driven her to places she would never have imagined. Tell us about your career as a Chef? I started working at the Cape Town Convention Centre in 2003 as commis chef in the cold section doing starters and giving a hand to the pastry chef, Zian, who was very good. I fell in love with baking and learned so many things from her. After only a month there, I was promoted to chef de partie and I made a permanent move to the pastry section. In this position, I was able to showcase my skills. I have always loved reading food magazines and cook books to get new ideas. Then I try out my new recipes on my kids and husband! I have completed several short courses over the years to improve my knowledge and techniques. I skipped the sous chef role and was promoted straight to head chef. I’m always the last girl standing!
Tell us what you do each day? A positive mind leads to a happy day. I love starting the day by chatting with my sons and building a respectful foundation with them. Each morning, I ask God to give me strength for new challenges and make sure that at work, at Fortis
22 • MEETINGS l march/april 2018
Hotel Capital, we build a strong and supportive team. It is a very exciting time for our business as we have operated under the Protea brand for many years, but as of 1 March, we begin a new era as Fortis Hotel Capital, so we are busy with a lot of preparation for this. We are planning to take our food and service to the next level! As the executive chef, I work with my team to make sure that our food is always delicious, fresh and of superb quality.
How would you describe the food in your restaurant? Good-quality, creative South African cuisine.
What are some of your signature dishes? All our meat dishes, cold starters and canapes.
How often do you change your menu? On an annual basis.
How long have you been with the hotel?
What is key to creating great food?
I joined Protea Hotel Capital in October 2014, now known as Fortis Hotel Capital.
Quality ingredients – 90% of our ingredients are local and we use seasonal produce.
Why did you want to become a chef?
What is the next big trend?
I find food inspiring. One simple ingredient can create so many dishes! I watched food shows when I was younger on TV and loved watching the chefs create beautiful dishes. I also grew up cooking for my extended family every Sunday, so cooking has always had many happy associations for me.
Using gastronomy in food is growing at a local level, as it’s encouraging more creativity and innovative food preparation.
What would we find in your fridge at home? Seafood, beef and chicken.
a decade of
Innovation What are the technology game changers for the events industry this year? I’m going to be really bold here and say that the game changers this year will only be limited by the imagination. Take the ideas and dreams you have for your event, and chat to your technology consultant about how you can make them happen!
How can Ultimate Data Sciences help event planners up their game? Our clients trust us because we innovate at all stakeholder levels. In this industry, you need to partner with people who understand that an event organiser engages with exhibitors, visitors and everyone in-between.
Can the right technology solutions help event planners to save costs – and how? Absolutely! I’m always talking about the ‘residual cost’ that the wrong technology can cause you in the future. Your tech guru should be proactive about where your money goes – sometimes a slightly more expensive solution today can be an exponential cost saver tomorrow.
What is the most interesting client event challenge you’ve addressed over the past decade? This is the part I love about my job: there is a new challenge that needs innovation literally every day. If I had to pick one project we’ve worked on, I’d say our cashless trading platform is a clear winner – it solves the problem of exhibitors needing expensive credit card terminal equipment, and uses greening and sustainability as the foundation for a system that both exhibitors and visitors love to use.
know the outcome ahead of time. Are there times that I wish things were different? Yes. Would I change my journey? No.
What gives Ultimate Data Sciences the edge over its competitors? We have spent the past decade working hard to find the perfect blend of the professional, technical and creative skills that it takes to serve the events industry.
Who is your business hero and why? I have many, and I am lucky in that some of my heroes are people that I interact with regularly. That being said, the businessperson I’ve learnt the most from is the author of The E-Myth Revisited – Michael Gerber.
my knowledge. This is huge for me because I really love teaching others.
What is the wildest thing you’ve ever done? The wildest thing I have ever done was starting my business. I’ve never looked back.
Bush, beach or city holiday? All three! Nothing beats the sound of the ocean though.
What is your favourite quote?
My sister – she has always inspired and motivated me, and she has been there for me when I’ve needed someone the most.
“Dream as if you’ll live forever; live as if you’ll die today.” – James Dean
Are you an avid reader? If so, who is your favourite author? Yes! Although
If a movie were ever made of your life, which actor do you think would best portray you? Jim Parsons (Sheldon
I don’t get much time to read, I do when I can. I have lots of favourite authors, so this is a tough one. Right now, I’m reading Braving the Wilderness by Brené Brown (who also happens to be one of my favourite researchers).
from The Big Bang Theory) – apparently I remind people of him.
What is the first thing you do after waking up? I say “thank you” for another
If you were stranded on a deserted island, what is the one item you would take with you if you could?
new day. And then I make coffee.
Name three ideal dinner guests. Joanna Lumley, Jane Fonda and Betty White. Can you imagine the comedy!
Definitely NOT my cell phone. I would take a bottle of Cabernet Sauvignon and hope it lasts forever.
What is the last adventure you went on? An epic hiking trail in Mpumalanga – it’s my favourite part of South Africa. And spending this time with friends I love made it extra special.
If you could do anything over on your journey, what would it be and how would you change the outcome? What I really love about life
What is the best compliment you’ve ever received? That I am generous with
Who is your favourite person?
What is the biggest lesson you’ve learnt? Everything is temporary.
is that it is unpredictable. Every day, we are faced with choices, and sometimes we can’t
After 10 years at the helm of Ultimate Data Sciences, Gavin Burgess certainly knows how to bring innovation to the events game.
What is the best piece of advice you’ve ever received? That the key to finding balance in life is through gratitude.
MEETINGS l MARCH/APRIL 2018 •
F OC U S O N
Easier, affordable exhibiting
THE company Scan Display was formed 21 years ago and has grown into one of the biggest stand builders and infrastructure providers in the Southern African exhibition and events industry.
THE fabric pop-up SYSTEM It comes with a number of accessories: Counters Shelves Brackets for wallmounting screens Clip-on spotlights (halogen and LED options) LED curtains for backlighting (walls and counters) Stabilising feet
Interested in reducing your annual exhibition costs? Would you like a stand design that can be adjusted for each exhibition you attend? Do you need an impactful solution for roadshows?
ll of THIS can be made possible with display specialist Scan Display’s latest product, the Fabric Pop-up System – a portable display system that creates powerful exhibition stands. Like other pop-up systems, it is a walled display structure made up of collapsible frames to which graphics can be attached. Easy to assemble and pack away without the use of tools, the system is ideal for travelling exhibits like roadshows. It is, however, different from traditional pop-up systems in that it utilises fabric, as opposed to vinyl, graphics. Benefits include: •Cost-effectiveness, as fabric graphics cost less, making the system an ideal long-term investment where it is less expensive to refresh and update your marketing message. •Durability, as fabric graphics are less easily damaged. •Improved portability, as the Fabric Pop-up System is light and fits into small carry bags, making it ideal for international exhibitions and promotions. •More eye-catching displays, as fabric graphics have the option of backlighting. Walls transform into
24 • MEETINGS l march/april 2018
lightboxes using backlit fabric and an LED curtain clipped into the back of the frame, creating an even, bright light that will make your exhibition pop. •Flexibility, as the Fabric Pop-up System’s components can be added to over time. The Fabric Pop-up System’s modular design offers unrivalled flexibility. Much like Lego blocks, different structures can be mixed and matched, creating endless set-up options. Scan Display offers 27 predesigned display configurations, and exhibition stands can be customdesigned using the system.
www.scandisplay.co.za +27 (0)11 447 4777 firstname.lastname@example.org
26 â€¢ MEETINGS l january/february 2018 2
Making every drop count With a water conservation mindset, WTM Africa 2018 looks forward to driving education around water scarcity and usage through attendees from across the world. The exhibition will work with the City of Cape Town to ensure that its attendees understand how water can be saved within the tourism sector, and how exhibitions can use less water.
s the much-anticipated WTM Africa 2018 approaches, so too does an opportunity to educate guests in Cape Town about how to be water wise. While Cape Town residents have largely been doing their part regarding water usage, achieving a mindset shift among visitors is equally important. The organisers of Africa Travel Week, Reed Exhibitions, inclusive of WTM Africa 2018, has announced that all proceedings at the exhibition continue as planned. Working with the City of Cape Town and the Cape Town International Conference Centre (CTICC), Reed Exhibitions and all of its affiliated trade shows in Cape Town, inclusive of WTM Africa, ILTM Africa and IBTM Africa, will continue in its evergreen ethos of being green at shows. 2018 will focus keenly on water saving within its direct environment and also encourage attendees to ensure they are responsible with their water
use. “The CTICC has excellent water policies in place and there will be sufficient water available for all events over the period. We are, however, encouraging all of our delegates to ‘save like a local’ and ensure they use only their daily quota when visiting the Mother City,” urges Chardonnay Marchesi, portfolio director for Reed Exhibitions’ Africa Travel Week.
Business as usual The City of Cape Town has said that business will continue as usual despite the water shortage it is currently experiencing. Visitors to the city are critical to the economy and businesses need to ensure that they are operating as per normal. In 2017 alone, WTM Africa recorded US$365 million worth of business written, with close to $1 billion recorded over the past five years. “It is vital to the tourism sector, and various economies across Africa, that WTM Africa proceed
as planned, writing business for destinations, accommodation providers and tour operators a few years into the future,” explains Marchesi. “The City of Cape Town is working hard to ensure that all major events hosted in the city keep their water consumption as low as possible. Tourism has always been a mainstay of Cape Town’s economy, creating as many as 300 000 jobs in peak season. We want to protect these jobs, and also ensure that our visitors are able to enjoy their time in the Western Cape while being mindful of the constraints on water use. We are, therefore, working with the stakeholders of the tourism sector to make sure that they, and their guests, are conscious of our water restrictions, and remain within the 50 litre daily limit,” says Alderman Ian Neilson, Deputy Mayor of Cape Town. The CTICC, too, has confirmed that it is prepared for upcoming events, and has made provisions in order to guarantee each event has sufficient water. WTM Africa, together with its partners, will be doing on-site drives, educating attendees about water usage and how to be water wise during this period. “We know this is an important cause for WTM Africa 2018 and, as such, are dedicating whatever resources we can to teach people about water scarcity and how to use less in their daily lives while still enjoying productive and meaningful exhibitions,” concludes Marchesi.
WTM Africa will take place 18-20 April 2018! Please be water wise during your visit!
28 • MEETINGS l march/april 2018
S U RVEY
Vineyard excellence proved Stellenbosch’s Spier Hotel is situated on the historic Spier wine farm in the heart of the Cape Winelands, just 20 minutes from Cape Town International Airport. Villagestyle buildings, lush green lawns and spacious rooms situated next to the calming Eerste River are the defining characteristics of this four-star must-use venue.
THE DETAILS The rooms are clustered around six courtyards, each boasting their own swimming pool. The design is reminiscent of the Bo-Kaap or Mediterranean villages where pedestrians have right of way. Conferencing at the Spier Hotel is an extraordinary treat. With 12 different meeting venues varying in capacity, from the Conference Centre to the historic Manor House, Spier Hotel can cater for large and small conferences, business meetings, workshops, seminars and exhibitions. What’s even better is that Spier Hotel boasts a conscious conference package that includes environmental and social components, supporting its sustainable business ethos. MEETINGS carried out a survey with top PCOs and event planners to find out about their experiences working with Spier. Here’s what they had to say:
of planners say it was incredibly easy for the venue to make their brief happen
of planners say Spier Hotel was superbly efficient in kick-starting their event plans
of event planners said the Spier Hotel was able to bring their venue to life just as they had imagined
of planners say the location was extremely convenient for their delegates
of planners said the food at Spier Hotel was exceptional
of planners said they would certainly be back at Spier Hotel in no time
of planners said it was more than just wine that made Spier Hotel the go-to venue in the Cape Winelands
90% of planners say they would definitely recommend Spier Hotel as the venue of choice in the Cape Winelands
T: +27 (0)21 809 1100 F: +27 (0)21 809 1973 Email: email@example.com
F E A T U RED
100% OF PLANNERS SAID THEY FOUND THE VENUE CONVENIENT AND EASILY ACCESSIBLE
OF PLANNERS SAID THEY WOULD USE SOUTHERN SUN CAPE SUN AGAIN
The sun that never sets Situated right in the heart of Cape Town, Southern Sun Cape Sun offers world-class hospitality, outstanding service, and breathtaking views of one of the world’s most beautiful cities.
icture-postcard views of Table Mountain, Robben Island and Table Bay, coupled with unforgettable service and easy access to Cape Town’s top attractions. Elegant, warm, welcoming hospitality and superb facilities combine to form an exquisite hotel ideal for any type of event. This is what Southern Sun Cape Sun represents.
Why Southern Sun Cape Sun?
OF PLANNERS SAID THE FOOD WAS INCREDIBLE
Climbing 32 floors into the Cape Town sky, the hotel offers imposing views of Table Mountain, a bustling harbour and Robben Island. It is one of the Mother City’s landmarks and has an impressive history. It offers unique and different spaces, which can be transformed quite easily to showcase a completely new experience to guests. The hotel is also easily accessible and there is ample underground parking. • MEETING AND EVENT SPACES
Nine well-appointed venue options each boast plenty of space, various seating layout options
and a range of different styles and can accomaodate up to 650 delegates. • CATERING The expert on-site banqueting team, supported by qualified chefs, is available to assist in the planning process, and can craft specialised menus to suit any theme or dietary requirment. Riempies restaurant and Le Bar & Lounge provide further variety to the available dining options. • ACCOMMODATION Guests are able to stay in one of the hotel’s 368 en-suite rooms, all providing spectacular views of either Table Mountain, the Atlantic Ocean or the renowned Cape Town Stadium. Each tastefully furnished room is elegantly styled, providing a comfortable stay. The hotel preserves customary Cape hospitality of the highest standard, and flawlessly captures the grandeur of the surrounding city. From the moment you step into the foyer, you recognise that this is a world of prominent guests, significant events and glittering galas.
For every 10 delegates that conference and stay with us, the 10th delegate is free!
F E A T U RED
TIMELESS O ELEGANCE
ffering exceptional service and hospitality with breathtaking views, Southern Sun The Cullinan is an exceptional choice for event planners due to its versatility and sheer luxury.
• MEETING AND EVENT SPACES
When visiting Southern Sun The Cullinan, you can expect grand classical style combined with edgy contemporary finishes that come together to create one of Cape Town’s premier conferencing venues.
Elegance and style are evident in the hotel’s marbled foyer, with its majestic columns, lavish decor, rich furnishings and intricate metalwork. This provides the ideal backdrop for the registration and welcome drinks. In addition to the Pool Deck, there are nine flexible venues and event spaces on offer at the hotel. Meeting rooms are private with fully serviced facilities for smaller groups of 12 or less, while reception areas are able to host up to 155 guests with ease. There is also ample basement parking.
OF PLANNERS SAY THEY WOULD HOST THEIR EVENT AT SOUTHERN SUN THE CULLINAN AGAIN
• CATERING The chefs at Southern Sun The Cullinan have often been described as culinary visionaries. Being leaders in their field, they stay on top of international culinary trends and exhibit absolute creativity in their menus. The team takes time to fully understand what planners want to achieve with any kind of function and happily design unique menus based on specific needs. Southern Sun The Cullinan also offers tasting menus before the event day, giving planners the opportunity to pick and choose their ideal menu combination. • ACCOMMODATION The hotel’s 394 stately en-suite hotel rooms provide guests with an atmosphere of luxury, comfort and relaxation. The nearby Southern Sun Waterfront has 537 rooms in case you need to accommodate larger groups.
OF PLANNERS SAY THE STAFF WERE HELPFUL AND WENT TO GREAT LENGTHS TO MAKE THE BRIEF HAPPEN
OF PLANNERS SAY THE VENUE IS CONVENIENT AND EASILY ACCESSIBLE
To book, call:
T +27 (0)21 492 0404
Valid for events between 3 April & 30 September 2018.
Ts & Cs apply.
F E A T U RED
The Indaba Hotel Spa and Conference Centre
The country house-style Indaba Hotel, Spa and Conference Centre is situated just north of the fast-paced Sandton business hub in Johannesburg. Nestled beneath the beautiful vista of the magnificent Magaliesberg Mountains, the venue offers a compelling blend of business-friendly efficiency and warm country charm.
1952 Built in 1952, The Indaba Hotel was first known as the Little Rose Neath Hotel. T he hotel was well know among the mink and manure community and guests would arrive on horseback. In the early 70s, the hotel was sold to a Greek woman by the name of Madame Stetakis, who added a function room, known today as the Ndaba Palace. Shortly thereafter, the hotel was sold to an American company and was named The Fourways Gardens Hotel. T he land and the hotel were then sold to Barclays Bank and refurbished by interior designer Sandra van der Merwe. An additional 120 bedrooms were added, as well as 22 conference rooms and an auditorium.
The hotel is conveniently situated, with easy access to all main highways and O.R. Tambo International Airport, while Lanseria International Airport is a mere 15 km away. The centre boasts an impressive selection of 24 multipurpose conference venues that have a combined capacity of up to 2 000 delegates, with banqueting facilities that seat up to 500.
Special occasions The hotel also specialises in weddings, matric dances, special-occasion parties and charity balls, and hosts numerous such events each year.
In 1989, as a result of sanctions, Barclays Bank was forced to leave the country and the hotel was sold to Karos Hotels. In 1999, Karos Hotels was sold to Movenpick Hotels, an international hotel chain. The hotel was retained by Standard Bank in 2000, but went into liquidation and, in 2002, was bought by African Procurement Agencies. Fifty additional hotel bedrooms, a gym, beauty salon and the Chief’s Boma were added over the years. In addition, a joint venture was born and the well-known Mowana Spa was opened on the Indaba Hotel property. The hotel continues to go from strength to strength and now boasts the Indaba Lodge Gaborone and Indaba Lodge Richards Bay as part of the corporate portfolio.
Web: www.indabahotel.co.za Email: firstname.lastname@example.org Telephone: +27 (0)11 840 6600
It’s all about the content It’s time to get real about content, with online visitor registration now open for the second iteration of Madex – the ultimate marketing, advertising, design, social media and ‘all that good stuff’ expo.
imed at those completely obsessed with marketing – from digital and social media to advertising, PR and everything in-between – Madex 2018 will take place on 6 and 7 June this year at Sandton Convention Centre, and is strategically colocated once again with Markex 2018, Africa’s premier promotional event, now in its 31st year. The two expos will run side-by-side to provide a full-spectrum marketing trade expo, right through from below- to above-theline marketing.
Next-level event Madex is not your typical marketing event, and the inaugural Madex Expo took marketing to the next level! Over 8 000 marketers were inspired and left with more than they came. From traditional marketing, to thinking out of the box with digital, search and social media marketing – Madex had the answers. What is the primary focus of Madex 2018 you ask? Content, all the way. We’re talking about two free-to-attend seminar theatres
34 • MEETINGS l MARCH/APRIL 2018
focusing on cutting-edge industry content in the form of The Fundamentals – providing a solid foundation for those looking to create an impact in marketing – and The Marketing Academy – targeted at experienced industry players aiming to sharpen their focus and master the intricacies of the sector.
Burning issues Burning industry issues covered within the seminar programmes include: using WhatsApp as a business tool; getting noticed in the robust social/mobile age; tried and tested steps to amplify B2B content; explosive marketing trends for 2018; influencer marketing strategies; and more – with almost 50 slots over the two days of the expo. There will be a fabulous doodle wall for your creative outlet, a number of visionary exhibitors, experts, speakers, and some of your favourite disruptors and mavericks right within your reach. So diarise now to meet some of today’s stellar marketing influencers at Madex 2018! You’ll also have direct access to a number
of visionary exhibitors; showcasing the best in 3D and augmented reality; advertising campaigns; digital, event, general and mobile marketing; graphic design; outdoor branding; packaging and printing; PR and communications; SEO and social media. For more information and to register for your attendance, visit www.madex.co.za, or contact Natasha Heiberg at Specialised Exhibitions Montgomery on info@madex. co.za. Please note that the entrance cost to Madex 2018 is R50, payable online or onsite at the show.
The ultimate marketing, advertising, design, social media and all that good stuff expo www.theplanner.guru
6 - 7 JUNE 2018 Sandton Convention Centre, JHB
When you enter the Grande Roche grounds, surrounded by lush vineyards, you are instantly transported to a bygone era, where time moved slower and life’s little delights were meant to be savoured.
A N Q U Emeets TING Old-worldBcharm
Grande Roche Hotel takes care of all your requirements for a memorable experience.
his 18th century wine farm is set in the beautiful Paarl Valley, just a 40-minute drive from Cape Town, and is set in the protective shadow of the breathtaking Drakenstein Mountains. History is further represented in the 300-year-old slave chapel on the grounds and world-renowned fine-dining restaurant Bosman’s, which has been named one of the top 10 restaurants in South Africa and one www.theplanner.guru
TH B A N Q U E Tseparate I N G Vvenues E N UofEequal ( 2 0size, 2 meach ² ) with of the top 100 in the world. TheE scrumptious natural light and sliding doors opening up on light and dinners canevents, be elevated a wine pairing and,separate Ideal for it canwith be divided into three venues of equal size, each with natural toAccommodating the open-air Amphitheatre, in the for midst of ifsliding the weather guests can the dineAmphitheatre. on the doors allows, opening up onto up to 100 guests a sit-down dinner vineyards and plum orchards, with a backdrop terrace Valley. for a standing cocktail with a overlooking dance ﬂoorthe or Paarl 150 guests event. of Paarl Mountain. You can also treat your VIP conference top international guests to a private dinner at Bosman’s, T H E A M P H I T H EThis ATisRthe E place ( 3 5 you 0 Stake E AT S) executives for an intimate strategy weekend where Michelin-trained executive chef Roland combined anestate, incentive trip midst when of vineyards and Gorgosilich infuses classic international cuisine The open-air Amphitheatre is situated on the upper slopes with of the in the plumimagination orchards, with a backdroppaired of thewith Paarl Rockyou Mountain. intimate performances, want toExcellent really wowfor your conference with and innovation, year-end functions, product launches, award ceremonies or media brieﬁngs. delegates with modern five-star comforts, exquisite, award-winning wines. old-world charm and a gourmand experience, The 35 luxury suites, scattered across the or organise the launch of an exciting new estate at the five-star Grande Roche Hotel, product. And who knows, maybe you will serve as accommodation for VIP guests while return to attend the wedding of one of your nearby hotels offer numerous alternative Ÿ Lectern Ÿ On-site events co-ordinator Ÿ Flipchart & markers guests because no couple can resist the quaint accommodation options. Ÿ Conference pads & pens Ÿ Data projector & white screen Ÿ Mints & mineral water charm of the chapel or the indulgent luxury The Banqueting Hall, situated on the upper Ÿ Secure complimentary parking Ÿ Complimentary Wi-Fi of the hotel suites. slopes of the estate, can be divided into three
S TA N DA R D C O N F E R E N C E FAC I L I T I E S
F U L L DAY PAC K AG E
MEETINGS l MARCH/APRIL 2018 E• H A L F DAY PAC K AG
On Arrival: Tea / Coffee / Refreshments Mid-Morning Break: Tea / Coffee / Refreshments Lunch: 2-course lunch
On Arrival: Tea / Coffee / Refreshments Mid-Morning Break: Tea / Coffee / Refreshments Lunch: 2-course lunch
6 - 7 JUNE Mid-Afternoon Break: Tea / Coffee / Refreshments
6 - 7 JUNE Sandton Convention Centre, JHB
TermsCentre, & Conditions: Menu items are subject to change | Sandton Convention JHB
Meals exclusive of beverages. Vegetarian options available. Halaal & Kosher are outsourced at an additional cost.
T A LK I N G P O I N TS
Don’t wait for it, go get it
INDUSTRY views SAACI's take on keeping it current
SAACI is in the process of launching its formal internship and mentorship programmes for the business events industry. These two programmes have been extremely well received by key industry stakeholders and members alike, says Rudi van der Vyver.
M rudi van der Vyver is the CEO of SAACI.
any of us have personally benefited greatly from having mentors throughout our careers in various industries and roles. In the business events industry, we are in the unique position of having industry leaders willing to invest their time and effort into passing their thoughts, knowledge and experience on to mentees and, in so doing, creating a sustainable platform for growth – of not only the industry but of the individuals smart enough to seize this opportunity. Who better to learn from than someone who’s seen it all, made the mistakes (so you don’t have to) and is currently at the top of their game? There is an inherent depth and far-reaching value in mentorship that no other programme can get close to. Internship programmes, on the other hand, provide interns with a foot in the door. We are often asked, “How do I get that initial experience?” The simple answer is to
seize opportunities such as these. Have confidence in yourself; an internship is an open door and, while you should be soaking up knowledge like a sponge during this programme, it also affords you the opportunity to prove what you’re capable of. It’s completely up to you to prove how much you’re worth. Don’t sit on the sidelines – take the chance, put in the effort, and work hard towards your own success.
Changing our relationship with water
Ahead of Meetings Africa 2018, EGF reflects on last year’s successes
With Day Zero looming, ‘business as unusual’ is becoming more commonplace, as companies strive to continue servicing their clients while adapting as best they can to their dwindling water rations. By Greg McManus
Greg McManus is the chairperson of EGF.
SAACI is launching a formal internship programme, which will allow members to host interns (recent graduates) in their organisations. This will allow students a smooth entry into the workplace while providing the necessary on-thejob training
number of Event Greening Forum members have proved that responsible solutions are possible. Examples of what members have done include the following: Cape Town International Convention Centre has installed rainwater storage tanks with 65 000 ℓ of capacity, and its air-cooling system creates water from air. This water is being collected in 10 000 ℓ capacity grey-water tanks for reuse. Over the last six years, the centre has reduced its consumption by an average of 8 Mℓ per year. The Vineyard’s new grey-water system will be fully functional by the end of February, while the venue’s guest education programme has been effective in encouraging guests to support a range of water saving initiatives that have been put in place. Based on current calculations for The Vineyard, water usage had been reduced in January by 42% year-on-year. Spier pioneered an eco-friendly wastewater treatment approach in 2007 that recycles 100% of the farm’s grey water and black wastewater. The wine farm has also purchased a Water From Air™ machine that draws in air
36 • MEETINGS l march/april 2018
to condense into water, then filters and purifies it so that it is safe to drink. It can generate 45 000 ℓ a month. With an added focus in the last six months, municipal water consumption has been reduced by 58% in the hotel and by 55% in conferencing, compared to the same period in 2015 (pre-drought). While there are initial set-up costs for many of these measures, all three venues will now benefit from ongoing savings in the future. These kinds of adaptions are essential to keeping businesses and, therefore, industry going – and ensuring associated employment and revenue are secured. These kinds of adaptions need to become the new normal in how businesses operate. It’s important to add that water scarcity isn’t a problem unique to Cape Town. South Africa is a water-scarce country, and many other parts of the country have water restrictions in place, including Durban and Johannesburg. Day Zero is not about fixing a short-term problem; it’s a wake-up call that highlights the need to find long-term solutions to ensure we use water more responsibly, regardless of what is available.
Ta l k ing p o in t s
AAXO on the importance of industry associations
Maximise spend at exhibitions this year
A CAroL WeAvinG is the chairperson of AAXO and the managing director of Reed Exhibitions.
industry views Travelbags looks forward to the year ahead
n exhibition can be a high-pressure sales environment where exhibitors compete for attention. Exhibitors’ costs can run high, but so can ROI – as so many of our members see every day. It all depends on how well the stand and exhibition are designed to drive returns. AR, VR, social media, mobile apps and proximity-based messaging tools are growing in popularity and are being used to create a more personalised stand experience. This helps stands differentiate themselves and create memorable experiences, ultimately driving returns and closing deals. This works particularly well when paired with modular exhibition stands, lighting designs and interesting uses of materials. Having the right people to man your stand will also significantly increase your success. Visitors engage with a stand where people are enthusiastic and friendly, with good product knowledge. If you can add excellent listening and selling skills, you’ll have a professional team that will put you ahead of your competition. To maximise returns on your effort, be sure to have a proper system in place to collect leads and follow up on them. Tablets, handheld scanners and smartphone apps
Apart from the additional credibility that AAXO membership provides B2B exhibitions and events, it also offers other benefits like opportunities to attend our training events and enter the ROAR awards are powerful tools to capture leads for your sales team to act on. At the end of the day, you also need to ensure that your ROI measurement is accurate. By calculating ROI accurately through ‘at-show’ and ‘post-sale’ revenue, a good measurement system can help you determine which exhibition gives you the best bang for your buck.
Say no to ‘the same old’ Travelbags’ focus in terms of speaking to its members and prospective members has changed for the better, explains Michelle Hinrichsen.
Michelle Hinrichsen is the current president of Travelbags.
While the cost of exhibition space, stand design and development and marketing collateral can be extensive, so too can the reward, writes Carol Weaving.
ith the changing environment within the travel and hospitality trades, we need to be where our members and prospective members will see us and get to know what our offering is. I am sure this ethos will ring true for most service brands. That’s why we decided, as a club, to exhibit at World Travel Market Africa in 2017. The exhibition proved to be very successful for us in terms of brand awareness and recruiting new membership. We were exposed to a world of new prospective members that we would not have met had we remained in our comfortable shell of “same old, same old”. For those who did not know about us, we were able to overcome the misapprehension of Travelbags being a luggage company rather than a women’s travel club. We were also able to shed light on our networking events and our passion for helping those in need, by partnering with one of our favourite
charities in Cape Town, Oscars Arc – a very fitting charity that raises funds and awareness for dogs and cats in shelters (www. oscarsarc.org). At Travelbags, we are all about networking. We are an industry of talkers and exhibitions offer you the platform to do exactly that: network with prospective clients and colleagues. Presentation is key at any exhibition; in my opinion, your exhibition stand is the face of your organisation. Before you have even met your prospective client, your stand has offered them a warm or not-so-warm welcome, which is why, when we plan the presentation of our stand, we think about comfort, functionality and appearance. At World Travel Market Africa in April this year, Travelbags will be hosting a networking function instead of a stand – we are going to do what we as a club do best and that is network and create an environment for fellow members and non-members to come together and interact.
MEETINGS l MARCH/APRIL 2018 •
M I SS M EET
Event planning is stressful. I always say this, and can’t say it enough. Part of this is due to the many challenges you need to juggle and deal with to successfully execute an event – all of which can vary greatly from one event to another.
Event planner challenges and how to beat them
here are a few common event challenges that crop up time and time again.
3. Making it memorable Every client wants their event to be memorable, better than the competition, of course, and always needing a ‘wow’ factor that people will keep talking about afterwards. This is no small request, but it is also one that you, as an event organiser, want to deliver on, as your reputation can be built on being able to do just this. My advice is: always try to remove any limitations during your brainstorming session. Only once you have a lot of raw ideas should you start working through them to see which have potential. Keep a mindset of “How can I make this work?” rather than “Why might this not work?”, as this is how truly bold, new ideas can be born
1. Limited budgets – for a big vision A limited budget isn’t a problem on its own; it only becomes a problem when the expectations and requests that are attached to it are not limited. This is where managing your client’s expectations is a master skill you will need. Your job is to help them understand what their budget is capable of and, based on that, establish where they are willing to compromise. Of course, it’s still your job to find creative solutions and affordable suppliers to bring their vision to life within budget. And while this is hard, it is not impossible.
4. The dreaded technical glitch Technology is capable of so much, including transforming a good event into an amazing one. However, this is only true so long as it is working. Broken or ineffective technology is always a far more frustrating and disappointing experience than not having it in the first place. What this means is that you need to choose your suppliers wisely, brief them properly, and ensure you listen to them and their concerns too – so that any issues raised are dealt with appropriately and timeously. If you are well prepared in this manner, all of your tech should work smoothly when you need it to.
2. Use the right suppliers How your suppliers perform, unfortunately, is often considered a reflection of your event. If the food is terrible, or the entertainment disappointing, or perhaps if the stand builders are not ready for the exhibitors to set up – all of these things can taint your event’s image. To curb this, try to build up your own preferred network of suppliers you can trust and work well with. This will be invaluable.
index to advertisers Avianto IBC
Radisson Blu Gautrain
Tour in South Africa (TISA)
Spier 29 OBC 41
Ultimate Data Sciences
38 • MEETINGS l march/april 2018
30 14 & 28 23
Captaining the kitchen unlocking local incentives
I N CE N T I VES
Get your team going Around the country, companies are finding it increasingly difficult to retain high-calibre, high-output staff members. Incentivising and appropriately rewarding staff to increase job satisfaction is well within the reach of most – incentivising in the city is an affordable way to increase staff satisfaction.
company’s ability to create the right incentive, conference or meeting venue to inspire, motivate and reward its people has immeasurable value. Even if you can’t afford to whisk your top performers away to Europe on a private jet, you can still reward your employees with incentive travel that they can enjoy. If you can afford to send your team away on a team-building retreat, it doesn’t have to be far away. Camp sites and resorts, even a day
on a chartered boat can create a memorable experience. For individuals, it’s a better idea to send your recipient somewhere exotic enough to be memorable. If possible, allowing a spouse or children to accompany your employee is also a good idea. An employee incentive getaway generally lasts from three nights to a full week, but weekend getaways can also work for smaller budgets. Accommodation could be at a bed and breakfast.
TWO CRITICAL ERRORS WHEN PLANNING INCENTIVES 1
NOT INVOLVING STAFF Companies often don’t involve staff in the process, which means there is no buy-in, and it inevitably leads to failure.
NOT CHECKING CREDENTIALS Although hiring a professional agency is advisable, check credentials. Many agencies do not have the experience in logistics and planning that is essential for these types of events. Specialised incentive companies have the know-how and support to manage unique incentives and offer a full solution.
The idyllic Mother City
South Africa's economic hub
40 • MEETINGS l THE INCENTIVE PLANNER l MARCH/APRIL 2018
A subtropical paradise
When in Joburg… SAB World of Beer worldofbeer.co.za Why not take the whole office to the SAB World of Beer? It’s a fun, interactive tour where you will learn all about the history of beer – where it comes from and how it’s made – and will also get to sip on a traditional African brew. Launched in 1995 to celebrate 100 years of brewing excellence, the SAB World of Beer offers well-equipped conference facilities and garden courtyards in the heart of the Newtown Cultural Precinct. Conference packages include tours depicting the wonderful world of beer and brewing, as well as two ice-cold ‘frosties’ that can be enjoyed from the tap room at the end of the tour.
When in Cape Town…
Don’t feel like being in the city? Here are our top local incentives outside the hustle and bustle:
Twelve Apostles Hotel & Spa 12apostleshotel.com
Nestled between the unspoiled natural beauty of the majestic Table Mountain National Park and the Atlantic Ocean is the award-winning Twelve Apostles Hotel and Spa. The hotel offers 55 spaciously appointed guest rooms, 15 luxurious suites and the Presidential Suite. Relax by one of the two pools or be pampered with a signature treatment at the outdoor spa gazebo while watching the sun sink into the ocean. Stays include a full South African breakfast and use of the spa.
When in durban… Big Rush Big Swing bigrush.co.za The Big Rush Big Swing has officially been named the world’s tallest swing by the Guinness Book of Records since 14 May 2011. Not your average swing, the aptly named Big Swing allows you to take the thrilling leap swinging out into a massive 220 m arc where you soar into the centre of the stadium. Why not take your team on a day incentive right in the heart of Durban. This is the world’s only stadium swing and the biggest swing of any kind, anywhere. Jump into the void 106 m above the world cup football pitch and swing out in a huge 220 m arc under the iconic arch. All equipment and instruction is provided by fully qualified staff. A brilliant day excursion staff are unlikely to forget.
George and Knysna are a winning combination, with many exciting facilities and activities on offer. There are also a number of acclaimed, five-star resorts and, of course, a great coastline and golf courses. Meetings particularly loves Fancourt Hotel. Recognised both locally and internationally for its three award-winning golf courses and extensive leisure facilities, ‘leading meeting and incentive destination’ is yet another proficiency to add to Fancourt Hotel’s repertoire of expertise.
Train trips can be a great reward for groups and feel wonderfully indulgent. The Blue Train provides an unforgettable experience. With the Blue Train, it is not about the destination, it is about the journey. Here, every guest is treated as royalty and indulged to the point of complete contentment. A rich history of military service, refurbishments and modernisation contributes to the distinguished character of this train. The Blue Train is the epitome of luxurious modern travel with breathtaking views of Southern Africa’s landmarks, exceptional service and elegant facilities.
Itaga Lodge is located in the greater Mabalingwe Nature Reserve – a malaria-free area of Limpopo and home to the Big Five. Itaga has earned a proud reputation as an exclusive but affordable luxury lodging establishment, offering eight tasteful, en-suite, African-themed chalets. The rooms have private pergola-covered patios. Most rooms also feature a screened outdoor bush shower for that exhilarating ‘out of Africa’ experience.
Tour in South Africa Tour in South Africa (TiSA) is a newly formed travel company based in Pretoria, offering various tours throughout South Africa.
+27 (0)82 579 5646
We also do group transfers, transport to and from big events, single weekend breakaways, golf tours etc.
Tour in South Africa
SAACI is focused on raising the bar in the business events industry across all member interactions and in so creating true, tangible value to our members and the greater industry in Southern Africa.
WHEN: 29 - 31 July 2018 WHERE: Misty Hills Conference Centre Johannesburg ‘It takes a village’ and SAACI Congress 2018 welcomes business events industry members to join the village by attending the flagship event of the business events calendar. Raise your game at SAACI 2018 - through learning, networking and communication. This congress brings together professionals from a variety of conference industry sectors including conference and event organisers, events management companies, service providers and industry stakeholders representing government, venues, destinations and more.
HOST: Southern African Association for the Conference Industry (SAACI)
Don’t miss out on this two-day congress packed with inspirational keynotes, expert panel discussions, innovative networking opportunities, fun social programmes and a lot of new, fresh ideas.
42 • MEETINGS l january/february 2018
For more information contact: Ripcord Promotions Tel: 011 4822835 Email: email@example.com or firstname.lastname@example.org SAACI Head Office Tel: 011 880 5883 Email: email@example.com
IT TAKES A VILLAGE
SERV I CE P ROV I DER
the kitchen to culinary success
Look no further than Kitchen Pirate for a full-service culinary offering for your next event.
obtained her Grande Diplome from Silwood Kitchen in Cape Town. The company specialises in private chef, executive concierge and conferencing culinary services.
design. Host a seamless brunch, lunch or dinner party and impress your guests with a sumptuous, professionally prepared meal. Short-term contracts can also be negotiated. Let Kitchen Pirate stock your kitchen and assist with meal preparation and menus at your holiday home, guest house or party.
Executive culinary concierge service Every aspect of your special-occasion meal is expertly managed: from grocery shopping, decor and table-setting to menu
Conferencing culinary and function audit services In partnership with Conference Consultancy South Africa, Kitchen Pirate assists with all
itchen Pirate is the creation of chef Karen Scholtz, who
aspects of conferencing culinary services. Whether it be catering for a gala dinner or preparation of a lunch menu, Kitchen Pirate works alongside chefs to manage the client’s culinary expectations. Function audit services are also offered, ensuring that clients receive the best possible value for their money. Founder Karen Scholtz worked internationally before broadening her portfolio at Tsogo Sun’s Sandton Convention Centre, where she worked as conference and catering facilitator. KITCHEN PIRATE
+27 (0)63 176 1750 firstname.lastname@example.org www.theplanner.guru
the incentive planner l MARCH/APRIL 2018 •
Do you know a distinguished woman who has made the business events industry what it is today?
RECOGNISING THE WOMEN IN MICE Meetings magazine is looking for the Top 40 Women in the MICE industry.
NOMINATE YOUR WOMEN IN MICE TODAY Help us give these women the recognition they deserve and nominate someone to be part of the Top 40 Women in MICE.
Visit wwww.theplanner.guru to download the nomination form.
I N CE N T I VES
Get the creative juices flowing Incentives are an ideal way of motivating staff to put in that extra effort to reach their targets and to get their creative juices flowing. But, with budgets always being tight, how can incentives consultants put together affordable local packages that don’t break the bank?
FIVE TIPS for those considering a local incentive programme for staff members:
ith the rand finally on an upward trajectory, now is as good a time as any to start looking at memorable local incentives. Up until recently, due to the weaker rand, budgets were being cut left, right and centre, with procurement teams needing justification for every cent spent. Although budgets are now starting to
free up, itineraries are still being shortened as the economy and many business’s bottom lines recover. It’s been tricky for South African incentive consultants across the board. It has also meant that consultants have had to adjust to the market through innovation, creativity, budgeting skills and really understanding the client’s requirements.
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are still the major component of any incentive initiative, with younger and seasoned travellers looking for more freedom of choice – they want to choose their own destinations, have freer downtime and less intensively planned itineraries.
Experiential incentives are
featuring high on any agenda, whether through local culinary delights, authentic experiences, adventurous moments or time spent in smaller, boutique hotels. Incentive participants also want proximity to city centres, ease of travel and access to Wi-Fi. They really want to experience as much of their incentive destination as possible.
Being the mass
‘youth’ market, Millennials across the world are being specifically catered for and they insist on the availability of technology wherever they go. Booking website hotels.com reports that free (and fast) connectivity was the number one required room amenity for users of its site for the second year in a row. Leading neatly to the next point…
44 • MEETINGS l THE INCENTIVE PLANNER l MARCH/APRIL 2018
Travelling greener is also
important and clients often request that planners and consultants be aware of these factors when putting together a travel plan for their incentive programme.
Think outside the box! With art galleries popping up all across South Africa – varying from traditional African to contemporary art – and not to mention the cool graffiti that can be seen in select places where artists are given opportunities to ply their trade. There’s nothing like creative inspiration to get creatives’ imaginations going.
For more information, call 011 780 7505 or email: email@example.com