Meetings November/December by 3S Media

meetconfex.com

NOVEMBER/DECEMBER 2015 Issue 64

CONFESSIONS OF

A CATERER

Conference catering made simple

DEADLY

MISTAKES

for exhibitors

KNOW YOUR

WORTH Why your clients should stop asking for discounts

TSOGO SUN World-class venues for unique and memorable events

BIG INTERVIEW Themed venues face many challenges... â&#x20AC;? Tony Rubin, general manager, SAB World of Beer

R50.00 (incl. VAT)

CSIR

International

Convention Centre

naturally hospitable â&#x20AC;˘ globally accessible

Pretoria/Tshwane | www.csiricc.co.za | +27 12 841 3884

on the Gautrain bus route

#CONTENTS NOVEMBER / DECEMBER 2015 meetconfex.com

NOVEMBER/DECEMBER 2015 Issue 64

CONFESSIONS OF

A CATERER

Cover image: Garden Court Marine Parade

Conference catering made simple

DEADLY

MISTAKES

for exhibitors

KNOW YOUR

WORTH

The meetings and event planners’ guide to the

Why your clients should stop asking for discounts

BEST PRACTICE

Standards for a brighter future

TSOGO SUN

BIG INTERVIEW

World-class venues for unique and memorable events

WHAT'S INSIDE

Themed venues face many challenges ... ”

26 Gautrain map 28 Places to see and things to do 31 Park Station 32 Crowne Plaza Johannesburg 34 FNB Conference Centre 36 Holiday Inn Sandton, Rivonia Road 38 Sandton Sun 41 Rosebank and Sandton Station 42 Midrand and Centurion Station 43 Pretoria and Hatfield Station 44 O.R Tambo and Rhodesfield Station

Tony Rubin, general manager, SAB World of Beer

R50.00 (incl. VAT)

ON THE COVER Need an intimate boardroom near the CBD, a banqueting and accommodation package in the country, a beachfront launch or hospitality for the latest broadway musical? Tsogo Sun offers you the widest selection of venues that can accommodate 10 to 5 000 people. Featured properties 04 Garden Court Marine Parade 05 Riverside Sun 06 Southern Sun Cape Sun 07 Garden Court Milpark 08 Gold Reef City

THE BACK PAGE

Miss Meet

FEATURED VENUE

THE BIG INTERVIEW 12 Cheers to unique venues SAB World of Beer’s Tony Rubin on the popularity of themed venues

49 Johannesburg Expo Centre A golden year for SA’s top venue

TALKING POINTS

BEST PRACTICE 14 Charging your worth as a PCO Heather Hook on why you need to start charging your clients correctly

18 T he future of events Rashid Toefy on bulletproofing your next event

20 The power of stories Rod Cameron on how compelling stories drive positive event outcomes

22 Standards for a brighter future Helen Brewer on

50 Frank Lee Go Team South Africa 51 EXSA Where to exhibit in 2016

REGULARS 03 Ed’s letter Going beyond five stars 11 Tidbits Must-know minutia 24 Techno Bytes Knowledge transfer 46 Speakers Corner It’s time to build better conferences

the importance of professional planner standards

47 Sound Bites Levia Cakes & Catering’s

LIke us on Facebook and like us on Twitter. Also visit meetconfex.com for daily news.

48 20 Questions The PCO Alliance Network’s

The Planner

GAUTRAIN

@meetconfex

Anneke Blignaut Jacqueline Stumke

52 Miss Meet No smiles just frowns

BEST PRACTICE

Deadly event mistakes

ED'S LETTER Publisher Elizabeth Shorten Editor Martin Hiller (martin@3Smedia.co.za) Journalist Maggie Roodt Head of Design Beren Bauermeister Designer Ramon Chinian Contributors Helen Brewer, Rod Cameron,

Georgie Colling, Heather Hook, Sue Gannon, Danie Greyling, Michael Jackson, Rashid Toefy Chief Sub-Editor Tristan Snijders Sub-Editor Morgan Carter Client Services & Production Manager

Antois-Leigh Botma

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

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

PUBLISHED BY No. 9, 3rd Avenue, Rivonia, Johannesburg PO Box 92026, Norwood 2117, South Africa Tel: +27 (0)11 233 2600 Fax: +27 (0)11 234 7274/75 www.3smedia.co.za Meetings November/December 2015 © Copyright. All rights reserved 2015 meetconfex.com SUBSCRIPTION R300.00 per annum (incl. VAT) | subs@3smedia.co.za ISSN 1684-9264 NOTICE OF RIGHTS Meetings is published bi-monthly by 3S Media. This publication, its form and contents vest in 3S Media. All rights reserved. No part of this book, including cover and interior designs, may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any information storage and retrieval system, without permission in writing from the publisher, nor be otherwise circulated in any form of binding or cover other than that in which it is published and without a similar condition being imposed on the subsequent purchaser. The authors' views may not necessarily reflect those of the publisher. While every precaution has been taken in the preparation and compilation of this publication, the publisher assumes no responsibility for errors, omissions, completeness or accuracy of its contents, or for damages resulting from the use of the information contained herein. While every effort has been taken to ensure that no copyright or copyright issues is/ are infringed, 3S Media, its directors, publisher, officers and employees cannot be held responsible and consequently disclaim any liability for any loss, liability damage, direct or consequential of whatsoever nature and howsoever arising.

ENDORSED BY

IN COLLABORATION WITH

MEMBER OF

EARN CPD POINTS BY READING MEETINGS

Going beyond

five stars

HERE HAS BEEN much discussion about the relevance of the Tourism Grading Council of South Africa. Much of this talk is about what makes an establishment five-star versus a one-star. Yes, there is that infamous checklist that makes sure various criteria are covered. This means that numerous establishments check all the right boxes and get their five stars. This does not mean, however, that you will get five-star treatment.

SERVICE ABOVE ALL As event planners, you expect a certain level of service from your suppliers and venues. Your clients have entrusted you with their brand and you need to use the best to ensure that the event exceeds everybody’s expectations. Your first instinct may be to find a star-rated venue. Now, I am no seasoned event planner but, in my recent foray into organising my own event, I have realised that star ratings should only be one deciding factor. For me, a venue is more than bricks and mortar, it is also about the professionalism of its personnel. This was echoed by a few event planners that I spoke to at a recent event. I asked them what one of the best aspects of working with the venue on their last event was. Unanimously, it was the event staff at the hotel. They all appreciated the fact that all the little details were taken care of, allowing them to focus on their clients and the delegates attending the event.

VALUABLE ASSETS It is for this very reason that, when deciding on a venue, you need to look past the fancy wallpaper and scented towels and see how the staff operate and treat the people around them. If you have a functional venue event team, you can accomplish anything. Now, don’t get me wrong, the overall look and feel of a venue is important; but, remember, draping can cover a lot. The bad attitude of venue personnel, however, is not that easy to hide.

HOW DO YOU RATE GOOD SERVICE? Hospitality is defined as “the relationship between a guest and a host, wherein the host receives the guest with goodwill, including the reception and entertainment of guests, visitors, or strangers”. It is with this definition in mind that I can confidently say: one is born into hospitality. You can be taught service but that does not mean you live it. Service is a tricky thing to rate, as my experience will no doubt differ from another person’s. However, if a venue’s personnel live for hospitality, the overall experience will be a positive one. When looking for a venue, the event planners that I spoke to seldom look at the star rating and do their research on rating sites such as TripAdvisor. They want to know what other people, who have used the venue, think of the place. Favourable peer ratings are taking over from star ratings. Venues will secure more bookings in 2016 if their service goes beyond the ordinary. Until next year,

Martin

TSOGO SUN

On the ocean’s

doorstep

Ideally positioned on the Golden Mile, the newly refurbished Garden Court Marine Parade provides event planners and guests with a blend of comfort, high-quality service, and modern facilities.

NE OF DURBAN’S most iconic

beachfront hotels, Garden Court Marine Parade boasts a rooftop heated swimming pool with a panoramic view of the Golden Mile and the Indian Ocean, conference facilities, 352 stylish bedrooms, a restaurant, and a cocktail bar.

have a contemporary, urban feel, with simple lines and uncluttered space. There are four well-equipped meeting rooms that can accommodate between 20 and 350 delegates.

LOCATION The hotel is situated only 33 km from King Shaka International Airport, and is within easy access of Durban International Convention Centre, as well as the Suncoast Casino complex (to which the hotel offers a complimentary shuttle). The hotel's convenient location on the Golden Mile allows guests to explore the wide range of places to visit, from uShaka Marine World to Moses Mabhida Stadium.

CATERING Peppa restaurant offers breakfast and a buffet-style dinner. Guests who seek a lighter meal can visit the informal lounge and enjoy a cocktail with light meals. A wide range of banqueting menus are available and can be tailored to accommodate special dietary requirements.

ACCOMMODATION AND FACILITIES MEETING AND EVENT SPACES Garden Court Marine Parade is able to host any type of event – from a small conference or intimate meeting to sizeable launches and cocktail parties – with elegance and flair. The refurbishment of the conference facilities has been completed and the meeting spaces now

VENUES AND CAPACITIES Room name DHS 1 DHS 2 DHS 1 & 2 (D) Glenwood Hilton Glenwood and Hilton (D) Kearsney Michaelhouse

Cinema 150 150 350 50 50 100 250 –

Schoolroom 72 72 200 21 21 42 150 –

Banquet – – – – – – – –

Cocktail – – – – – – 120 –

Boardroom – – – – – – 75 14

The hotel offers 105 standard rooms with king-size beds and 247 standard rooms with two double beds each. All rooms have a 180-degree ocean view and offer individually controlled air conditioning, in-room tea and coffee making facilities, 18-hour room service, free WiFi, and selected DStv channels.

MEETINGS RECOMMENDS

Taking pride in offering excellent service and facilities, and boasting a magnificent panoramic view of the Indian Ocean, Garden Court Marine Parade is the ideal destination for a memorable function or fun-filled holiday.

+27 (0)31 337 3341 gcmarineparade.reservations@tsogosun.com tsogosun.com

4 • MEETINGS l NOVEMBER/DECEMBER 2015

TSOGO SUN

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

Down by the

Riverside

IVERSIDE SUN IS ideally placed away

from the hustle and bustle of the city, is perfect for conferences and team-building activities, and promises business and leisure guests comfort, culinary delights, and efficient service.

MEETINGS RECOMMENDS

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

LOCATION Situated on the banks of the Vaal River and less than an hour’s drive from Johannesburg, the hotel provides all the offerings of city conference centre, at a fraction of the cost, with the added bonus of a country setting. Delegates can expect an escape from the city while enjoying all the conveniences of a modern venue.

MEETING AND EVENT SPACES

the hotel, and overlook the Vaal River. To recharge between business sessions, guests can enjoy an outdoor lunch. As part of a new offering from Tsogo Sun, Riverside Sun now includes The Wine Cellar, which comfortably seats 40 people. Modelled on Gordon Ramsay’s wine bar in London, it can cater for special dinners or a variety of tastings – from wine to whiskey, brandy, and beer – and also boasts a big-screen television. Additionally, for a more relaxed event, the hotel will pitch a Bedouin tent and furnish it with beanbags on the luscious green lawns of the property. Guests can then enjoy a view of the river and soak in the warmth and natural beauty of our South African summers.

The hotel offers five conference venues, complete with state-of-the-art furnishings and equipment. These rooms can be used individually or may be combined as a gala event venue, catering for 500 guests. Adjacent to the conferencing rooms are three syndicate rooms, which seat 10 people each and are perfect for strategy breakaway sessions VENUES AND CAPACITIES or smaller meetings. Room name Cinema Schoolroom For more intimate events, The Ballroom (D) 500 300 event organisers have a Bishop 50 30 choice between the Kingfisher Darter 50 30 room and two secluded log Falcon 20 12 cabins. The Kingfisher room Harrier 20 12 – with its natural light and Heron 150 60 private courtyard, where Kestrel 20 12 meals may be served – is ideal Kingfisher 90 50 for executive meetings. The Kite 40 30 Sunbird 150 60 log cabins are situated in the Swift 50 30 lush gardens of the property, Weaver 40 30 but are separate from

Banquet 300 25 25 12 12 65 12 30 30 65 25 30

Cocktail 400 50 50 20 20 150 20 90 40 150 50 40

CATERING Event organisers have seven different dinner experiences available to choose from to make their event memorable. The hotel offers a variety of dinner options, with elegant menu selections, in various venues located on the property. Guests can enjoy dinner while cruising on the river, or delight in a casual braai on the island – a piece of land that juts out into the river – once the boat has docked. Perfect for year-end functions, the hotel offers an unforgettable dinner under the stars, a themed dinner in a Bedouin tent, or a traditional gala dinner in the conference centre. A current favourite is the ‘Food around the World’ theme, where guests delight in sampling delicacies from various countries and cultures, available from food stalls in the hotel's gardens.

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

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

MEETINGS l NOVEMBER/DECEMBER 2015 •

TSOGO SUN

EARLY BIRD CONFERENCE SPECIAL

Book your Cape Town conference with accommodation at Southern Sun Cape Sun before 28 February 2016 and save 30%. The rate of R1 675 per delegate includes a day conference package, overnight accommodation, and breakfast. This special rate is available for events taking place 1 May - 31 August 2016 (subject to availability).

Conferencing in the

Mother City Breathtaking views, stylish accommodation, and customisable conferencing facilities are all elements that make Southern Sun Cape Sun an ideal venue for any function.

LEGANT, WARM AND welcoming hospitality, and superb facilities combine to form an exquisite hotel, ideal for your next conference in Cape Town.

LOCATION Located within the Cape Town city centre, Southern Sun Cape Sun provides business and leisure travellers alike with the ideal base from which to explore the attractions that the Western Cape has to offer.

MEETING AND EVENT SPACES Each conference is tailored to suit the needs and specific requirements of the individual conference or event, with a range of venue options that enhance the ability to customise

MEETINGS RECOMMENDS

Not only do the remarkable views add to the overall conference experience, event planners and delegates can also enjoy the dedicated and professional service of the staff.

events right down to the last detail. The dedicated conference and events team is also on hand to provide its expertise, ensuring that your event runs to perfection. Event organisers can choose from a selection of packages, which include day conferences as well as accommodation packages. Themed functions and special menus can also be tailored for events catering for 12 to 650 guests. Southern Sun Cape Sun can also assist

VENUES AND CAPACITIES Venue VOC Centre (D)

Size (m²)

Cinema

Schoolroom

Banquet

Cocktail

625

650

440

650

VOC North

312

325

220

200

325

VOC South

312

325

220

200

325

Stellenbosch

124

100

Constantia

124

100

Stellenbosch and Constantia (D)

248

180

140

160

200

Villa

125

100

120

Franschhoek

10 Boardroom

Paarl

6 • MEETINGS l NOVEMBER/DECEMBER 2015

Terms & conditions apply.

with any conference extras you may require, from audiovisual items, such as projectors and monitors, to those last-minute items that are so easily forgotten – such as whiteboards and flipcharts. Complimentary Wi-Fi is available for all guests.

CATERING A breakfast buffet is served daily in Riempies restaurant, with delicious lunch and dinner menus available as well. The New York-style Le Bar and Lounge is situated in the hotel lobby and brings to life the grandeur of yesteryear. It is ideal for meetings or simply to relax while enjoying a cocktail.

ACCOMMODATION AND FACILITIES The 368 en-suite rooms at the hotel all provide spectacular views of either Table Mountain, or the Atlantic Ocean and the renowned Cape Town Stadium. Each tastefully furnished room is elegantly styled, providing a comfortable stay. Southern Sun Cape Sun offers a range of on-site facilities to ensure that guests get the most out of their stay. These include a fitness centre with state-of-the-art gym equipment, a sparkling indoor swimming pool, the Camelot Spa – which offers unsurpassed wellness solutions and relaxation techniques, and a unique dining experience at Riempies restaurant – a modern, Cape-inspired restaurant. Guests may also kick back after a long day and enjoy a sundowner at Le Bar and Lounge. The hotel offers a complimentary shuttle to the V&A Waterfront, making it easy for guests to enjoy this famous Cape Town landmark.

+27 (0)21 488 5100 sscapesun.reservations@tsogosun.com tsogosun.com

TSOGO SUN

Defining comfort and style Situated in the academic precinct of Johannesburg, Garden Court Milpark offers a convenient location and a relaxing environment.

UESTS TRAVELLING for business and pleasure will feel at home as soon as they enter the spacious, welcoming lobby of Garden Court Milpark. Here the focus is on comfort, excellent service, great conference experiences, and affordability.

140 guests. Standard conferencing equipment is provided, as well as free, high-speed Wi-Fi. The hotel can accommodate a variety of events, ranging from cocktail parties and product launches to weddings and larger functions.

LOCATION

CATERING

Just off major arterial roads and only a 30-minute drive from O.R. Tambo International Airport, this convenient and comfortable hotel is centrally located, giving guests the opportunity to easily explore the trendy hotspots that Johannesburg has to offer.

Hotel guests are presented with many mouthwatering dining opportunities. A full English and continental breakfast buffet is served daily at The Breakfast Room, with delicious lunch and dinner menus available at the Milpark family restaurant. Event organisers do not need to fret about hiring outside caterers, as the on-site restaurant offers diverse menus.

MEETING AND EVENT SPACES The hotel offers versatile conference venues with a fresh and stylish design, and is also wellsuited to host any event. Event organisers can choose between six different meeting spaces, the largest of which can accommodate up to

ACCOMMODATION AND FACILITIES While staying at this hotel, guests are assured of a pleasant stay. Corporate travellers can

MEETINGS RECOMMENDS

Garden Court Milpark not only guarantees a comfortable stay, but the modern meeting spaces and central location make it the ideal venue for any function.

get down to business at the self-service workstations, complete with copy and fax facilities. Gym enthusiasts can make use of the spacious private fitness centre – open to guests 24 hours a day. The hotel offers 76 standard rooms, 140 family rooms, 12 superior rooms, 19 deluxe rooms, and 4 executive rooms. The executive rooms offer a small, open-plan lounge and kitchenette with semi-self-catering facilities.

VENUES AND CAPACITIES Room name Melville Newtown Parktown Westcliff 1 Westcliff 2 Westcliff 1 & 2 (D)

Size (m²) 31.4 39 36.5 47 43.5 90.5

Cinema 22 54 48 60 60 140

Schoolroom 20 20 36 36 80

Cocktail 90

+27 (0)10 219 1000 gcmilpark.reservations@tsogosun.com tsogosun.com

MEETINGS l NOVEMBER/DECEMBER 2015 •

Glamour, glitz and gold Let the mining theme of Gold Reef City take you on a journey to a bygone era in classic style.

TEP INSIDE THIS popular

entertainment, gaming, and accommodation complex and find yourself transported back to an era where the emphasis was on outstanding service and hospitality, when elegance and excitement were the orders of the day. The classic design of the casino and the two hotels, as well as the excellent service of staff will create memorable experiences for you at Gold Reef City.

LOCATION The complex is not only situated in the MICE hotspot of South Africa, but it also offers an extensive variety of the best attractions Johannesburg has to offer. Situated in the south of Johannesburg, its advantageous location places it within close

8 • MEETINGS l NOVEMBER/DECEMBER 2015

proximity to the Johannesburg CBD, Sandton City, and O.R. Tambo International Airport, with easy access to the highway network. Other attractions include the famous Gold Reef City Theme Park, the Gold Reef Casino, the Lyric Theatre, Apartheid Museum, Mine Tours, Red Bus City Tour, and Hippodrome to name but a few.

MEETING AND EVENT SPACES A complex of this stature delivers only the best to event organisers. There are several world-class, fully customisable conference venues available, complete with state-of-theart equipment and facilities. The superbly appointed Conference Centre offers a variety of set-up options to suit any type of function. Two hotels, conveniently situated in the complex, offer additional meeting spaces. Event organisers can choose from one of the four meeting spaces – such as the outstanding Crown Reef Room, at Southern Sun Gold Reef City hotel – or opt for one of

TSOGO SUN

of configurations, while Southern Sun Gold Reef City accommodates guests in 38 rooms, designed with comfort in mind.

1 VARIETY OF VENUES The complex

CATERING Event organisers are presented with an extensive selection of restaurants, bars, and lounges from which to choose. Banquets and other events are catered for with a variety of tailor-made menus. The executive chef will ensure that meals presented at functions not only fit in with the budget and theme of the event, but also entice the appetite of the guests.

TEAM BUILDING

the five venues available at the Gold Reef City Theme Park hotel – the largest of the venues being the Auctioneers Room, which spans across 200 square metres, making it perfect for larger events and conferences. The experienced events team is able to assist with any equipment or services one might require, using the added advantage of an established supplier network. The team will negotiate the best price for the highest-quality service and equipment. The conference facilities are located in the middle of the Theme Park, therefore event organisers have endless possibilities for different themes and events – from cocktail parties down a mineshaft to informal street parties in the complex streets.

There are several team-building options for a thrilling corporate experience. These include: • Gold Rush team building, which is based on the TV show ‘The Amazing Race’. Groups are given a race bag containing instructions – ranging from decoding clues and exploring, to solving riddles and navigating the Theme Park. • Goldfields survivor requires teams to participate in challenges such as archery, gold panning, and many more. • Murder on the Goldfields sees groups work together to solve a murder mystery that took place on the Goldfields by collecting forensic evidence and interacting with local police. • Gold Reef movie-maker challenge requires teams to compose a short movie or advert on the premises with the topquality equipment provided.

VENUES AND CAPACITIES Room name Crown Reef Room Lyric Theatre Mint Room Reef Room Hippodrome Auctioneers Barnato JSE Prospectors

REASONS TO HAVE YOUR NEXT EVENT AT GOLD REEF CITY

Cinema 550 1 100 600 180 100 30 200

presents event organisers with a choice of venues with various seating layouts including cinema, schoolroom, banquet, and cocktail.

2 POPULAR ATTRACTIONS Guests will

have reason to stay long after the event to explore the attractions both on- and off-site.

3 MOUTH-WATERING CUISINE The

wide range of restaurants will satisfy different palates.

4 GRANDEUR The interior of the hotel is themed in the old-fashioned elegance of a magical era.

5 LOCATION Situated close to major city hotspots and the highway network, guests will have a hassle-free trip to and from the complex.

When an ordinary venue just doesn’t make the cut and you seek an exciting themed venue, the Gold Reef City complex offers event organisers a goldmine of choices, charming facilities and superb services.

MEETINGS RECOMMENDS

+27 (0)11 248 5700 goldreef.reservations@tsogosun.com goldreefcity.co.za Schoolroom 370 160 160 100 60 24 100

Banquet 350 100 100 300 100 80 30 120

Cocktail 550 750 250 250 300 100 80 30 100

ACCOMMODATION Whether staying for business or pleasure, the team will endeavour to accommodate the needs of the guests at the two hotels. The Gold Reef City Theme Park hotel offers 75 well-appointed rooms, which come in a variety

MEETINGS l NOVEMBER/DECEMBER 2015 •

#TIDBITS Meetings’ must-know minutia

MINIMUM EVENT GREENING STANDARDS

CRAYFISH SEASON AT OYO RESTAURANT & BAR

If you are a lover of shellfish, then OYO Restaurant & Bar in the V&A Waterfront has something for you. The restaurant’s popular crayfish season is back, starting 1 October 2015. For just R265, you are served two whole crayfish (yes, two), together with a portion of hand-cut fries or rice, a fresh garden salad, a sauce of your choice, and a glass of red or white wine from the award-winning Waterkloof Estate. OYO is situated within Victoria & Alfred Hotel, which overlooks Cape Town’s functional harbour and has uninterrupted views of Table Mountain, offering the perfect setting to enjoy this sumptuous special. For reservations: +27 (0)21 419 6677 oyo@vahotel.co.za or rm@vahotel.co.za

PIZZA & WINE PAIRINGS AT EIKENDAL

At the EGF AGM held in February, chairman Justin Hawes stated that one of the objectives set out by the EGF management committee for 2015 was to initiate the development of minimum event greening standards for the South African events industry. There are, currently, minimum standards for responsible tourism, but nothing for responsible events – until now. The development of standards for sustainable events marks a new beginning for the conference, exhibitions, and events industry in South Africa. The standards, which are based closely on the National Responsible Tourism Standard, ISO 14001, ISO 20121, and those from organisations in the United States, Canada, and Australia, reflect the latest thinking in event sustainability and we encourage all industry participants to adopt and implement them in an effort to create a more sustainable future for the MICE sector in South Africa. eventgreening.co.za

Swiss-owned Stellenbosch Estate Eikendal eases into summer with sizzling new Pizza & Wine Pairings that will present lipsmacking action in its tasting room, all season long. Freshly prepared by the resident Cucina di Giovanni restaurant, these small, thin-crusted pizza pleasures perk up any palate – be it a meaty or a vegetarian one. The Eikendal Sauvignon Blanc 2015 is paired with a zingy chicken and pineapple combo, followed by an earthy ham and mushroom pizza accompanied with the estate’s unwooded Chardonnay. The tasting is concluded with the vibrant Eikendal Merlot Rosé 2015 along with a sweet brie and cranberry pizza. Starting 1 November, the Eikendal Pizza & Wine Pairings are on offer from Tuesdays to Sundays, between 12:00 and 16:00 and cost R40 per person. Pre-bookings for the pairings are essential. For reservations: +27 (0)21 855 1422 counter@eikendal.co.za | eikendal.com

CUSTOMMADE TROPHIES PUT THE ‘A’ IN AWARDS

The Khoja Group, based in Pretoria, offers the most elite selection of custom-made and stock trophies, medals, and plaques. Event organisers can create a unique award experience by handing out customised awards instead of the usual runof-the-mill trophies. A trophy is a symbol of triumph and achievement. By awarding a specially made piece, you are saying ‘here is something worthy of your efforts; we know you have gone above and beyond’. A customised trophy has value and acts as a permanent reminder for all to see. When looking for a trophy, you can use an existing stock item or you can go to the extent of having a trophy specifically designed to meet your requirements. There are even instances where both are appropriate. From elegant works of art to glossy medallions, Khoja Group allows you to customise your awards to best suit your event’s needs and theme. Khoja Group has been commissioned to design many awards by South African socialite and promotions entrepreneur Edith Venter. Commenting on the work done by Khoja Group, she notes, “I would recommend the Khoja Group to any corporation or person requiring trophies or specialised gifts for their clients. Once orders are placed, delivery times are met and everything arrives in meticulously designed condition.” khojagroup.net

MEETINGS l NOVEMBER/DECEMBER 2015 •

No. 65 Von Weilligh St / Cnr Charlotte Maxeke Pretoria West, South Africa Tel: +27 (0) 12 327 5885 info@khojagroup.net

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

C IOGV E B I NRT S E TR RV A I EPW

Cheers to

unique venues As general manager of the SAB World of Beer, Tony Rubin uses his experience in the industry to reignite the popularity of themed venues.

ITH MORE than 30 years’

experience in the industry, Tony Rubin most recently moved from his role as managing director at Maropeng to take on an exciting challenge as the general manager of the SAB World of Beer. During his time in the industry, Tony has come to learn that the industry is like show business. “We are always on stage and need to ensure that we entertain our visitors,” he explains.

12 • MEETINGS l NOVEMBER/DECEMBER 2015

A UNIQUE, THEMED VENUE Having won the 2007 and 2011 SA Tourism Welcome Award, the SAB World of Beer is considered to be one of South Africa’s top attractions. It is the only venue in Gauteng that offers beer tours and conferencing, making it truly unique. Event organisers who value personal service will find that the World of Beer is the ideal destination. Here, your guests can enjoy an educational and entertaining tribute to all things beer related. Situated in the Newtown precinct of Johannesburg, choosing the World of Beer to host your next event will allow your guests to explore a hub of the city that has been redeveloped and revitalised over the past couple of years. The professional staff are committed to making your event – regardless of size – a personal and memorable one.

does not appreciate beer. To overcome this challenge and build an appreciation of beer culture, the World of Beer has introduced beer and food pairing evenings, the most recent of the venue’s offerings. Even the most informed beer fundis will learn something new at these events, which take place on the last Saturday of every month. The World of Beer tour is simultaneously entertaining and educational, and celebrates South Africa’s rich history in beer brewing. Another challenge Tony has faced in his time at the World of Beer is convincing people that Newtown is a safe environment. “Unfortunately, anecdotal comments about crime and grime are driving factors, but people need to make the trip in order to realise that we are as safe as any suburb in Johannesburg,” Tony explains.

OVERCOMING CHALLENGES

REIGNITING THE WORLD OF BEER

Themed venues face many challenges that make it more difficult to establish themselves as reputable and professional venues. One of these challenges, says Tony, is that there is less desire to book a beer tour if an individual

In order to make a difference to conferencing experiences and boost occupancies, Tony says the venue has partnered with the MICE industry to identify conferences and events that have not yet experienced all that the

COVER STRAP

CONFERENCING AT THE WORLD OF BEER

With six different meeting spaces, guests can be accommodated in a variety of configurations. • Mash Tun 1 Pax: 12 (Boardroom) • Mash Tun 2 Pax: 10 (Boardroom) • Nonesuch Tavern Pax: 50 (Cinema and banquet style) 25 (U-shape) • Steam in the Kettle Gallery Pax: 130 (Banquet) 200 (Cocktail) Outside courtyard seats up to 80 • Auditorium Pax: 100 • Brewhall Pax: 250 (Cocktail) 50 (Banquet)

World of Beer has to offer. In the last year, the World of Beer has increased customer offerings from conferencing and beer tours to include beer tastings and the food and beer pairings, ultimately creating a wholesome and exciting guest experience. “The beer tastings have been well received by our conference bookings – delegates are able to connect socially after their business day,” adds Tony. The hospitality packages have also been well received, and they have even opened up the auditorium to screen Springbok match fixtures, taking part in the current Rugby

World Cup hype. The games are broadcast on the big screen, accompanied by a braai and a couple of beers. Event organisers are also not limited to certain days a week, as the World of Beer is open seven days a week.

MEMORABLE MOMENTS When asked about his most memorable event at the World of Beer, Tony refers to the phrase “baptism by fire”, explaining that his first year as general manager has been a busy one. This year, the World of Beer hosted the celebration of its 20th birthday, and it was at this event that Tony got the opportunity to meet key personnel and service providers from the last 20 years. Tony enjoyed every moment of putting this event together, whether tracing old memories, staff and suppliers, or hearing their stories about the World of Beer. “I was humbled by their passion for the World of Beer and the fact that this passion is still there after so many years.” Over the previous year, the World of Beer has seen significant growth in the business, with tours revenue growing by 58%. “We have changed the face of the business, and the spending pattern of our guests, by offering beer tasting packages as well as other innovative ways of attracting people – even having a Haunted Halloween Tour on 30 October this year,” Tony adds. Tony attributes the successful growth of the World of Beer to his amazing team and its enthusiastic support of the new initiatives.

be there to support you.” When he is not hard at work, Tony enjoys spending time with his wife, playing golf, spending time in the bush, and watching sport on television. At first, Tony did not plan to work in the tourism and hospitality industry. He was going to study civil engineering at Wits, but needed to gain work experience for six months before going to university. His first job was as a kitchen cleaner at the Boulevard Hotel in Pretoria. “I was hooked in the industry from then, and the rest is history.” It was here where Tony met his role model Arthur Honey, the general manager of the Boulevard Hotel, in 1968. “He was the perfect hotelier,” Tony says. “He was always aware of the goings on in the business, with a sense of fun and a passion for business.” Tony identifies the three main highlights of his career to be when he first realised he was passionate about the hospitality industry, his first job as a general manager in 1974, and opening the Emperor Hotel at Caesar’s Palace. Ever the family man, Tony says his wife is his rock. “My success is attributed to the unwavering support my wife, Denise, has given me. She has never complained about the hours we work in hospitality, my transfers around the country, and me never being able to watch my boys playing sport at school.”

WORK HARD, PLAY HARD When asked what his motto is regarding work ethic, Tony replies, “Work hard, play hard – but never forget your family as they will always

+27 (0)11 836 4900 events.co-ordinator@za.sabmiller.com www.worldofbeer.co.za

MEETINGS l NOVEMBER/DECEMBER 2015 •

as a PCO

Charging your worth

Getting remunerated for the service you provide can be a huge challenge for any PCO in South Africa, writes Heather Hook.

EING AN events management

professional can be a hair-raising experience – with many competitors, dwindling markets, and client budgets that would be enough to make any seasoned professional want to throw in the towel. As an industry professional, I can honestly say that I have run a gamut of clients, local and international alike, over the last year that have tested my mettle to the utmost. And, herein lies the crux of the matter. How do you charge for your services without being undercut and losing important clients to someone not only cheaper, but less experienced to boot?

QUALITY VS QUANTITY When I opened my own event’s company, Haiku Events, I took every single job, regardless of whether it fitted within the company policy or not – because business is business, right? Wrong. I slowly learnt how to select my clients on a number of criteria – track records, willingness to pay deposits, and so on. These

14 • MEETINGS l NOVEMBER/DECEMBER 2015

days, getting remunerated for your time and the quality of the service you provide is vital. No small company has the time, resources or, quite frankly, the energy to work on a project that is not going to yield benefits for them, right? How do you, as a respected PCO set down the rules and regulations for payment, when so many others are undercutting and charging rates that are not sustainable? I try to keep my clients’ best interests at heart. I know that budget is always a major concern, so I try to first ascertain my clients’ end goals. Understanding what they want to achieve can, sometimes, be a challenge in itself. I need to know exactly what the goal of the event is, so that I can ensure it is met, and that my team and I have a full understanding of the amount of time, effort, and resources that are going to be required from our side to make it happen for them. Never let your

clients estimate the amount of hours that you will need to spend on a project – often, they either have no concept of the amount of administration and backend work that is required, or they are being very cunning and watching their budget, knowing that they will lock you into a signed contract and can then get double the time out of you.

KNOW YOUR VALUE As a company that is very brand conscious, I have always believed in delivering a service that

BEST PRACTICE

disputing the value of service. You have to be very forthright and list exactly what you have provided – venue sourcing, contract finalisation, all supplier management, crewing, and so on. This takes a certain amount of time – would your client rather do all of this themself to save the money? Sometimes, a client will say their PA can do that and she is cheaper than me. I respond by pointing out all the time she will spend on the phone and filling out contracts and organising suppliers and not doing the office work that she is paid to do. So, is it really cheaper?

THE RIGHT FIT

is over and above what the client asked for. Many times, I have worked three times over the agreed number of hours to ensure the project is a success for my client, but to the detriment of my company, as that time needs to be remunerated – staff need to be paid, office expenses need to be covered, and so on. You cannot work for free, and, now, I put my foot down. For example, I would quote a client 50 admin hours, if that is what I know, with my industry experience, is going to be required on a project. If they are not happy with that, then they are welcome to look elsewhere. It’s been hard to do, very hard. Another option is to charge a management percentage of the full project budget – a R200 000 project finds you making R20 000, although, often, I find clients

I have made sure I partner up with other companies that offer complementary services to those that I offer, and companies I trust to work to the same standards that I do. When I get asked to do a job that includes services that I don’t specialise in, I rather prefer to outsource. Don’t try and offer a service you don’t specialise in, this will likely backfire if you have never done it before. I have, over the years, forged relationships with a variety of complementary services in the industry, which I regularly use – e.g. floral decorators, shell scheme suppliers, printers, designers, promotions agents, and so forth. Trying to tackle everything yourself to win a contract is, in my mind, like signing a death sentence. You cannot be a master of everything – if you try, you may certainly drop a ball in one or more areas and that would not be the best reflection of your brand. I have found that companies will take a contract, knowing that they can’t deliver, and that they won’t get that client again, but it doesn’t matter as getting paid once is enough. I have been contacted by clients that have been badly burnt by these kinds of companies, and the cost to the client of having to hire someone else to fix the mistakes has been astronomical on top of the financial loss they have just incurred. Another hurdle is being approached to assist on a project for a share of the profits at the end. Again, I advise caution. Do your research on the company and its directors. What is their track record on other projects? Phone other past suppliers of theirs, if you can, and get a feel for them. Anything that requires my time, at no cost, with a big end reward, can either be a huge risk or a very rewarding experience. But, remember, you have bills to pay and a roof to put over your head in the meantime until that payout. And, what if they don’t keep their end of the bargain and the event makes no profit. Then what?

How do you charge for your services without being undercut and losing important clients to someone not only cheaper, but less experienced to boot? KEEP CLIENTS HAPPY Retainers are always a winning formula. Clients that pay you a certain monthly amount for a certain service and specified hours, where there is a value exchange that makes both parties happy, is the ideal situation in my books. I have a few clients on retainer and, as long as I deliver on expectations, there has never been an issue. This has become the modus operandi for Haiku Events in the last few months, supplemented with other handpicked projects that help to build the type of brand that we are renowned for. I believe in forging relationships that are mutually beneficial and have a long-lasting result. I like working with the same people over and over – not only does this gain you word-of-mouth recommendations, but it also makes the job easier in the long run – as the client trusts you, works well with you, and you know how they prefer to operate. This is, in my opinion, what makes this career so rewarding. When my clients thank me from a stage, in front of a room filled with five thousand people, I know they mean it. I know we have supplied the very best service, and the following week we will all sit down together and start the next project as a team. I look forward to many years in this industry, supplying quality service to clients who resonate with who we are and what we stand for. Your brand and your integrity are the things that will keep your company head and shoulders above the rest. As an industry professional with over eight years of experience, HEATHER HOOK has run the gamut of clients, both local and international, that have tested her mettle to the utmost. She is the owner of Haiku Events.

MEETINGS l NOVEMBER/DECEMBER 2015 •

5for exhibitors

BEST PRACTICE

deadly event mistakes

Exhibitors pay a lot of money to be part of a conference or event. However, clients sometimes make deadly mistakes at their event that can make it unpleasant for exhibitors to be there. Georgie Colling shares the solutions.

MISTAKE 1 Not setting enough time aside for exhibitors to build their stands.

SOLUTION 1 Exhibitors normally have a limited time to build their stands. At least some of the exhibitors will bring only banners and pamphlets. Most of the others will have custom built stands by expert stand builders. Ensure that custom-built stand builders gain access first; they should also have parking made available to them. Ensure that the room is on the ground floor for quick and easy access. Building a stand with structural and electrical components takes time. All other basic stands should come in at least two hours after the start of build–up, so as not to impede the access of larger stands.

MISTAKE 2 The exhibition room looks completely different in reality to the floor plan they signed off. SOLUTION 2 Ensure that a floor plan is displayed on the wall at the entrance to the building. Placing one at the door to the room and another somewhere in the room assists the stand builders and their build-up staff to know where they are positioned. When the stand builders arrive, let them sign off their arrival time on the floor plan and then sign off when they are complete. This will insure that everything is ready for the start of the event. You don’t want any stand builders still bringing in material when the delegates arrive.

MISTAKE 3 No reason for delegates visit the stands,

SOLUTION 3 Incentivise delegates to visit the exhibition. Ensure that each stand has a competition or giveaway that delegates can qualify for. A reward stamp card or a lucky draw for delegates who leave their business cards at a stand will also motivate visitors.

MISTAKE 4 Exhibitors don’t get the feet through their stand.

SOLUTION 4 Make sure that all the teas (including registration tea) and lunches are served in the exhibition area. This will ensure each delegate gets to view each stand. Having a networking cocktail party on the first evening of the event makes the delegates more relaxed, encouraging mingling with the exhibitors’ stand staff and building firm relationships for the post-event follow-up.

GEORGIE COLLING has 17 years’ experience in the event industry. Believing that nothing is impossible, she is a confident and enthusiastic individual who provides a professional communication link between venues, clients, and suppliers.

MISTAKE 5 Exhibitor staff are waiting for delegates to visit.

SOLUTION 5 Ensure that each stand has an activity or demonstration going on during the tea breaks. This will attract delegates to see what is happening at each stand.

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MEETINGS l NOVEMBER/DECEMBER 2015 •

The future

of events Are your events and conferences ready for Generation Y and Z audiences? Well, they’d better be, because the future will be digital. Rashid Toefy urges you to pick up that device and get with it – or simply get left behind.

VENT ORGANISERS are increasingly

incorporating the latest app solutions and technologies into their meetings, events, product launches, and congresses. These technologies not only streamline processes and increase efficiencies, they also create a more personalised, engaging, and emotional experience for attendees, meaning they’re more likely to remember – and act upon – your key messages once the event is over. To take attendee experiences to the next level, we’re making sure to incorporate the following audiovisual and technological trends into our clients events:

TREND 1: 3D MAPPING PROJECTION While projection mapping has been around for years, it’s recently evolved from flat-surface mapping to mapping on to multidimensional

18 • MEETINGS l NOVEMBER/DECEMBER 2015

objects or structures. Today’s mapping technologies can turn almost any surface into a dynamic video display, creating illusions of depth and movement, and transforming even the gloomiest venue into a magical, visually inspiring experiential space. TREND 2: GESTURE TECHNOLOGY Gesture technology works by using movements, rather than a mouse, keyboard, or slide advance to control a device. Presenters can manipulate presentations through simple gestures, heightening interaction with their surroundings and making for a smoother, more engaging experience for the audience. Gesture technology is particularly effective for communicating large amounts of information quickly and visually, and for ensuring a high level of engagement and interactivity with

attendees. Some organisations are using gesture technology as a fun and functional learning activity for educational workshops, breakout sessions, or product demonstrations, while top brands are using it to create original, interactive experiences to engage consumers.

BEST PRACTICE

interactive video walls and dynamic screens are now frequently seen at large events and congresses, for a number of different functions. Multi-image display software can be used effectively at tradeshows to continuously display products or video testimonials, meaning that exhibitors’ messages can reach the crowd, even when they’re speaking to an individual client or prospect. For hybrid events, a video wall can really help engage a remote audience, making them feel as though they’re on-site and part of the crowd. Display software can also be used to create engaging, dynamic, and theatrical effects. When enhanced with effective sound and lighting, this technology can transform a plain meeting space into an unforgettable brand experience. For purely functional uses, a video wall can also be a very efficient way of directing individuals to the proper breakout rooms or simply sharing the layout of the conference centre at large congresses. TREND 4: IPAD EVENT SOLUTIONS By using

TREND 3: MULTI-IMAGE DISPLAY SOFTWARE By using multiple projectors or display devices

like video walls and plasma screens, event organisers can create some impressive multiimage presentations. With an ever-increasing emphasis on interactive experiences,

an iPad and event app intelligently, there are many ways of ensuring that event attendees are involved, engaged, and making the most of event content. On top of that, a great event app can also drastically simplify the life of the organiser, and make for a more environmentally friendly event. For attendees, this simple solution provides them with all of their conference content in one place: from the programme or agenda to speaker slides and bios. They can also be encouraged to engage through a ‘question wall’, live voting or questionnaires, while chat rooms and networking functions can make it easier for them to connect with colleagues and key stakeholders. For organisers, it’s a great way of keeping printing down, and keeping attendees up to date. Organisers can now send any last-minute updates and messages through the event app, craft personalised messages to certain attendees, share live news, and even offer branded options for sponsors. The app is also a great way of measuring audience engagement and using this data intelligently to optimise your next event. If you want to know what the next big trend is, start paying attention to what your average 12-year-old is playing with on his phone, tablet, or computer – you may just learn a thing or two about the future of the events world.

CASE STUDY: TRY SOMETHING DIFFERENT

• MCI worked with the World Health

Organization, the Scottish government, and the World Hepatitis Alliance to deliver the first ever World Hepatitis Summit, in Glasgow, Scotland. A key objective for the three-day programme was to help attendees – a mix of government officials, healthcare professionals, and patient representatives – realise how to form a national plan should an outbreak of hepatitis occur. • MCI’s creative team knew that engaging the audience through an immersive experience would be more effective than simply presenting facts and figures, so they created an experiential session that inspired attendees to think on their feet and gain practical skills in terms of assessing the level of threat to their countries and preparing a national plan for hepatitis. • A gamification approach ensured that all participants felt immersed from the very outset. Two fictitious countries’ demographic and economic profiles, coupled with their hepatitis assessment and burden reports, provided the gameplay details, while breaking news reports provided the storytelling structure. Live interactive tablets distributed to each participant ensured that MCI could involve, receive, and process – in real time – gameplay data from 50 participating teams. • The exercise, involving 500 delegates, was the first of its kind on this scale and proved to be a great way of stimulating dialogue and generating valuable learning, content, and debate.

RASHID TOEFY is the managing director of MCI South Africa. He has previously served as the CEO of the CTICC. He has worked extensively in the travel and tourism industry, both in South Africa and abroad.

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MEETINGS l NOVEMBER/DECEMBER 2015 •

COVER STRAP

The power

of stories

The most powerful way to communicate the real impact of meetings, conventions, and exhibitions is to provide good, compelling stories about how these kinds of events drive outcomes that benefit everyone, from participants to host destinations, writes Rod Cameron.

20 • MEETINGS l NOVEMBER/DECEMBER 2015

OR MANY YEARS, we’ve played the numbers game, using a range of measurements from delegate spending and economic impacts to hotel room nights and incremental tax revenues. But, in a world where pretty much everyone is constantly bombarded with big figures, it is the individual examples of how a specific gathering brought about professional advancements and positive change that seem to best capture people’s imaginations and demonstrate the real value of these events. EMOTIONAL CREATURES There’s no questioning the importance of

numbers – they provide the solid rationale for what are often big investment decisions that have to show measureable returns. But, when it comes to illustrating what these events actually do, in terms of delivering broadly desirable outcomes – everything from advancing

organisational and societal objectives, driving economic and academic progress, and even profiling a destination in the way locals most want it to be seen – it is the specific examples that really seem to deliver the goods. On reflection, it’s not hard to see why. All those numbers have little emotional quality and, as emotional creatures, we respond best to messages we can relate to in terms of our own concerns and interests. At the same time, there is a lot more flexibility to be had from being able to identify and document a wider range of beneficial outcomes than simply the financial ones, particularly when they include everything from innovation and knowledge transfer to new investment and academic advancements – the hot topics of the day. WELL-DOCUMENTED CASE STUDIES This realisation has big implications for how

we handle the value conversation from

BEST PRACTICE

here on out, as reflected in the overall recommendations arising from the conference. We need to focus on well-documented and creatively delivered case studies that can not only express the value of specific event achievements but, at the same time, imply what benefits are likely to be achieved by similar events in other subject areas. This is particularly important when we realise that two of our most important audiences are communities and elected officials. As mentioned, the former typically most want to relate things in terms of their own interests – so things like improved medical practices, inward investment, new job opportunities, and overall economic prospects really resonate. Politicians, on the other hand, can best relate to the ways in which events support their policy agendas, raise their profile, and generate non-resident tax revenues that help take the pressure off of locals. At the same time, they know only too well the power of storytelling, as it is an important element of their own strategies – a way of demonstrating understanding and personal affinity with the electorate. So, both groups are more likely to react positively to the industry story when it is put in terms of what meetings, conventions, and exhibitions accomplish in growing community and economic value, rather than if they are just presented with the hard numbers. But, that doesn’t mean there isn’t some discipline required. In order to be credible, event accomplishments must be well researched and documented, rather than just trotted out as anecdotes. And, that’s where there’s a lot more work to be done.

As emotional creatures, we respond best to messages we can relate to in terms of our own concerns and interests

ACCOUNTABILITY IS INCREASINGLY REQUIRED

Many suppliers and organisers aren’t even clear on what specific outcomes they expect from the events they support, let alone how to measure the extent to which those are actually delivered. But, in a world where accountability is increasingly required in return for the investment of time and resources that successful events demand, the ability to measure these kinds of factors more precisely is now more of an expectation than an option. Finally, it’s clear that this is where all parts of the meetings equation need to work together to achieve the desired result. The distinctions between organiser and supplier are far less important than the overall goal of documenting and delivering the kind of value proposition that will ensure the ongoing relevance ROD CAMERON is of meetings as a key president of Criterion element in driving Communications, a strategic global progress on management consultancy based in Vancouver, Canada. many different He is the executive director fronts. So, let’s start of the Joint Meetings working together Industry Council. to become better storytellers and Take the online Q&A test and start we’ll all benefit from accumulating credits. Code 207 miceacademy.biz the results.

MEETINGS l NOVEMBER/DECEMBER 2015 •

Standards for a

brighter future All effective standards require strong building blocks from which to ensure a basic understanding by industry individuals going forward, writes Helen Brewer.

HE FIRST PROFESSIONAL Planner Standards (PPS) article – featured in the September/October edition of Meetings magazine (p 24) – outlined the challenges faced within the events management industry, especially by the event

decision-makers, mainly within the corporate sector of the South African economy. In order to obtain a consensus from the event industry trade, which is made up of suppliers (venues) and services (independent planners), the participants at the Event Industry Summit overwhelmingly agreed that planner standards were becoming increasingly important. These standards will be based on the following pillars of competency: DUTY TO SERVICE refers to the obligation to take responsible care for that which can be reasonably foreseen. A planner needs to be clear about the exact nature of the care or

EVENT PLANNING DEFINITIONS The planning industry, in particular, is fraught with misinterpretations, making agreeing on the same meaning for a particular word highly important. The Professional Planner Standards are based on the following definitions: Agent Sources the best range of suppliers and/or services for the type of event management required. It is customary for an agent to operate from a clearly defined written brief in which more than one supplier/ service is put forward, together with the rationale for the selection in each sourced entity. Association Both occupational and trade, consisting of members who are either individual or company represented. Broker Buyer Corporate End user Full service Planner Professional Public sector Services Standards Suppliers Venue

22 • MEETINGS l NOVEMBER/DECEMBER 2015

An individual, or parties (brokerage firm), that arranges transactions between a buyer and a seller for a commission when the deal is executed. Salaried individual within a corporate/association/public sector departments who arranges/plans/procures an event management range of suppliers and services. Same as buyer, yet defines a private sector entity. Similar to a buyer or corporate with the emphasis on the internal decision-maker, especially in the case of the delegation being within the corporate entity. Offers both the entire conceptual and logistical requirements. An orderly or step-by-step conception or proposal for accomplishing an objective, e.g. a plan for improving maths instruction. A member of a profession or any person who earns their living from a specified activity. The term also describes the standards of education and proven continuing professional development. All central, decentralised entities that are financed by the taxpayer, such as national departments, quasigovernment entities – both provincial and local authorities. Generic term for an individual or company that provides a service or range of services such as organising and planning. A document that provides requirements, specifications, guidelines, or characteristics that can be used consistently to ensure that materials, products, processes, and services are fit for their purpose. Generic term for a company that supplies a range of products to enhance the event being undertaken, such as audiovisual, staging, production, decor, and software registration. A physical structure that makes provision for the gathering of people, irrespective of the reason. Temporary structures such as marquees are included within this definition.

BEST PRACTICE

STANDARDS BUILDING BLOCKS

Ethics

Payment Structures Procurement & Proposals Conceptual Planning Planning Logistics

Professionalism

Monitoring & Meditation

Framework Duty to Society

regarding whether or not a planner has failed to provide a reasonable standard of care – look at many factors, such as: • training that the planner has received • laws and regulations as laid down by, and for, the industry • practicalities relating to the situation • needs of others in the situation • current standards in the industry • community values and attitudes. ETHICS is concerned with distinguishing

support being provided, and on which the person/company is relying. Failure to exercise care in that situation may lead to foreseeable consequences. In other words, it could have been avoided with due care taken. STANDARD OF CARE refers to what is

expected of any reasonable planner who performs the same duties. This is not about having to be the perfect planner but rather about being sufficiently cognisant of the set standards by consensus and undertaking the planning tasks as anticipated and expected. Mediators – when making their decisions

between right and wrong actions, and between virtuous and non-virtuous characteristics of people. In the planning environment, a proven day’s work for a proven day’s pay is a good starting point towards an ethical way of conducting oneself. With the PPS taking shape, it is likely the various definitions of ethical behaviour will be explored with the planning industry going forward.

ethics. It also includes communicating with others in a respectful manner, showing initiative, meeting commitments and responsibilities, contributing and participating in team events, recognising and learning from personal mistakes, being punctual, and accepting responsibility for one's own actions. ACT NOW With the building blocks in place, plus

appropriate standards accepted by the end users, the efficient and true professionals will indeed survive and prosper. All members of the industry are at liberty to agree, alter, or update the current Professional Planner Standards by emailing info@miceacademy.co.za.

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

PROFESSIONALISM Despite the variances in the term ‘professional’,

there are some common principles an individual should abide by. Professional behaviour includes behaving with integrity, honesty, and good

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MEETINGS l NOVEMBER/DECEMBER 2015 •

www.orionhotels.co.za

BOOK NOW TO RECEIVE OUR 2016 EARLY BIRD CONFERENCE RATES Contact your Orion Sales Executive

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#TECHNOBYTES

Knowledge transfer It seems irrational that people would not share valuable information. Wouldn’t sharing make them look smart? It’s not until you examine the rewards and costs that it starts to make sense, writes Danie Greyling.

O SEE HOW information sharing

happens in the real world, researchers studied a group of high-level executives as they were in the process of hiring new employees. After reviewing CVs, they gathered at a meeting to discuss who they believed was the best candidate. Prior to the meeting, each executive had researched potential candidates independent of the others. When they discussed the candidates, one would assume that they would piece together their collective knowledge to reveal the best choice. That didn’t happen. Instead, they focused on the information they all shared, giving little consideration to valuable information that one or a few people held. In the end, the executives made bad decisions. Despite having all the pieces of the puzzle, they couldn’t piece it together. So what prevents people from sharing valuable and unique information at meetings? Let me share some ideas. SHARED INFORMATION EARNS SOCIAL REWARDS Studies show that, after someone shares information that you already know, you like them and yourself more than before.

24 • MEETINGS l NOVEMBER/DECEMBER 2015

You assume that you must be smart if you already knew the information that they shared, and you like them more for making you feel smart. When two people meet for the first time, whether at work or at a networking event, the conversation usually bounces from topic to topic until the two find a common interest. We’re wired to make connections with people and shared interests are the easiest way to do so. SOCIAL RISK FOR UNIQUE INFORMATION Group members who share unique information that challenges the dominant view of the group risk the disapproval of their peers. Ideally, everyone would be open to diverse viewpoints, but we don’t live in an ideal world. The pressure to keep a good standing within the group often silences tiny, yet significant kernels of doubt. One way to reduce social pressure is by leveraging the power of anonymity at meetings. COGNITIVELY CENTRAL LEADERS People who lead meetings or set the agenda generally have the most influence at the meeting, while also possessing the least amount of unique knowledge. Meeting leaders tend to be cognitively central, which leads them to place more focus and importance on the knowledge that is common to everyone. To be fair, it’s hard for a leader to discuss something if they don’t know it exists; that’s why it’s important for meeting leaders to ask questions that reveal what they don’t know. MAKE MEETINGS MORE PRODUCTIVE If you want to make meetings more productive, you should ask a version of this question: Is there anything important about this topic that we haven’t discussed? You want to uncover information that’s unique and valuable. One way to do this is to perform counterfactual simulations, where you have

Confucius said: “True wisdom is knowing what you don’t know. Wise leaders aren’t defined by what they know but by their ability to discover what they don’t know.”

people imagine scenarios in the future. For example, a leader who is working towards a product launch could ask: Pretend it’s six months from now and the product launch failed, why did it fail? Now, imagine that the product launch succeeded. Why was it successful? Asking questions that seek out hidden information will help you make more informed and, ultimately, better decisions.

DANIE GREYLING is the managing director for Lumi Meetings & Events, South Africa. He is passionate about maximising the effectiveness and ROI of events through the use of technology.

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The meetings and event plannersâ&#x20AC;&#x2122; guide to the

GAUTRAIN

COVER STRAP

Getting to your destination has never been easier. Gautrain will help you plan your route, assist you with bus and shuttle services as well as assist you with calculating the time and cost of visiting your destination. Finding an event, place or attraction to attend or visit makes travelling a comfortable and enjoyable experience. Log onto www.gautrain.co.za for more information. Shuttle Services Available.

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

• From Marlboro to Linbro Park and Woodlands in Woodmead. • Weekend Shuttle to Montecasino from Sandton Station.

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

Montecasino Palazzo Circle Shuttle Service on Public Holidays

Design Quarter

Epsom Downs Parc Nicol Nicolway

Johannesburg

Grosvenor Crossing Bryanston Centre Bryanston Crescent Pick n Pay on Nicol

Consumer Goods Council

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

Emirates Stadium is situated in Johannesburg.

Charlotte Maxeke Johannesburg Academic Hospital Parktown

A valid Gold Card is required to board a Gautrain bus. This can be purchased at the stations and at selected retail outlets.

Joburg Theatre Complex

Download the Gautrain App to plan your trip accordingly. • For detailed and accurate bus route maps enquire at the stations or visit the website. • Bus tickets cannot be purchased on the buses. • To find out where a bus is, please dial 010 223 1098.

26 • MEETINGS l NOVEMBER/DECEMBER 2015

Standard Bank Art Gallery

Wits Medical School Rosebank Mall

Reef Hotel

Hyde Park Illovo Blvd

Thrupps Centre

ES UT IN 4 M Bidvest

Wanderers Stadium Protea Hotel Wanderers Melrose Melrose Place Arch

Dunkeld Centre

ROSEBANK

Killarney Mall

PRASA/M

Boston College Absa Bank

SANDTON

College of Digital Atholl Photography Oaklands

Sandton Sports Club

MultiChoice Randburg

Summer Place

Hyde Square

PARK STATION

Newtown Cultural Precinct

Brightwater Commons

Constitution Hill

Nelson Mandela Bridge First National Bank

SARS

Departs Park Station. All Day – Every Day. www.citysightseeing.co.za

ETRORA

Park Station Bus Routes J1: Parktown J2: CBD

PRA

Tshwane

SA/

TRO

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

RAI

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

Church Square Manhattan Hotel City Hall

PRETORIA

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

Voortrekker Monument Private Nature Reserve

Sunnyside Centre University of Pretoria

7 MINUTES 8 MINUTES

Freedom Park

Loftus Rugby Stadium

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

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

Harlequins Office Park

Brooklyn Mall

Little Company of Mary Hospital

The Freedom Park and the Voortrekker Monument

Momentum Raslouw Value Spar Centre

Meadowfields Morningside Shopping Centre

Vodaworld

LEGEND

MIDRAND

Joburg Water Tower

North-South Commuter East-West Commuter Airport

Rhodesfield Bus Routes RF1: Kempton Park RF2: Emperors Palace

PRASA / Metrorail

Glen Balad Mall

Civic Centre

Arwyp Medical Centre

Ekurhuleni

Premier Hotel OR Tambo Protea Hotel OR Tambo

MUTER

T COM EAST-WES

Monuments / Heritage sites close to routes

Woodbridge Square

Cavendish Glen

Modderfontein Nature Reserve

MARLBORO

POR

AIR

Grand Central Airport

Sax Arena

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

AIL

Eskom Megawatt Park

UTE

TON SAND

Central Park

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

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

Centurion Golf Estate Love More Centre

Wedge Sandton Racquets Club

Nandoʼs

Value World Centurion

Tilbury Business Park

Waterfall Hospital

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

HATFIELD

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

Southdowns College Centurion Licensing Services

Protea Hotel

RHODESFIELD

Emperors Palace

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

Emperors Palace

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

TO SA TAMBO

Kelvin Power

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

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

ETRORA

PRASA/M

Byles Bridge

Eco Boulevard

Morning Glen Mall

Spar

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

Chilli Lane Shopping Centre

Rivonia Boulevard

River Club Park

Nizamiye Turkish Masjid along the Midrand train route.

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

Liliesleaf Rivonia Centre

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

Eco Park Estate

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

Highveld Shopping Centre

UTES

Waterkloof Airforce Base

Supersport Park

Centurion Lifestyle Centre

Wierdaglen Estate

Queenswood Christian College

Centurion Station

Centurion Lake

CENTURION

Amberfield Estate

9 MIN

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

Protea Hotel Waterfront

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

Remember to visit Pretoria State Theatre.

State Theatre

National Zoo

3830 | iww | ew

COVER STRAP

Take Metrorail from Park Station to FNB Stadium.

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

SMS “Alert ” to 32693 for service updates Disclaimer: Please note that some of the attractions indicated along the illustrated route map may not be along the route of the Gautrain services. Certain attractions can be seen from the Gautrain but may need other public transport modes to get there. Direct enquiries for more information about places and attractions may be obtained from Gauteng Tourism Authority. The illustrated route map is not to scale. The illustrated information published was last updated on 30 January 2015.

MEETINGS l NOVEMBER/DECEMBER 2015 •

Oh, the places

youll

Take a step back from the everyday routine and experience Gauteng by hopping on the Gautrain and exploring the array of hotspots and local attractions before or after attending an event in the area. Delegates can use these attractions as a networking opportunity or just an exciting way to end off the day after an event.

auteng boasts an abundance of interesting places, many of which can be easily accessed from the Gautrain stations and bus routes. These are our favourite stops to make when travelling via the Gautrain:

FROM PARK STATION

• T hose who appreciate the theatrical arts can visit Africa’s leading home of live entertainment, the Joburg Theatre Complex. Here, guests can choose from a variety of worldclass, internationally and locally produced productions. How to get there: Bus route J1: Parktown joburgtheatre.com • Visit the Newtown Cultural Precinct and appreciate the work that has gone into revitalising the inner city. This hotspot is home to several attractions including the Oriental Plaza, the SAB World of Beer, and the Art Bank Joburg. How to get there: Bus route J2: CBD newtown.co.za

FROM ROSEBANK STATION •M elrose Arch offers a selection of both indoor and outdoor residential,

28 • MEETINGS l NOVEMBER/DECEMBER 2015

commercial, retail, and leisure spaces connected with an urban design. Whether you are seeking to unwind and enjoy a delicious meal or simply to go on a shopping spree, you’ve come to the right place. How to get there: Bus route RB2: Melrose melrosearch.co.za • Cricket supporters can take a trip to the Bidvest Wanderers Stadium on the day of a match and kick back while watching the game. Taking the Gautrain bus conveniently removes all worries of having to search for a parking spot. How to get there: Bus route RB2: Melrose wanderers.co.za • Those who enjoy retail therapy should not miss out on a visit to Rosebank Mall, where one can enjoy gourmet cuisine, watch the latest movies, or wander around the endless stores. How to get there: Within walking distance of the station rosebankmall.co.za

FROM SANDTON STATION

• T ucked away in the leafy suburb of Rivonia is Liliesleaf Farm, one of South Africa’s foremost heritage sites. Here, the journey to democracy in South Africa is honoured along with the farm,

SEE & DO

FIVE REASONS TO USE THE GAUTRAIN • ECOMOBILITY Making use of the Gautrain decreases your

carbon footprint.

• COST-EFFECTIVE Travellers can avoid the dreaded petrol

price and choose a financially wise option instead.

• SAVE TIME The Gautrain ride is the quickest and safest trip

that connects the major cities.

• RELIEVE STRESS Avoid the tension of peak-hour traffic

and ensure that you show up at your destination calm and collected. • BE MERRY If you’ve had a drink too many, you need not worry, as the Gautrain will take you where you need to be so that you don’t drink and drive. You can catch a metered taxi from your stop once you arrive.

which was once the nerve centre of the liberation movement and a place of refuge for its leaders. How to get there: Bus route S3: Rivonia liliesleaf.co.za •S ituated in the cosmopolitan melting pot otherwise known as Africa’s richest square mile, travellers stopping at Nelson Mandela Square can take advantage of the numerous hotels and restaurants available, attend an event at the Sandton Convention Centre, or view a production at the Old Mutual Theatre. How to get there: Within walking distance of the station nelsonmandelasquare.co.za

driving force behind the establishment of the performing arts in all spheres in South Africa. View all kinds of performances including ballet, opera, jazz, and dance productions. How to get there: Bus route P4: PTA statetheatre.co.za

+27 (0)11 085 2500 info@gauteng.net gauteng.net

FROM PRETORIA STATION

•N o trip would be complete without a stop at the National Zoological Gardens of South Africa, otherwise known as the Pretoria Zoo. The 85 hectare zoo houses over 8 000 mammals, reptiles, fish, and birds. Visitors can rent a golf cart to navigate the grounds and enjoy the diverse dining options available. How to get there: Bus route P4: PTA nzg.ac.za •E mbark on a culturally enriching adventure to the State Theatre, the

MEETINGS l NOVEMBER/DECEMBER 2015 •

Business epicenter of Africa

Full-day tours

Half-day tours

• • • • • •

• Origins Centre • Rosebank African Craft Market & diamond tour • African Romance diamond tour • Rosebank nightlife

Sterkfontein Caves, Maropeng & Lion Park Apartheid Museum & Gold Reef City Tshwane heritage & Freedom Park Vaal River cruise Soweto township tour Johannesburg inner city

For more information on these tours and any other special requirements, please contact vuyo@gauteng.net or zandi@gauteng.net

PARK STATION

THE DEVONSHIRE

ocated in the heart of the up and coming Braamfontein precinct, The Devonshire Hotel offers the perfect location for conferencing and special events.

LOCATION This elegant Joburg landmark that dates back to the 1930's is located on the Braamfontein Ridge, close to the iconic Mandela Bridge. It is strategically positioned in Johannesburg's vibrant cosmopolitan, business, and academic district, Braamfontein. MEETING AND EVENT SPACES Capacities range from 10 to 250 delegates, with all venues being versatile to facilitate conferences, cocktail events, banquets, product launches, and many other events. The experienced staff are available to assist from the planning to the execution of your event. ACCOMMODATION The Devonshire hotel offers comfortable accommodation for travellers wishing to explore the rich cultural heritage and theatre district of Braamfontein after a day of conferencing. The choice of standard rooms and executive suites offers something for everyone. CATERING The hotel offers a tempting variety of dining experiences from the Jorissen Restaurant through to 34 on Melle Diner. Enjoy a pre- or after-dinner drink at either of our two elegant bars – The Piano Bar and the Devonshire Arms Bar.

FAIRCITY MAPUNGUBWE

nspired by the City of Gold, Faircity Mapungubwe specialises in satisfying the needs of a wide variety of accommodation requirements – all within a sophisticated, chic urban setting. The highly acclaimed Twist Restaurant serves breakfast, lunch, and dinner daily, while the on-site conferencing facilities cater to your every need. LOCATION The hotel is located in the Joburg CBD. MEETING AND EVENT SPACES Faircity Mapungubwe strives to offer the very best in conferencing. Depending on the conference venue you select, it is possible to host anything from intimate dinners for 10 to large cocktail functions for up to 110 guests. If you’re looking for a unique event space, the Vault Hotel Bar and Lounge is for you. This French bank vault, originally housing brass and copper safety deposit boxes, has been converted into a stylish hotel bar and lounge. ACCCOMODATION The hotel offers guests a peaceful haven in which to relax after a long day of meetings. There are 96 themed apartments that cater to varying needs. CATERING There is an impressive array of menus that include breakfast, lunch, tea breaks, and supper.

+27 (0)11 718 5100 events@orionhotels.co.za devonshirehotel.co.za

CONSTITUTION HILL

s a multipurpose heritage site, Constitution Hill offers a variety of indoor and outdoor venues. LOCATION Constitution Hill is within walking distance from Park Station and is on a Gautrain bus route. MEETING AND EVENT SPACES The site boasts 13 venues, spread over three buildings. These venues are ideal for conferences, live performances, banquets, product launches, cocktail evenings, private functions and corporate events. Constitution Hill can accommodate 380 pax banquet style and 1 000 pax cocktail.

+27 (0)11 429 2600 sales.mapungubwe@faircity.co.za mapungubwehotel.co.za

AFRICAN SKY REEF HOTEL JOHANNESBURG

usiness travellers favour the African Sky Reef Hotel Johannesburg as a refreshing location. LOCATION Located in the financial district in Joburg, the hotel is only a five-minute walk from Park Station. The hotel is on the Gautrain bus route. MEETING AND EVENT SPACES Two well-appointed conference rooms can seat up to 80 pax each or be integrated into one venue to seat 160 pax.

ACCOMMODATION There are a number of reputable hotels and guesthouses in the area.

ACCOMMODATION The hotel offers well-appointed, modern accommodation in 120 en-suite rooms.

CATERING Professional catering can be arranged.

CATERING A variety of dining options is available.

+27 (0)11 381 3100 info@constitutionhill.org.za constitutionhill.org.za

+27 (0)11 689 1000 reservations@reefhotels.co.za reefhotels.co.za

MEETINGS l NOVEMBER/DECEMBER 2015 •

Royal events at

our fingertips With sleek and stylish furnishings, superb service, and an array of meeting spaces, Crowne Plaza Johannesburg – The Rosebank helps you host a majestic event.

HEN IT COMES to choosing the perfect venue, event organisers are required to find a venue that encompasses all the elements needed for a successful event. The ideal venue prides itself on excellent service, boasts appealing and sophisticated interiors, can provide planners with a choice of several flexible meeting spaces, delivers delectable cuisine, and ties all of the necessary elements in to one seamless package. Event organisers seeking a venue of this stature in Gauteng do not have to look very far, because Crowne Plaza Johannesburg – The Rosebank upholds strictly the highest of standards to ensure that you are fully satisfied at the end of your event. LOCATION Located in the cosmopolitan suburb of Rosebank, with convenient connections to O.R. Tambo International Airport and the Gautrain, the hotel is a short distance from the Sandton business district, the Sandton Convention Centre, and the famous Rosebank African Craft Market.

32 • MEETINGS l NOVEMBER/DECEMBER 2015

Guests and delegates attending a function at this sleek hotel, or even guests staying for either business or pleasure purposes, can all benefit from the contiguous area by making use of the complimentary shuttle transporting guests to the Rosebank Gautrain station and Rosebank Mall. MEETING AND EVENT SPACES A country’s currency is usually a good reflection of the nation’s financial and economic success. That’s why the seven dedicated meeting and conference rooms at Crowne Plaza Johannesburg – The Rosebank have been named after Africa’s top performing currencies. The largest of the seven meeting rooms, Dalasi/ Pula, provides comfortable theatrestyle seating for up to 300 guests and serves as an elegant cocktail venue. The four smaller meeting rooms boast the latest conference technology: digital signage, ceiling-mounted projectors and screens, teleconferencing facilities, and flexible, personally controlled light and temperature settings – all within a tranquil environment. The Executive

ROSEBANK

Boardroom, emphasised by natural lighting, boasts audiovisual connectivity, a large LCD screen,and video conferencing capabilities. Complimentary Wi-Fi is offered to all hotel guests and conference delegates. Whether it’s a sales meeting, a conference, or a party with friends, the conference staff at the hotel are committed to the success of your event. The variety of meeting rooms allows you to customise your event to suit the theme, regardless of the kind of function. One can also opt to use one of the chic restaurants as a venue. But, don’t limit Crowne Plaza Johannesburg – The Rosebank to only conferencing. The hotel is capable of hosting various functions and events all under one roof. It has been the proud home of SA Fashion Week for the last five years.

ACCOMMODATION This sleek luxury 4-star hotel has 318 elegantly furnished rooms, providing beautiful views of upmarket Rosebank, complemented by sophisticated furnishings and contemporary design. Guests who prefer a little more space can take their pick of 24 suites, each with their own separate lounge areas and large workspaces. Serving complimentary express breakfast and refreshments, the lounge is open day and night for your convenience.

CATERING Guests are spoiled for choice at Crowne Plaza Johannesburg – The Rosebank. Indulge at the Fresh Restaurant, which uses only the freshest ingredients to capture the art of good food; the Butcher Block Steakhouse, renowned for its lazy

REASONS TO HAVE YOUR NEXT EVENT AT CROWNE PLAZA JOHANNESBURG – THE ROSEBANK

1 FLEXIBLE EVENTS Crowne Plaza 2

Johannesburg – The Rosebank has the capacity to host various-sized events – from boardroom meetings to cocktail parties and fashion shows. TRANQUIL SETTING Crowne Plaza Johannesburg – The Rosebank offers some of the best conference facilities in a quiet and relaxed environment. Three of the rooms offer an abundance of natural light and can be set up in a variety of layouts that adapt to the specific needs of any event. LOCATION Its convenient location, close to the Sandton Convention Centre and within walking distance from the Rosebank Gautrain station and Rosebank Mall, makes it the ideal destination for business travellers and leisure guests. EXPERIENCED AND DEDICATED STAFF The team at Crowne Plaza Johannesburg – The Rosebank will make your event a memorable experience. The flexible staff are to meet the needs of their clients for conferencing, functions and events. COMPLIMENTARY WI-FI 350 MB complimentary wireless Internet per delegate is provided, ensuring that delegates are connected at all times.

aged steaks and fabulous seafood; or at Crowne Cafe, where you can delight in the chocolate and sweet bar or light deli-style meals and fine coffee on the go. One can also unwind in one of the hotel’s characteristic colour changing pods at the Circle Bar, which combines exquisite cocktails and impeccable service in a hip environment, providing the perfect setting for a unique Joburg night out.

well as help you to fully customise your event to suit your tastes, Crowne Plaza Johannesburg – The Rosebank is the ideal city destination.

MEETINGS RECOMMENDS If you are looking for a sleek and sophisticated venue that can accommodate your guests in luxury as

+27 (0)11 448 3600 reservations@therosebank.co.za therosebank.co.za

VENUES AND CAPACITIES Room Name Dalasi Room (Gambia) Pula Room (Botswana) Dalasi & Pula Combined Kwacha Room (Malawi) Dinar Room (Algeria) Cedi Room (Ghana) Nakfa Room (Eritrea) Executive Boardroom

Theatre 180 120 300 48 70 40 21 -

Schoolroom 96 72 156 30 42 24 12 -

Banquet 80 60 140 32 40 30 -

Cocktail 150 100 300 40 40 30 25 -

Boardroom 18 30 18 12 14

Double U shape 57 63 80 -

U-shape 40 30 60 24 30 18 15 -

MEETINGS l NOVEMBER/DECEMBER 2015 •

COVER STRAP

BRING PRESENTATIONS TO LIFE The Auditorium (left) is equipped with the latest audio-visual technology to enhance your presentation. A neatly configured exhibition foyer with a view of our spectacular gardens caters for any requirements you may have prior to your presentation.

affair

Tailor-made In the midst of abundant, tranquil gardens rests the FNB Conference Centre, which offers a relaxed environment for your next conference – the ideal escape from the hustle and bustle of Sandton.

he FNB Conference Centre is where unforgettable service and modern convenience meet. With a variety of versatile conference and function venues, an auditorium, as well as event staff that work with you to manage the entire event from beginning to end, event organisers can ensure a memorable experience for delegates.

LOCATION Known as Gauteng’s financial, business, and retail centre, Sandton is home to the Johannesburg Stock Exchange, Sandton City, Nelson Mandela Square, and some of Johannesburg’s most renowned boutiques, night spots, and restaurants. It is among this sculptured concrete jungle, surrounded by lush, manicured gardens The staff at the FNB Conference Centre constantly strive to deliver on the FNB that you will find the values – being helpful, effective, ethical, beautifully modern FNB innovative, and accountable – offering you better service and a Conference Centre. memorable, hassle-free experience. This, combined with its worldGetting to the centre is class facilities, location, and mouth-watering fare, makes the centre hassle-free, as it is just a the ideal venue for your next event in Sandton.

MEETINGS RECOMMENDS

NOV/DEC 2015 2015 34 • MEETINGS l NOVEMBER/DECEMBER

short distance from the Sandton Gautrain station. Complimentary shuttles to and from the station can be arranged for our guests. Shuttle services can also be arranged to a variety of destinations for a nominal fee. For those who want to travel by car, the venue is on Grayston Drive, making it easily accessible from the M1 highway and other major roads. MEETING AND EVENT SPACES • The centre offers 17 fully equipped conference rooms, capable of seating from 5 to 200 people, depending on seating style. • A number of breakaway rooms are also available for more intimate meetings, as well as many comfortable lounge areas for networking in-between sessions. All conference room furniture can be moved and adjusted to your specifications. • The Auditorium (140-seater) is a very popular venue for presentations and is complemented by an exhibition foyer with access to an outdoor patio and

SANDTON

beverage team is passionate about preparing delicious food for a variety of dietary requirements (on request). • T he Buffet Restaurant seats 150 guests and the executive dining room caters for up to 20 guests for more intimate gatherings. Here, guests can also enjoy a buffet breakfast, lunch, or dinner daily. • T he Coffee Shop is open from 07:00 to 16:00 on weekdays and makes planning an event at the centre a breeze. Event organisers can discuss all the details over a steaming mug of coffee.

the gardens, which can also be utilised for pre- and post-event refreshments and networking sessions. This venue is great for early evening presentations followed by a cocktail party. • The centre also boasts three executive boardrooms. The Ubukhosi Suite is a luxurious 20-seater boardroom with exclusive facilities, an en-suite bar, and personalised butler service, which all make for a world-class setting for private executive meetings and conferencing.

NO NEED GOES UNMET Whatever your AV or technical requirements for your function, the FNB Conference Centre’s in-house event management team is able to assist you in delivering a flawless presentation. In addition to this, the team is ready to give you expert advice and recommendations with regard to decor, live entertainment, guest gifts, hampers, and unique flower arrangements. The professional, experienced in-house event management team will ensure that your function runs smoothly.

CATERING The centre’s professional and creative food and beverage team caters to any and all tastes, as well as dietary requirements such as halaal and kosher meals, which are sourced from external suppliers.

REASONS TO HAVE YOUR NEXT EVENT AT THE FNB CONFERENCE CENTRE

1 ATTENTION TO DETAIL The in-house

event team will ensure that every detail of your event is taken care of. MOUTH-WATERING CUISINE Tailormade, mouth-watering menus ensure that all your delegates’ meal requirements are met. LUSH AND LEAFY GARDENS Although located in the heart of Sandton, the centre is surrounded by beautiful gardens – ideal for creating a relaxed atmosphere for your event. LOCATION For conference delegates who want to experience Sandton, the centre is located close to various trendy spots. Shuttle services are available. SATISFIED CLIENTS In its 33 years of operation, the centre has successfully hosted a wide range of conferences and events – from intimate, executive workshops to large, corporate yearend parties.

2 3

The delicious catering and elegant food styling of your event will leave a lasting impression on your guests. If you do not find one of the variety of menus to be suitable to your event requirements, the team can tailor a menu to suit your specific needs. • The Liquid Lounge Bar is a popular venue for post-event drinks and snacks. Its poolside location makes it a popular venue for hosting braais and other outdoor social events. The food and

ACCOMMODATION AND FACILITIES • T he centre has 120 contemporary bedrooms in which delegates can comfortably unwind after an eventful day. Each spacious room has added extras such as a coffee station, bar fridge, and Wi-Fi connectivity to ensure that guests are accommodated in comfort. • Those who seek a more private or longer stay can utilise one of the three self-catering apartments. There are two one-bedroom apartments and one twobedroom apartment. These apartments each have a private garden and are available for monthly rental. TEAM BUILDING While some guests choose to unwind by the poolside with a refreshing drink, taking in the relaxed setting created by the lush gardens, the centre also has a few recreational activities that provide the perfect opportunity for team building. Delegates can enjoy a game of tennis or volleyball after which they can cool off in the swimming pool.

+27 (0)87 032 8000 bookings@fnb.co.za fnbconferencecentre.co.za

MEETINGS l NOVEMBER/DECEMBER 2015 •

COVER STRAP

A MICE hotspot in the

heart of the city

Elegant furnishings, world-class conferencing facilities, and unsurpassed service all converge at the Holiday Inn Sandton, Rivonia Road to provide the ideal location for a variety of successful meetings and events.

NE OF THE most sought-after conference hotels in Sandton, Holiday Inn Sandton, Rivonia Road is an extremely stylish venue for corporate and other events. At this hotel, the staff understand all the effort that goes into Holiday Inn Sandton, Rivonia Road provides nine state-of-the-art meeting rooms in one of Africa’s most sought after destinations and offers all the services and facilities that event organisers require.

MEETINGS RECOMMENDS

36 • MEETINGS l NOVEMBER/DECEMBER 2015

planning and hosting meetings and events. The state-of-the-art conferencing technology provides the perfect tools for a successful experience – ceiling mounted projectors and screens, audiovisual connectivity, complimentary Wi-Fi, teleconferencing facilities, and personally controlled light and temperature settings. LOCATION Experience an unsurpassed warm and friendly welcome upon entering this luxurious Sandton hotel. Conveniently located in the heart of Sandton Central

– Gauteng’s corporate, financial, and shopping mecca – it is a highly sought after destination for the cosmopolitan individual. The hotel is situated one block from the Sandton Gautrain Station, within extremely close proximity to some of South Africa’s most important corporate businesses, such as the Johannesburg Stock Exchange (JSE), Deutsche Bank, ABN Amro Bank and Nedbank, as well as the Sandton Convention Centre, Sandton City and the Nelson Mandela Square. With such an advantageous location, this hotel is

SANDTON VENUES AND CAPACITIES Room name Emerald Opal Sapphire Diamond Ruby Tanzanite Cullinan 1 Cullinan 2 Cullinan 3 Cullinan Suite

Theatre 40 50 70 90 90 115 260

School room 36 36 50 60 65 65 115

full audiovisual facilities and the cost of a data projector is included in the day package rate. Two levels of ample parking are provided underground. Delegates are provided with access key cards for security and exclusivity. ACCOMMODATION Holiday Inn Sandton, Rivonia Road’s 301 spacious and classically decorated rooms provide the ultimate in comfort and style. Each soundproof room, complete with blackout curtains, contains locally sourced furniture of the highest quality, wood-panelled storage spaces, and granite-topped surfaces in the bathrooms. Located on the ninth floor, the State-of-the-art beds, the best-suited base opulent Skye Bar affords guests imported from the dazzling panoramic views of for business and Joburg and surrounds. The decor United States, have leisure travellers. shows the incredible attention to cushioning designed detail and luxury, The Skye Bar to create the ultimate MEETING SPACES is served by an external lift with sleep experience. Even Holiday Inn Sandton, running lights, and has become a the pillows are special Rivonia Road offers Sandton icon. – with a combination of event organisers a soft and firm support that, two complete floors together, gives you the best dedicated to conferences sleep you’ve ever had. and events. With a spectacular view of the famous Joburg skyline, the CATERING ninth floor is the perfect location for any Relax and kick back on the roof of the business or leisure occasion. With its hotel, while cooling off in the swimming natural lighting, professional modern pool with a chilled cocktail from the furnishings, and preassembly area, the Skye Bar. Here, guests can exercise ninth floor is an ideal luxury conferencing or simply recline on an outdoor deck and events venue. All naturally lit, the overlooking Sandton. meeting rooms are characterised by The dining area on the first floor of modern and professional furnishings. The the hotel creates a comfortable space largest venue, the Cullinan Suite, offers in which to enjoy dinner and catch up a luxurious venue for events as well as with the day’s news highlights on LCD hosting a maximum of 260 delegates in televisions with overhead bubbles that theatre-style seating. transmit sound directly to the tables. With a fully functioning kitchen also The restaurant also offers 24-hour inlocated on the ninth floor, all your room dining. catering requirements can be taken Event organisers can choose from care of. The first floor is dedicated to a variety of mouth-watering cuisine, six conference venues, three conference specially prepared for every event hosted rooms – which can accommodate up to at the Holiday Inn Sandton, Rivonia Road. 70 people cinema-style – as well as three In addition to various menu options, tailorboardrooms, making doing business a made menus are also avaiable. pleasure. Each room is equipped with

RAZZLE AND DAZZLE

Banquet 30 30 50 48 48 60 108

Boardroom 12 16 12 12 16 12 20 20 20 -

U-shape 20 12 30 25 25 25 -

REASONS TO HAVE YOUR NEXT EVENT AT HOLIDAY INN SANDTON, RIVONIA ROAD

1 IDEAL LOCATION Holiday Inn

Sandton, Rivonia Road is central to Sandton City and Nelson Mandela Square, which offer a diverse range of restaurants, shops, entertainment, and a vibrant nightlife. The Gautrain Sandton station is a stone’s throw away.

2 STATE-OF-THE-ART CONFERENCING TECHNOLOGY The hotel provides the perfect tools for a successful experience – ceiling-mounted projectors and screens, audiovisual connectivity, complimentary Wi-Fi, teleconferencing facilities, and personally controlled light and temperature settings.

3 NATURAL LIGHT All naturally

lit, the meeting rooms are characterised by modern and professional furnishings. The meeting rooms provide unsurpassed views of the Johannesburg skyline.

4 CATERING Chef Coo Pillay and his

team are on hand to create tailormade, mouth-watering menus that will ensure all your delegates’ dietary requirements are met.

5 PERSONAL SERVICE The team at

the Holiday Inn Sandton, Rivonia Road will make sure that every little detail of your event is taken care of – from pens and paper to complimentary shuttles.

+27 (0)11 282 0000 reservations@hisandton.co.za conferencing@hisandton.co.za hisandton.co.za

MEETINGS l NOVEMBER/DECEMBER 2015 •

Sandton's

Library Lounge

Rising sun An icon in Sandton’s skyline, Sandton Sun bustles with personality and is worthy of its reputation as the gateway to Johannesburg's richest and most diverse business and shopping district.

38 • MEETINGS l NOVEMBER/DECEMBER 2015

HEN IT COMES to world-class accommodation in Johannesburg, Sandton Sun remains at the forefront of award-winning cosmopolitan excellence. This urban hotel has become more than simply a place to stay, it is a celebrated haven for business travellers. With every touch marked by quality and character, Sandton Sun aims to excite and enchant guests. LOCATION Sandton is a retreat for the famous and the epicentre for business, retail, and entertainment in Gauteng. It is the headquarters of the Johannesburg Stock Exchange and many multi-national companies, having hosted many international conventions and conferences and world famous for its unadulterated retail therapy, it is also home to the iconic Sandton Sun. The hotel is connected to the worldrenowned Sandton Convention Centre,

via an enclosed skywalk, and has direct access to one of the Southern Hemisphere’s largest and most luxurious shopping centres, Sandton City. This is accessed via the Diamond Walk, which houses the world’s most luxurious brands including Prada and Dolce & Gabbana. ACCOMMODATION Sandton Sun offers 326 newly refurbished en-suite rooms.The rooms have been styled with attention to detail and luxurious finishes. In addition, the rooms provide incredible views of Sandton. To complete your experience you will get 750 MB complimentary Wi-Fi, a mini-bar, Nespresso coffee machine, DStv, and many other lavish touches. Room types include: 286 Superior, 10 Executive, 7 Studios, 3 Junior Suites, 17 Suites, and 3 Presidential Suites – the most grand of which includes a private rooftop bar, deck, and Jacuzzi.

SANDTON

REASONS TO HAVE YOUR NEXT EVENT AT SANDTON SUN

1 ACCESSIBILITY Sandton Sun is

located within close proximity to the business hub of Johannesburg, and several popular city hotspots.

2 LUXURY The hotel pays attention

to the smallest of details, to ensure a successful event. Guests spending the night will be accommodated in true luxury.

3 SEVERAL SUITES The hotel offers event organisers a variety of sophisticated suites from which to choose.

4 PROFESSIONAL STAFF The team at CONFERENCE AND MEETING SPACES Business Suites 1-4: Cater for up to 16 delegates. These are replete with en-suite changing rooms for early arrivals and late departures, a VIP check-in counter, and the latest in videoconferencing. Business Suites 5-7: Sandton Sun’s brand new meeting suites characterised by elegant and modern urban furnishings. Each meeting room is fully equipped with ceiling-mounted projectors and screens, as well as light and temperature controls. The suites can be used as individual meeting spaces or be combined into one large room capable of hosting 200 guests in cocktail or cinema style. Level II: Situated adjacent to Sandton Sun’s lobby, Level II is the perfect venue to hold cocktail functions, corporate events, product launches, and year-end functions. Rich in character, this venue has its own private entrance and cocktail bar. It comes equipped with a dance floor, staging, and lighting.

Sandton Sun is efficient, but also friendly and eager to assist.

5 ADDED EXTRAS From the Library

Lounge and Business Suites, to the Nespresso coffee machines, guests will not want for anything.

Located in the heart of Sandton, Sandton Sun promises to provide you with the ultimate conference experience. The hotel delivers a tailor-made conference to help you maximise your event. Working hand-in-hand with you, the staff ensure that they give your delegates a uniquely crafted experience in a creative and energetic environment.

MEETINGS RECOMMENDS

The Sandton Sun conference team is able to offer advice and recommendations with regard to menus, decor, themes, lighting, entertainment, and any other event requirements. The experienced and innovative conference coordinators ensure

that each function runs smoothly from planning to implementation. LEISURE ACTIVITIES Sandton Sun Spa: One of Johannesburg’s best kept secrets, the spa is open seven days a week, from 08:00 to 21:00, and is an oasis of tranquillity that caters to each client’s individual preferences – from lighting and music, to temperature and scent. With a beautiful retail space, tailor-made packages, and gift vouchers on offer, it is the perfect place to spoil that special someone. Swimming Pool: For guests who simply wish to relax and bask in the sunshine, the hotel’s swimming pool is on the deck. Experience unforgettable African sunsets while enjoying one of the hotel’s signature cocktails. FOOD AND BEVERAGE San Restaurant: This grand cafe-style restaurant serves an a la carte breakfast,

MEETINGS l NOVEMBER/DECEMBER 2015 •

SANDTON VENUES AND CAPACITIES Room name Business Suite 1 Business Suite 2 Business Suite 3 Business Suite 4 Business Suite 5 Business Suite 6 Business Suite 7 The Suites (D)

Schoolroom 30 30 30 90

Banquet 30 30 30 100

Cocktail 50 50 50 200

Boardroom 16 16 6 6 -

UNIQUE EXPERIENCE Join the Sandton Sun chefs for a fun and interactive night out at the Show Kitchen (pictured above). This flexible space has eight seats along the kitchen counter where guests can enjoy an exciting fine dining experience while getting a ‘behind-the-scenes’ look at the goings on of this signature restaurant’s kitchen.

Sandton Sun Spa

lunch and dinner, making use of seasonal, local produce where possible. For small groups and private dinners, the flexi and private dining rooms, with their own private terraces, add a final touch of exclusivity to any dining experience. San Deck: Situated adjacent the San Restaurant, the San Deck, complete with fire pits and outdoor pool, is an ideal venue for sundowners, pre-dinner drinks, or to unwind after an eventful day. Live entertainment is available on weekends. San Bar: A wide variety of wines and platter menues are on offer at the San Bar. Library Lounge: An ideal informal meeting space to engage in business talks, negotiations, and to close deals.

Cinema 50 50 50 200

+27 (0)11 780 5000 sandtonsun.reservations@tsogosun.com sandtonsun.com

40 • MEETINGS l NOVEMBER/DECEMBER 2015

SANDTON

ROSEBANK

HYATT REGENCY JOHANNESBURG

he deluxe 5-star Hyatt Regency offers luxurious accommodation and state-of-the art conference facilities.

LOCATION The Gautrain Rosebank Station is only 100 metres away from Hyatt Regency, and enables guests to reach O.R. Tambo International Airport in 15 minutes. An airport shuttle and a car rental service are also available at a charge. MEETING AND EVENT SPACES Host your Joburg convention, meeting, or conference at the exceptional Hyatt Regency Johannesburg. Take advantage of fully modernised conference rooms and the outstanding professional planning and catering expertise for which Hyatt is world-renowned. Hyatt Regency Johannesburg meetings feature an unmistakable air of professionalism and sophistication. Whether you are planning a small executive retreat or a company-wide conference, our experts will make sure you’re at your best, from start to finish. Whether planning for a large or a small group, Hyatt can assist you with quick and convenient service. And now, planning a successful meeting at Hyatt is easier than ever when you use our online meeting event solution. ACCCOMODATION Within the 244 luxury rooms and suites, you'll encounter gracious service and tech-savvy amenities. CATERING The hotel’s chefs work with the events’ team to provide a fantastic range of catering options including breakfast, light finger buffets, canapes, and sumptuous four-course banquets. The chefs work closely with a number of preferred Halaal and Kosher caterers to ensure that every event is uniquely tailored to your needs. +27 (0)11 280 1234 johph.rfp@hyatt.com johannesburg.regency.hyatt.com

THE MASLOW

ith modern conference facilities and meeting rooms, The Maslow is one of Sandton’s premium business hotels. Superior comfort, relaxation, and elegance are guaranteed when staying at this high-end hotel. LOCATION The Maslow is located in Sandton’s financial district, only a few minutes away from the Sandton Gautrain station, Sandton City mall, and Nelson Mandela Square. MEETING AND EVENT SPACES The Maslow’s conference venues and facilities offer an unexpected oasis setting for business and social events. It's the ideal conference venue in Sandton, offering state-of-the-art facilities, and catering for any size function. The hotel also has private meeting rooms. ACCOMMODATION The 281 rooms at The Maslow Hotel provide accommodation that is modern, comfortable, and functional. CATERING From client dinners to afternoon teas, and every dining experience in-between, The Maslow has a menu for every guest. The Lacuna Bistro and Bar is one of the best restaurants in Sandton, its speciality – locally sourced bistro-style cuisine. Offering more than simply breakfast, lunch and dinner, Lacuna patrons enjoy an inspired à la carte menu.

+27 (0)10 226 4600 suninternational.com/maslow maslow.conference@suninternational.com MEETINGS l NOVEMBER/DECEMBER 2015 •

MIDRAND

CENTURION

PREMIER HOTEL MIDRAND

ts excellent location makes Premier Hotel Midrand the perfect destination for the busy conference delegate and an ideal base for the incentive traveller wanting to explore Gauteng. LOCATION The diverse range and attractions available to guests of Premier Hotel Midrand can be attributed to its location in the heart of Gauteng. Midrand offers shoppers a unique blend of local and international shopping experiences and is a diverse and uniquely South African destination. MEETING AND EVENT SPACES Premier Hotel Midrand provides impeccable facilities to host conferences, product launches, corporate functions, weddings, banquets, and cocktail parties. The fully equipped conference venues can cater to events of up to 280 delegates cinema style. ACCOMMODATION This pristine hotel offers 113 luxury bedrooms and several services to ensure a remarkable stay.

VELMORÉ HOTEL ESTATE AND SPA

CATERING Meals at the hotel are served at the Grand Central Restaurant and showcase the freshest local produce available.

+27 (0)10 161 0000 midrand@premierhotels.co.za www.premierhotels.co.za Central Res. 086 111 5555

VODACOM WORLD EVENTS

ompetitive rates, exceptional catering, versatile venues and an easily accessible, central location have made Vodacom World Events the venue where fantastic events happen.

LOCATION Vodacom World Events is a five-minute drive from the Midrand Gautrain station. MEETING AND EVENT SPACES The centre has the capacity, versatility and technical capability to produce a range of event experiences – from fashion shows, banquet dinners, car and company launches to conferences, exhibitions, weddings, concerts and stage productions. Vodacom World Events comprises of the Vodacom Dome, the Talk 500, Talk 100 and 200 tiered auditoriums as well as the four Gig rooms which are ideal for meeting and breakaway events. ACCOMMODATION There are a number of reputable hotels and guest houses in the area. CATERING Vodacom World Events are partnered with some of Johannesburg's top caterers. +27 (0)11 653 6580 vodacomworldevents@vodacom.co.za vodacom.co.za

42 • MEETINGS l NOVEMBER/DECEMBER 2015

elmoré Hotel Estate, located on the banks of the Hennops River, has often been the chosen venue to South African VIPs, including President Jacob Zuma and the former reserve governor Tito Mboweni. The Velmoré Grande Hotel accommodated the German soccer team and the associated German media during the 2010 FIFA Soccer Cup. LOCATION Conveniently located a mere 30 minutes from Pretoria, and equally close to Johannesburg, Velmoré is only a short drive to Zwartkops Raceway and is also just 25 km from Montecasino. MEETING AND EVENT SPACES At Velmoré, clients are top priority and the staff are available from the planning to the execution of all conferences. Whatever your event requirement is; a dedicated team coupled with versatile venues, state-of-the art equipment, free Wi-Fi, and expansive grounds will keep your delegates motivated yet relaxed. Clients have a choice of 13 venues, which can host anything from intimate meetings for 2, up to events for 750 delegates. Combine your conference with team-building activities by utilising the services of one of our preferred suppliers or bring your own facilitation company. ACCOMMODATION All 99 rooms offer free Wi-Fi, balconies or patios, and flat-screen TVs with satellite channels. CATERING At Velmoré, catering options range from an informal braai to black tie events. The executive chef will gladly meet with you to discuss your catering needs and, if required, will draw up a customised menu. The hotel has a certified Halaal kitchen on-site and, with prior notification, the chefs will prepare any meal required. For Kosher guests, meals are outsourced at a surcharge. There are two restaurants at Velmoré that operate based on occupancy for breakfast, lunch, and dinner. +27 (0)12 370 7000 events@velmorehotel.co.za velmorehotel.co.za

PRETORIA

HATFIELD

CSIR INTERNATIONAL CONVENTION CENTRE

PREMIER HOTEL PRETORIA

ot only is Premier Hotel Pretoria ideally located, but the impeccable service, excellent food standards, and luxurious rooms will ensure that your conference is a memorable one. LOCATION Situated in Stanza Bopape (Church) Street, in the suburb of Arcadia, and diagonally opposite the Union Buildings, Premier Hotel Pretoria offers spectacular and breath-taking views of the Jacaranda City from its open-air deck on the eighth floor. The hotel is a mere 48 km from O.R. Tambo International Airport, in close proximity to government departments, embassies, consulates, the University of Pretoria, and major shopping centres. MEETING AND EVENT SPACES The hotel prides itself on its ability to partner with event organisers in creating perfect outcomes. The tailor-made packages include event design, themes, decor, banqueting, entertainment, dance floors, and lighting and sound – anything to make your event memorable and unique. Premier Hotel Pretoria has become one of the most sought-after venues for a variety of events in Pretoria and has a successful track record for hosting gala dinners, weddings, cocktail functions, year-end functions, birthdays, corporate product launches, matric farewells, baby showers, and breakfast, lunch or dinner meetings up to a maximum of 300 delegates.

he CSIR International Convention Centre (ICC) offers its clients value-added services such as on-site exhibition management, parking shuttles, uncapped Wi-Fi, accommodation and transport services, an organiser’s office, storage space, pre-event delivery service, speakers’ lounge, media booths, VIP suites, butler services and in-room services for VIPs – at no additional cost. As a further benefit to CSIR ICC clients, Gautrain Gold Cards are available for sale at the centre. To assist first-time Gautrain and Gautrain bus users, the CSIR ICC offers step-by-step information sheets that explain how to reach the CSIR ICC. LOCATION The CSIR ICC is ideally situated in the science and technology hub of Pretoria. The Gautrain H2 Lynnwood bus, departing from the Gautrain Hatfield station, offers commuters to the CSIR ICC a hassle-free travel alternative from Gautrain stations around Gauteng. MEETING AND EVENT SPACES The CSIR ICC offers superb facilities and quality service with conference, function, and exhibition venues that can accommodate events of 10 pax, up to as many as 500 pax, with groups as large as 1 000 being accommodated at times. Flexibility, service excellence, and professionalism are key to what the CSIR ICC offers its clients.

ACCOMMODATION Premier Hotel Pretoria offers 118 rooms that cater to every accommodation need.

ACCOMMODATION The CSIR ICC event coordinators can arrange overnight accommodation and bus transfers between hotels and the centre on your behalf. Delegates attending events at the CSIR ICC are eligible for special rates at most Pretoria hotels.

CATERING With a culinary philosophy that is ‘fresh, fast and fun’, and a wine list that contains many an award-winning estate, your journey is bound to be an explosion of visual and taste sensations. The luxurious Premier Hotel Pretoria offers guests the Ambassador Restaurant and the Embassy Cocktail Bar. Located on the ground floor of the Hotel, both venues have direct access to the outdoor patio, which leads to the pool and manicured gardens. These venues provide the ideal setting in which to unwind and relax.

CATERING The experienced team of chefs at the centre offer great menus with a distinctive flair. Gastronomical delights abound – from pastries to buffets and plated meals, cocktail fare and gala banquets. An added advantage of hosting an event at the CSIR ICC is the private outdoor dining space and deck, which offer the option of a truly South African braai, surrounded by the centre's soothing setting – perfect for birding enthusiasts seeking a quick reprieve from business talk.

+27 (0)12 441 1400 pretoria@premierhotels.co.za www.premierhotels.co.za Central Res. 086 111 5555

+27 (0)12 841 3884 icc@csir.co.za csiricc.co.za

MEETINGS l NOVEMBER/DECEMBER 2015 •

O.R. TAMBO

GARDEN COURT O.R. TAMBO INTERNATIONAL AIRPORT

njoy the ultimate in convenience and comfort at Garden Court O.R. Tambo International Airport.

LOCATION Located just a few minutes away from the airport, this hotel is the ideal choice for travellers needing somewhere to rest during a stopover or for those travelling to Joburg for meetings, conferences, or other business events.

Fit for an

MEETING AND EVENT SPACES With a bespoke selection of venues available at this hotel, planning your event has never been simpler. All venues have natural light and open onto an idyllic landscaped garden. ACCOMMODATION There are 253 en-suite rooms, each equipped with all the comforts you need for a peaceful stay. CATERING There are numerous dining options available. +27 (0)11 392 1062 gcortambo.reservations@tsogosun.com tsogosun.com

PREMIER HOTEL O.R. TAMBO AIRPORT

ibrant and dynamic, Joburg has a throbbing pulse, an awesome sense of rhythm, and invites you to indulge in the extravagant comfort of the Premier Hotel O.R. Tambo Airport. LOCATION The hotel is a mere 1.2 km from the O.R. Tambo International Airport and 800 m from the Rhodesfield Gautrain station – both easily accessed through a free shuttle service to and from the hotel for the hotel guests. MEETING AND EVENT SPACES Premier Hotel O.R. Tambo Airport assures conference delegates of excellent service standards, flawless events, and tailor-made packages to suit their specific needs. The largest venue can seat up to 720 delegates in cinema-style seating. ACCOMMODATION The hotel offers 275 en-suite rooms. CATERING Premier Hotel O.R. Tambo Airport offers a culinary philosophy that is fresh, flavoursome, and embraces local, truly South African cuisine. The hotel is serviced by Kubutana Restaurant, which seats 180 guests. +27 (0)11 393 8000 ortambo@premierhotels.co.za www.premierhotels.co.za Central Res. 086 111 5555

44 • MEETINGS l NOVEMBER/DECEMBER 2015

HE EMPERORS PALACE Conference Centre is the embodiment of the perfect event venue. No matter how large or small the event, Emperors Palace events excel in the three essential ingredients of successful conferences and entertaining – superb cuisine, impeccable service, and an elegant atmosphere. LOCATION The complex is conveniently situated next to O.R. Tambo International Airport and offers staying guests a complimentary shuttle service operating every 20 minutes between 06:00 and 23:00, daily. Private VIP transfers can be arranged at an additional cost through Unicab, and Gautrain busses operate daily from 05:30 to 20:00 on route directly to Emperors Palace. MEETING AND EVENT SPACES Catering for groups of 8 to 3 000 in a diverse range of multipurpose venues and small executive breakaway rooms, Emperors Palace has extensive technical resources and is equipped to host any type of event. Having recently completed a R30 million investment in a new conference and meeting facility, Emperors Palace Conference Centre now offers 29 wellappointed venues with superior technology – including Wi-Fi access. The talented team at the conference centre works tirelessly to ensure that your event is a success, and that you and your guests feel the personal touch that epitomises events at Emperors Palace. Emperors Palace events also offer convention facilities that include theatrical venues such as the Theatre of Marcellus and the Barnyard Theatre. The Theatre of Marcellus is the ideal venue for presentations, stage productions, and award ceremonies, while the Barnyard Theatre remains the favourite venue for group buy-outs and corporate events. Both venues offer the very best in sound and lighting gadgetry, a big screen, and a built-in stage. ACCOMMODATION The complex offers both business and leisure travellers a stylish and elegant experience, with a choice of three- and fivestar hotels. CATERING There are numerous mouth-watering menus and dining options available.

RHODESFIELD | O.R. TAMBO

emperor

ELEGANCE AND CONVENIENCE

VENUES AND CAPACITIES Room name

Cocktail

Banquet

Buffet

Buffet & Dance floor

Cinema

Schoolroom U-Shape Boardroom

Assembly Rooms Assembly 1 Assembly 1 & 2 Assembly 2 Assembly 3 Assembly 4 Assembly 5 Assembly 6 NCC Senate Rooms Senate 1 Senate 2 Augustus Room Claudius Room Romanus Room Tiberius Room Florian Room

1 200 N/A 800 600 50 80 50 50 400 800 300 400 60 60 60 60 60

1 000 N/A 700 400 40 80 N/A 40 230 450 200 230 40 40 40 40 40

800 N/A 500 300 N/A 60 N/A N/A 200 350 150 200 N/A N/A N/A N/A N/A

650 N/A 450 270 N/A N/A N/A N/A 180 300 150 180 N/A N/A N/A N/A N/A

1 200 N/A 1000 800 60 80 50 60 400 800 300 400 60 60 60 60 60

1 000 N/A 700 450 40 60 30 40 250 600 200 250 40 40 40 40 60

N/A N/A N/A N/A 20 40 15 20 60 N/A 50 60 25 25 25 25 25

N/A N/A N/A N/A 30 40 20 30 N/A N/A N/A N/A 30 30 30 30 30

Fabia Rooms Fabia 1 Fabia 2 Julia Room Lucretia Rooms Lucretia 1 Lucretia 2 Marcia Rooms Marcia 1 Marcia 2 Centre Court Theatre of Marcellus The Pantheon (Cinema 1) Cinema 5 Cinema 6

300 130 130 130 100 60 60 100 60 60 2 500 N/A N/A

200 100 100 100 100 40 40 100 40 40 1 500 N/A N/A

150 80 80 80 70 N/A N/A 70 N/A N/A 1 100 N/A N/A

150 60 60 60 N/A N/A N/A N/A N/A N/A 800 N/A N/A

150 140 140 140 100 60 60 100 60 60 3 000 910 517

200 100 100 100 70 40 40 70 40 40 1 500 N/A N/A

60 50 50 60 40 25 25 40 25 25 N/A N/A N/A

N/A 50 50 N/A 50 30 30 50 30 50 N/A N/A N/A

N/A N/A

173 167

N/A N/A

The opulent Emperors Palace complex, along with its array of venues, is sure to exceed the expectations of even the most demanding event organiser.

+27 (0)11 928 1000 info@emperorspalace.com emperorspalace.com

MEETINGS l NOVEMBER/DECEMBER 2015 â&#x20AC;˘

#SPEAKERSCORNER

It’s time to build

better conferences

In order to shake up our industry, Michael Jackson shares his insights into achieving worthwhile conferences.

ALKING AT PEOPLE doesn’t achieve

results anymore. After sitting through over 2 500 conferences in my career to date, (which amounts to over six years and eight months of conference days) I can count on one hand how many truly achieved the goals that the company and conference organisers wanted.

OVERCOMING CONFERENCE FATIGUE The good news is that, for the most part, it only requires a little careful judicious planning and thought to get better results. But it does mean breaking the repetitive conferencing memes that are the order of the day. Most venues offer little in the way of help or interest in doing anything different here; their brochures normally speak of boardroom, U-shaped, circular, or schoolroom seating. These are all designed to get backsides on seats, facing forwards, where the attention is centred upon a ‘stage’ – a raised podium replete with an old fashioned lectern. It’s tedious. KEEPS GETTING WORSE Agendas are also usually formatted from tried and tested (think boring) concepts that typically call for 45-minute or one-hour slots. Add a refreshment break midway through the morning and afternoon sessions on either side of a turgid lunch and you’re beginning to see the complete picture. It's all as dull as dishwater. Then, there are those monotonous speakers with bad slides. A bad presenter in

ABOUT Michael Jackson, a global conference speaker and facilitator, has spoken at over 2 500 events worldwide to date.

a 45-minute, or longer, keynote is going to induce sleep and nothing else and regular conference days tend to be packed with these. Good programming, today, needs a to be carefully crafted to deliver engagement. The successful use of ‘screentime’ in people’s lives today must always be designed to be informative and interesting.

the normal shutdown of an event which is usuasly as soon as the last delegate leaves. The theme and tone should completely live on afterwards. After all – if we are looking to engage people and move them in a new or different direction, shouldn’t we be providing constant feedback and updates? We must consider letting the event live on, where updates and feedback are provided afterwards to all delegates. Offering summaries, videos, and even social media interactions help keeps the process alive.

GETTING IT RIGHT Great themes which set the tone must be conceived, styled, and set well in advance and then carried through the entire proceedings. Speakers (who also need to be coached, if it isn’t their full-time profession) need to be on point, on theme, and in style in order to keep the event flowing. Nowadays, people only remain interested when engaged. Good conferencing has to be deliver a dialogue – not merely a series of monologues. Leaving people with numb backsides and heavily overburdened with information overload achieves nothing. Successful conferences carefully deliver on-point information in a relevant, seamless, flowing, and engaging manner.

AFTER THE CONFERENCE Let’s start to think very differently about the entire conferencing process and even go beyond

BUILD A BETTER CONFERENCE (BCC) Michael Jackson has been working with video, image, and social media professionals to put together a package – BBC – which will launch in 2016. It will redefine the way budgets are spent in the world of conferencing by deploying money appropriately to achieve definitive, measurable returns. It will cover all elements of pre-, during, and post-event communication techniques with a very exciting suite of products and apps. He has partied with Unique Speaker Bureau to offer a package to PCOs, conference organisers, and clients alike. For more: michael@theothermichaeljackson.com or call Paul McConnon on +27 (0)83 268 6057

46 • MEETINGS l NOVEMBER/DECEMBER 2015 USB ANNUAL SHOWCASE AT

MEETINGS AFRICA 2016

February 23rd for VIP Sessions February 24th for the Showcase REGISTER NOW & SEE 40 EXCEPTIONAL SPEAKERS

Contact thuli@uniquespeakerbureau.com or simi@uniquespeakerbureau.com +27 11 465 4410 to find out more! www.uniquespeakerbureau.com

SOUND BITES

Keep it What is your favourite dish to make? Freshly baked scones in the mornings.

What is your number one catering tip? Keep it simple.

What is your favourite kitchen equipment or gadget? My grandmother’s Kenwood mixer.

What dish are you asked to make most often? Lasagne.

ow has the food and beverage industry changed over the past five years? I think it is going more and

What is your favourite food and why? Indian or Thai food. I love the complexity of the flavours used.

more back to basics.

Did you eat your veggies as a child? Yes. What are some of the current trends in the food and beverage industry? Currently, the biggest trend for us is baking ‘naked’ cakes, and lots of fresh produce being used, especially for wedding cakes. People are simplifying cuisine.

What would you identify as the primary mistake people make when catering for large groups? Getting caught up with the

What is your favourite food memory? Baking cakes with my cousin in my grandmother’s kitchen and eating the first batch while it was still warm.

What is your funniest kitchen incident? Kitchens aren’t really funny places.

large numbers and losing perspective. You should break it down to a number you can handle.

Why did you decide to work in the food and beverage industry? You do not choose it, it

How can one present ‘plain’ food to make it more appealing to guests?

chooses you.

Use in-season fresh produce, or things people wouldn’t buy themselves. This makes food appear more exotic and flavourful.

What is one ingredient you cannot cook without? Butter.

With over 10 years’ experience in the food and beverage industry, Anneke Blignaut from Levia Cakes & Catering knows how important it is to appreciate the basics. ABOUT ANNEKE BLIGNAUT Anneke Blignaut has been working in the food and beverage industry since 2001. She did her training at the Beach House Hotel in Kleinmond, after which she worked at various guest houses. Anneke owned a franchise coffee shop for three years and was coowner of the Post & Rail Country Restaurant in Muldersdrift for six years. After the birth of her two daughters, she took a break from the ‘mainstream’ catering industry to be there for them and currently co-owns Levia Cakes & Catering, where she bakes breathtaking cakes and does catering for functions.

MEETINGS l NOVEMBER/DECEMBER 2015 •

TWENTY QUESTIONS

Passionate about

the industry I felt it was time to identify true professional conference organisers who were: (a) placing big business, (b) were keen to uphold certain business ethics, (c) were open to networking on every level with other PCOs, and (d) were proud to belong to a group of like-minded professionals.

What is your favourite memory from when you travelled the world as an international model? I was one of two

What have been your career highlights so far? Getting to know awesome people and

South African models invited to Milan for the Milan Fashion Week. My travels through Italy and stay in Milan are etched in my memory forever.

Dutch in order to maintain my heritage and pass that on to my grandchildren.

mentoring very special people.

Founder of the PCO Alliance Jacqueline Stumke relies on her passion for detail and perfection to ensure industry success.

hat three words describe how you see the industry at the moment? Vibrant,

What has been the most memorable event you have been involved in and why? The six AGMs my company organised for the South African Black Taxi Association were the most memorable, as they encompassed so many varied aspects and functions.

What has contributed to your success? My passion for detail and perfection, my ability to build strong relationships with my clients, and my old-fashioned views on professionalism and service.

competitive, challenging.

Who is your celebrity lookalike?

What drew you to the industry? My

I’ve been told that it’s Lauren Bacall and Margaux Hemingway.

husband was instrumental in the process, from setting up an interview with the owners of an exhibition centre to introducing me to the footwear industry, and supporting me in putting together a bi-annual footwear and accessory fair.

What has been the biggest change you’ve seen in the industry? Having started my business in 1985, the biggest change has been the introduction of ‘new’ technology. When I organised the first of many AGMs for the South African Black Taxi Association, I only had an electric typewriter – no fax machine, cell phones, scanners, or mod cons.

Why did you feel the need to form the PCO Alliance? The number of professional conference organisers has grown considerably over the years. As a result, the industry became far more competitive, resulting in some ethics diminishing.

48 • MEETINGS l NOVEMBER/DECEMBER 2015

What is the weirdest food you have ever eaten? I have been fooled into eating smelly, blue cheese, which had devastating, immediate effects.

What do you do in your spare time? I love to garden, especially growing vegetables. I dabble in art and I fall in love with fabrics, which I then try to turn into creations. However, my favourite thing is to watch TV after a hard day at the office. What three things would you want with you if you were stranded on a deserted island? My husband, a full-channel TV, and a writing pad with pen.

Are you a dog person or a cat person? What are you addicted to? Enjoying my evening whiskey on the patio and eating spicy biltong.

What is the best and worst advice you have received? The best advice was to open every door and look inside. The worst advice was to close the door without seeing what was on the other side.

Tell us something about yourself that few people are aware of? I’m really a very private person even though I am in an industry where you have to be a people person, social, and outgoing.

If you could speak any language, what would it be and why? I was born in the Netherlands but came to South Africa when I was a year old. So, I would want to speak fluent

Both. We have recently been adopted by a lionlookalike cat whom I’ve named Katja and who has finally deigned to spending hours sleeping on one of our armchairs when she isn’t eating her pellets.

If you could meet anyone, living or dead, who would it be? Richard Branson. I find him fascinating and I admire his achievements.

What CD is in your car’s radio at the moment? Jean-Michel Jarre’s Jarre in China.

ABOUT JACQUELINE Jacqueline Stumke is the founder of the PCO Alliance Network and owner of Jacqueline Stumke and Associates.

F E AT U R E D V E N U E • G a u t e n g

The JEC has spent yet another year proving to the industry why it is considered one of the top exhibition and event venues in South Africa.

A golden year for

SA’stop venue Craig Newman, JEC CEO

FTER A BUSY and exciting 2015, Craig

Newman and the Johannesburg Expo Centre (JEC) team believe that the country has a better idea of what the venue can accomplish. “It’s fair to say that the JEC is a unique and flexible venue,” says Craig Newman, JEC CEO. “In one year, we have hosted an internationally acclaimed electronic music festival, the family-oriented Rand Show, two Jehovah’s Witness Church Conventions, the Boat Show, an international building and construction trade fair, a corporate relay, and November will see the return of the Soweto Marathon. There is simply no limit to what we can accomplish here.” On 6 September 2015, the JEC hosted the Third Annual Kaya FM 67 km Corporate Relay. The race began at 8:00 with 12 000 runners in attendance. “We are a proud sponsor and partner of the Annual Kaya FM Relay and we look forward to hosting it for the next three years,” says Craig. “It is a wonderful consumer event that looks at contributing to a better nation by helping others.” “The JEC surpassed all our expectations with this event,” says Mark Mdlela, operations manager for Kaya FM. “The team was professional and accommodating, which made all the difference in staging a successful event.” In the same month, the JEC also played host to the international B2B event, Bauma Conexpo Africa, which took place from 15 to

18 September 2015. The second edition of the International Trade Fair for Construction Machinery, Building Material Machines, Mining Machines and Construction Vehicles attracted 14 300 visitors from 75 countries. “The top five visiting countries from Africa were Zambia, Zimbabwe, Namibia, Mozambique, and Botswana,” says Craig. “We also welcomed delegations from Ethiopia, Kenya, and Nigeria.” An impressive 616 exhibitors from 42 countries showcased their products and innovations to the African market on 68 000 square meters of the centre’s exhibition space. “Bauma Conexpo Africa has officially established itself as a platform for the industry that brings African and international companies together,” says Stefan Rummel, managing director of Messe München. “The JEC presented itself as the perfect facility for successfully hosting our exhibition” affirmed Stefan.

to interact and enjoy the event under the cover of a suitable venue. “We must express our sincere gratitude and appreciation to the staff of the JEC who help to ensure the success of this event each year,” says Andre Botha, contract manager for the Jehovah’s Witness Convention. “We had such an impeccable first weekend that we were able to hold another convention from 28 to 30 August 2015. The support we received from staff and their willingness to assist was invaluable. We wish to host more events at the JEC, exploring ways in which we can use the facility more effectively,” Andre says. The diversity of these events, and the short period in which they were all executed, goes a long way in proving the flexibility of the JEC as a host venue. “In September, alone, we were able to host the Kaya FM 67 km Corporate Relay, the debut of the world’s largest paint party (Life in Colour Big Bang World Tour 2015), and Bauma Conexpo 2015,” says Craig. “This year has shown potential clients that we can tackle any event. Big or small, we are ready.”

DIVERSITY OF THESE EVENTS Between 21 to 23 August 2015, the JEC hosted the Jehovah’s Witness Church Convention for a second year, welcoming over 60 000 people and more than 10 000 cars parked inside the grounds over the two weekends. The convention consisted of seminars, lectures, theatrical productions, and workshops where all attendees were able

086 193 28453 sales@jecgroup.co.za www.jecgroup.co.za

MEETINGS l NOVEMBER/DECEMBER 2015 •

TALKING POINTS

FRANK LEE

Go Team South Africa

An exhibition industry expert’s frank views

Frank Lee is delighted that the Commonwealth Games is coming to Durban in 2022.

SPEAKING

OUTH AFRICA’S THIRD largest city was the only candidate for the 2022 hosting rights after Canada’s Edmonton withdrew in February, citing cost concerns. This means that Durban will be the first African city to stage the sporting spectacular. There’ve been many criticising our country’s willingness to host the event, including ‘John Dove’ who wrote the following comment on the Mail & Guardian’s website: “Only a bid committee for Dirtbin, led by a horde of cANCer tenderpreneurs and associated sycophants, could have ‘huge celebrations’ for a victory without opposition. In fact, one would think the fact that there was no opposition would give pause for thought, but no – the dollar signs are flashing everywhere and the sardines are running. 12 (sic) days of bread and circus, finally held in Africa after 85 years. Only because nobody else would touch it with a bargepole. With a lifelong hangover to follow. What a travesty for the people of KZN. And SA.” Normally, that kind of cynicism is right up my alley but… are you sitting down? This time, I’m on the side of organisers. I think we should be popping corks, blowing whistles, and ringing bells.

FRANK LEE is not a member of the Meetings publication team and is a completely free-minded and independent individual who is here to encourage change.

I say this because I think our industry will make a considerable sum of money helping South African companies and their brands, and helping Durban, stage the event and those that spring up alongside it. Of course, I’m not so naive as to believe that ‘building’ the XXII Commonwealth Games will be without its challenges – a lot of which will be of our own making. Take, for example, the practice of the organisers of the country’s large shows giving certain contractors preferential treatment. I’m sick and tired of hearing about infrastructure suppliers being given two or three days to build their custom stands while other contractors are not allowed on-site. And then, when they complain and negotiate entrance, the message is not conveyed to security (on purpose?), and so they get thrown out the halls. This kind of preferential treatment is so detrimental to our industry; it can negatively impact the exhibitor and visitor experience; it can, in some instances, be dangerous when you have workmen rushing to complete electrical installations, for example; and it is extremely unethical. Why on earth should one company be governed by a different set of rules to the rest? Okay, rant over. Have a great festive break.

50 • MEETINGS l NOVEMBER/DECEMBER 2015

@rubberducmusic

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

INDUSTRY VIEWS

Where to exhibit in 2016

EXSA - giving a voice to the industry

Sue Gannon looks at tips to consider and questions to ask when choosing where to exhibit when planning your marketing budget.

XHIBITIONS CAN BE the fastest and most effective way to gain industry knowledge, capture prospective leads, and build your network; thus, choosing the right exhibition can result in a lot of high-quality leads for your business when your budget is tight.

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

LIST YOUR GOALS FOR THE EXHIBITION List the reasons for wanting to exhibit at a particular exhibition and what you want to achieve from being there. Make sure that the objectives you set are obtainable, measurable, and specific. RESEARCH THE EXHIBITION Find out key and relevant information about the exhibition from its previous years. This will help you make an informed decision about whether or not to attend. Consider: • the size of the exhibition and the number of feet that pass through the show • the number of exhibitors that previously exhibited – contact a few exhibitors to enquire about the demographics, quality, and number of the visitors at previous shows

• the possible presence of competitors at the exhibition • the impact of the exhibition venue on the turnout of your target audience. Use this information to evaluate the potential of different exhibitions and determine if the show will meet your goals. This would then need to be weighed up against expenses that attending the show would incur on you.

CREATE A BUDGET Make sure that you factor in the cost to exhibit; travel and accommodation costs for staff, if necessary; pre-show advertising, to let your clients know that you will be there; the building of your exhibition stand; and the marketing materials needed during the show. DOES IT FIT YOUR TARGET MARKET? Exhibitions give companies the opportunity to see their return on investment and the more effort you put into exhibiting well, the better the results will be for your company.

MEETINGS l NOVEMBER/DECEMBER 2015 •

THE WORK WE DO IS GUIDED BY FOUR KEY PRINCIPLE PILLARS:

THE PILLARS THAT GUIDE US 1) SAACI Community 2) SAACI Intelligence 3) SAACI Academy 4) SAACI Into Africa

FOUR KEY TRIBUTARY PILLARS SUPPORT THEM: 5) Branding & Communication 6) Stakeholder Engagement 7) Sustainability 8) Future Focus

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T H E B A C K PA G E

ITH YEAR END UPON US and all the year’s stress and aggravation now at an all-time high, I thought it fitting to jot down some of the reasons why we, as event managers, have sense of humour failure now and again.

IT’S NOT A BIGGIE

No smiles

just frowns

THE LAST-MINUTE SWOOP-IN

Miss Meet has finally lost her sense of humour. Say it isn’t so.

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52 • MEETINGS l NOVEMBER/DECEMBER 2015

Some clients still believe that event management and the work involved do not justify being charged accordingly. I have, on more than one occasion, been asked to quote on an event where the phone call starts with: “All I need is…” or “It’s not a massive event, we just want you to…”. Then, when I send the quote with the scope of work, the client cannot believe that I’m charging them what I am and, in some instances, they are actually surprised that I’m charging them at all. I’m all for charity, but a girl’s got to make a living!

I am sure that most of us, once having received a budget and brief, get on with the job at hand. At regular intervals, we meet with our clients or bosses and give them updates on progress. This is also a chance for them to give input, ideas, advice, or a change of direction. But, somehow, regardless of all these opportunities to give well-timed input, the last-minute swoop-in seems to be

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quite fashionable. This is that bit of input that comes very late and often alters the course you’re on. Now, most of us in the industry are quite good with last-minute changes, but when someone has had ample opportunity to have their say, timeously, and then does so at the last minute, sense of humour failure sets in.

DEPENDENCIES Most events require decisions or actions by a number of parties. Regardless of the project plan in place, these decisions or actions do not always come on deadline or even close to deadline. I am sure that this tops the list of frustrations for a lot of us. Unfortunately, not all parties realise that, while waiting on them for a decision or action, there are other areas in the project that run into problems. This is what I refer to as dependencies. Even worse, though, are those team members that run for the hills when things hit the fan.

TENDER… I SURRENDER I really do surrender on the whole tender issue. Somehow, receiving an invitation to tender for a massive conference one month before the actual conference date is not something I find challenging or even slightly amusing. Do I possibly look stupid or have I maybe been mistaken for some sort of superhero that can pull this off? Oh, no wait, the tender is already a given – we’re just following protocol. Wow, I feel better now that I’ve had my say. Now I can relax and enjoy the holiday season. Wishing all readers a wonderful holiday season, safe travels, and a 2016 filled with gracious clients, well-oiled project teams, successful tenders, and lots of laughter.

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THE POWER OF EXHIBITIONS: FACE-TO-FACE IS SIMPLY BETTER EXSA is recognised internationally as the voice of the exhibition industry in Southern Africa. Members are comprised of Organisers, Venues and Suppliers. Make sure you use an EXSA member for all your exhibition and eventâ&#x20AC;&#x2122;s needs. EXSA is always available with help and advice.

www.exsa.co.za Our associate members:

LUXURY COACH CHARTERS Any group, any size, any where..

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