Issuu

Your lifeline to organising successful medical and pharmaceutical conferences

Boutique venues that make your event a success LOST IN TRANSLATION Tips for hiring interpreters and translators TREND ALERT The future of exhibition design

JOHANNESBURG EXPO CENTRE Exceeding expectations for 30

years

HOT SPOT What DUBAI offers the event and destination planner R50.00 (VAT incl)

& * !! $ ' ( + ( , +

( !!) % & '

!! " ' '

! !

! * ) " ! ! ! !

in this issue

SERVICE PROVIDERS 25 Compex is more than just exhibitions 27 ConCept G is soaring to new heights

MEETING PLACES 28 Boutique venues

ON THE COVER

North West

30 Garden Court Milpark offers comfort

Having served the exhibition, conference and events industry for three decades, Johannesburg Expo Centre is one of Johannesburg’s best-known landmarks.

INSIGHT

Translations

33 Get your team motivated Six questions to ask when choosing a team-building activity

FOCUS ON MEDICAL CONFERENCES

INCENTIVES

08 Dissecting medical conferences The event

34 Corporate wellness Spoil your conference

planners guide to organising medical and

10 Venues Prescribed venues for

and convenience

TEAM BUILDING

For more, turn to page 4

pharmaceutical conferences

Why boutique venues have

gained popularity with event organisers

DESTINATION

TRENDS

Exhibition stands

medical conferences

and incentive delegate with a spa and wellness treatment

36 Air Mauritius launches its Wellness and

11 Technology How technology can improve

Wellbeing Programme

your conference

TALKING POINTS

DESTINATIONS

41 ABTA column Keep calm and list on

12 The North West has a lot to offer the event

42 Frank Lee Speaking Better communication is

and incentive planner

needed in the exhibition industry

14 Dubai is the perfect destination for meetings

42 Industry Views SAACI’s Lorin Bowen on why

and incentives

knowledge is power

INSIGHT

43 Tech Views Karmen Vlader from Lumi shares

16 Exhibition copycats Helen Brewer on similar

her thoughts on why content and delivery

exhibitions and the implications

18 The art of translation Joyce Trocki shares her top tips when looking for translators

are king

and interpreters

MEETING PLACES

Boutique venues

20 The importance of on-site training

44 Miss Meet Behind-the-scenes look at the sport events industry

John Fisher argues that more job skills

REGULARS

and less theory for event management

03 Ed’s letter Oh for fake’s sake

students are needed

07 MICE Bits All the info you need to know 37 Sound Bite Cathedral Peak Hotel’s Chef

TRENDS 22 Exhibition trends What event planners can expect from exhibition stands this year

INCENTIVES

Corporate wellness

WWW.ILTM.COM/AFRICA

Jurgen Demke

40 20 Questions Brad Adler, new EXSA chairman

ED'S LETTER

Creatiting Experience i cess

Publisher Publisher Publis her Eli Elizabeth Elizab zabeth t Sh Shorten hort orten en Editor Martin Hiller (martin@3Sm (martin@3Smedia.co.za) Smedi edia.c a.co.z o.za) Head of Design Frédérick Danton Contributors Helen Brewer, Lorin Bowen, John

Fisher, Steen Jakobsen, Kim Kitcken, Joyce Trocki, Karmen Vlader Chief Sub-Editor Claire Nozaïc Sub-Editor Beatrix Knopjes Senior Designer Hayley Mendelow Designer Kirsty Galloway Client Services & Production Manager

Antois-Leigh Botma

Production Coordinator Jacqueline Modise Financial Manager Andrew Lobban Administration Tonya Hebenton Marketing Manager Hestelle Robinson Digital Manager Esther Louw Distribution Manager Nomsa Masina Distribution Coordinator Asha Pursotham Advertising +27 (0)11 233 2600

saconference@3smedia.co.za

PUBLISHED BY No. 4, 5th 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 Mar/Apr 2014 © Copyright. All rights reserved 2014 www.saconference.co.za 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 vests 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. 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.

Oh for fake’s sake!

EETINGS AFRICA HAS come and gone, and according to SA Tourism, this has been the most successful show to date with record numbers. However among the praises from SA Tourism, there were also cries of foul. SA Tourism has suggested that Thebe Reed Exhibitions, organisers of Africa Travel Week, outboarded their event. For those unfamiliar with the term, outboarding is when a company that should be an exhibitor or sponsor of an event hosts its own competing event without the consent of original organiser. Outboarding tactics involves approaching potential exhibitors at an event in order to sell them into a new show. This is the reason why SA Tourism decided not to let the Thebe Reed Exhibitions delegation into Meetings Africa. However, Thebe Reed Exhibitions believes that SA Tourism is using bullying tactics to stamp out the competition. Whatever the reasons are, one thing is for sure: the battle lines have been drawn, so watch this space. The Meetings Africa/Africa Travel Week saga is nothing new. Outboarding, in my opinion, has been thriving in the South Africa exhibition industry for a while – the only conclusion I can draw from the number of baby expos and wedding shows that seem to take place. I am all for competition as long as it is fair. EXSA needs to take a stronger stand on this and ensure that the exhibition industry is much better regulated. Helen Brewer from the MICE Academy is also asking some serious questions about the exhibition industry in her article on page 16. Another serious issue that has come to light is that of the quality of interpreters. Who can forget that ‘fake’ interpreter at Nelson Mandela’s memorial service or the inexperienced interpreter at Oscar Pistorius’s trial? In both instances, South Africa was not viewed in a positive light and this has serious implications for acquiring international association meetings. As an industry, we need to realise that each event or exhibition that we host is an audition to acquire another one and if one of us fail, the industry fails. On page 18, we give you the right questions to ask when choosing an interpreter and translator. It does seem that I am all doom and gloom, but there is a silver lining. South Africa has so much to offer as a meetings and incentive destination – from its natural beauty to its stateof-the-art conference facilities and star-rated accommodation. I strongly believe that by working together there will be no stopping us. The key is collaboration. Until next time,

ENDORSED BY

MY FAV SERVICE PROVIDER

MEMBER OF

In each issue, Meetings offers advertisers the opportunity to promote their company’s products and services to an appropriate audience by booking the prime position of the front cover, which includes a twopage feature article. The magazine offers advertisers an ideal platform to ensure maximum exposure for their brand. Please contact Ruth Baldwin on: +27 (0)11 233 2600 | ruth@3smedia.co.za

EARN CPD POINTS BY READING MEETINGS

Take the online Q&A Test and start accumulating credits today. Wherever the red CPD sign is shown, the opportunity for recognition and reward is available. Go to saconference.co.za/cpd and follow the requirements.

FINDS

Co ConCept G Exhibitions & Events is well known for its sustainable bespoke ex exhibition stands (both custom and system), country pavilions, shell scheme and event co infrastructure and coordination, and now it in is offering furniture rental. The Meetings and SA Conference stand at Meetings Africa an looked stunning thanks to the fantastic lo fu furniture supplied by ConCept G. For more, turn to page 27 Fo

VENUE Immerse yourself in the majestically styled Le Châtelat Residence. The venue is renowned for hosting the most fabulous weddings, cocktail parties and special events. MEETINGS RECOMMENDS The luxury and magic of Le Châtelat will ensure your moment is truly special. lechatelat.co.za

MEETINGS l MAR/APR 2014 •

COVER STORY

JOHANNESBURG EXPO CENTRE JEC was initially built to host the Rand Show

30 years of success

Having served the exhibition, conference and events industry for three decades, JEC is one of Joburg’s bestknown landmarks.

TIMELINE

1984

JEC, then known as the Na onal Exhibi on Centre, opens. It was ini ally built to host the Rand Easter Show and now has become one of the leading mul purpose venues in Sub Saharan Africa for exhibi ons, conferences and events

4 • MEETINGS l MAR/APR 2014

T WAS A DECADE of historic moments, a time in which our own Archbishop Desmond Tutu won the Nobel Peace Prize. It was also the decade that saw the rise of MTV, the start of video games and the birth of South Africa’s largest purpose-built exhibition, conference and events venue. That’s right, the Johannesburg Expo Centre (JEC) is in its prime as this year sees the world-class venue celebrating its thirtieth birthday.

1985

JEC hosts its first Rand Show

1994

• JEC celebrates its 10th anniversary • Auto Africa debuts at JEC

2002

JEC hosts the World Summit on Sustainable Development

VENUE OF CHOICE

“Over the years, we have done our best to keep up with the demands of a growing exhibition, conference and events industry,” explains JEC CEO Craig Newman. “It became more and more critical as South Africa became a destination of choice for business tourism both locally, in the rest of Africa and abroad.” As a result, the JEC underwent a massive transformation in order to ensure it maintained its international standards of service excellence. “The upgrade was

2004

Twenty years later and the JEC is s ll going strong; the centre has had a strong increase in exhibi ons, events and conferences

2005

Wesbank’s R4 billion celebra ons is held at the JEC

COVER STORY

This year JEC hosted the world’s premier outdoor electronic music event, Ultra Music Fest

O all the venues we are Of using for Ultra Worldwide, u tthis is by far the best one. It’s unbelievable, the amount of un potential we have to grow with the venue. Ray Steinman, production director for Ultra Worldwide

We continue to recommend JEC as much as we can and will continue to make use of the venue. Nick Sarnadas, events manager for SA Chefs Association

Our Long Service Awards function, with approximately 250 guests, ran very smoothly. We had many compliments. Karen Stevenson of Poly Oak Packaging

Our event (Liberty Life Year-end function: 3 000 guests) was a huge success due to the service received from the staff. The food was absolutely amazing. Liberty looks forward to having future events at JEC. Ignatious de Vries, events manager, Liberty Life

important in holding our position as a leading national and international exhibition, conference and events centre,” Newman says. “However, no matter the size of the event, we always try to give it our inimitable and unique personal touch, which is what has always set us apart.” The JEC was designed as a multipurpose facility, proudly offering exhibition halls with over 50 000 m2 of covered space, as well as over 100 000 m2 of outdoor space, with an arena that can comfortably accommodate up to 20 000 people. This ability to adapt and transform is part of what has made the JEC a venue of choice for so many years. In three decades, the JEC has hosted shows and exhibitions of various sizes.

“We’re geared towards meeting the demands of any event,” Newman says. “JEC has the capacity, experience, resources and strategic partnerships necessary, across a broad client base. We always aim to deliver a world-class experience in a truly African city,” he adds.

RAND SHOW The JEC is also the official home of South Africa’s favourite consumer event, the Rand Show, which celebrates its 120th anniversary this year. “In our 30 years, we’ve been privileged to host this iconic event and watch how it has evolved over time,” Newman explains. “It is only growing with popularity and we look forward to yet Military demonstration at the Rand Show

2007

Voted best exhibi on and event venue in subSaharan Africa with the PMR Diamond Award (this win was repeated in 2011)

2008

JEC welcomes Mega Fest International for a three-day festival, where Bishop TD Jakes addresses a crowd of over 30 000 each day

2009

JEC undergoes a major upgrade and refurbishment programme cos ng more than R40 million

2010

JEC is used as the Interna onal Broadcas ng Centre for the 2010 Fifa world Cup

2011 • JEC hosts the first Automechanika South Africa • Johannesburg Interna onal Motor Show (previously Auto Africa) is hosted at JEC for the first me by SA Shows and NAAMSA

2012

JEC becomes the new home for Sexpo

2014

• JEC turns 30 • JEC hosts the world’s premier outdoor electronic music event, Ultra Music Fest

MEETINGS l MAR/APR 2014 •

COVER STORY

MEET THE TEAM M

The JEC can cater for a small intimate event for 10 people or large events of up to 100 000 people

The attention to detail that general manager Hannes Venter gives to e each and every exhibition, as well as to the logistics, helps make the events the successes that they are. Exhibitions and events manager, Desrae McDonnell’s logistics experience is monumental in the planning process. She advises and helps clients plan and see their event come to fruition – an extremely important role.

JEC IN NUMBERS

another successful show this year.” of space under one From 18 to 28 April, roof show-goers can look 100 000 m2 forward to an 11of outdoor day extravaganza exhibi on space packed with entertainment for 1 000 000 people through the the whole family to gates in 2013 enjoy. “Last year we experimented with 20 000 a shorter schedule,” parking bays Newman says. 5-STAR “This year we have catering facilities de decided to revert on site ba back to a longer line line-up in order to take advantage of all the holidays in April.” The JEC is also home to numerous other world-class trade and consumer shows, including Automechanika, Johannesburg International Motor Show, Electra Mining, Interbuild, Propak, Trans Africa and Sexpo. Now at the start of a new decade, the JEC aims to build on its list of achievements and maintain its reputation for delivering worldclass exhibitions.

50 000 m2

WHAT THE FUTURE HOLDS Although the global economy has been hard hit and many industries have certainly suffered, the team at the JEC feel that the future is bright. “We are placing a firm focus on innovation, exceptional customer service and a global reach,” explains Newman. “We aim to work closely with both local and international partners in 2014 so that we can continue to deliver world-class

6 • MEETINGS l MAR/APR 2014

events for clients and delegates alike. Irrespective of the local economic climate, we will always do our best to deliver outstanding exhibitions, conferences and events, each and every time.” So what can be expected from the JEC in the next 30 years? An unerring determination to remain Africa’s venue of choice. “We will always do our best to give each event the hospitality, professionalism and attention it deserves,” says Newman. “We are confident that the future of the exhibition and events industry is positive and we will always aim to exceed the expectations of our clients.” +27 (0)11 494 1920 info@expocentre.co.za expocentre.co.za

MEETINGS RECOMMENDS

For the past 30 years, the Johannesburg Expo Centre nt has be been exceeding expectaƟons in all the event that have been held there – from exhibiƟons, conferences, business meeƟngs to cocktail and year-end funcƟons

Christo Venter is the operations manager. He and his team are vital to the smooth and daily operations of the venue before, during and after any exhibition, conference and event. Karabo Moikangoe, marketing and sales executive, handles the JEC’s business development. He secures new venue clients and builds on existing relationships too – it’s all about keeping the client happy. And then there’s the glue that holds everything together: JEC’s CEO Craig Newman. “The JEC’s mission has always been to offer professionalism, flexibility and hospitality so that we can provide our clients with world-class service and ensure that their experience exceeds expectations each and every time,” he explains.

2014 EVENTS • 18 to 28 April Rand Show, randshow.co.za • 8 to 10 August Boat and Bike Show, outdoorlifestyleshow.co.za • 12 to 14 August African Farmers Workshop & Expo, africanfarmers.co.za • 20 to 23 August Interbuild Africa, interbuild.co.za • 15 to 19 September Electra Mining, electramining.co.za • 7 to 9 October TransAfrica, transafricaexpo.co.za • 17 to 19 and 24 to 26 October Jehovah’s Witness Na onal Conven on (30 000 delegates) • 13 to 15 November China Global Sourcing Expo, globalsources.com

MICE BITS

60 384 407

The total of passengers that passed through Dubai Interna onal Airport vember (DXB) from January to November assenger 2013. It’s projected that passenger lion in numbers will reach 78 million 20. 2015 and 98 million by 2020.

WHY IS SHE SO HAPPY? One of the 2014 trend trends in the exhibition industry booths on stands. This means is the use of photo boo that those who – like Helle Thorning-Schmidt Minister of Denmark – love the Prime Minis taking selfies can take as many photos of themselves themselv as they like.

Chicken is taking centre in stage on2014.menus Chefs are

Tidbits

slow roas ng their chickens and stuﬃng them with ingredients like foie gras and black truﬄes. Source: Marisa Churchill, pastry chef and author of Sweet & Skinny

Meetings must-know trivia Stay connected with The Maslow app – the perfect companion for your next business mee ng or leisure visit. Features include informa on on conference rooms, hotel facili es and dining. The My Maslow func on allows users to create their own i nerary and Get Social allows guests to connect with The Maslow.

APPTASTIC

WHY WE LOVE AND HATE EVENTS You hate it when your client thinks they can do a better job than you – and they are clueless. You love knowing that you could have thrown a better event than Jay Gatsby. The GL events Oasys app is an interactive multimedia showcase of the company – a major service provider of infrastructure and manufacturing of custom equipment for shows, events, concerts and summits both in South Africa and the rest of the world.

Originally developed for EXSA 2014 conference, the EXSA app will become a useful tool for the industry. The Young Professionals Forum has some great ideas on how to use the app throughout the year.

Decor/food are Social Media Make sure that you spend the money on decor for a endees to capture via Instagram.

Ombre event decor Ombre – having tones of colour that shade into each other, gradua ng from light to dark

OUT

big

bigger

biggest

1 085 m Table Mountain

269 m 139 m Great Pyramid of Giza

The Hillbrow Tower

324 m Eiﬀel Tower

828 m Burj Khalifa

Event decor that’s black and white with a pop of colour

MEETINGS l MAR/APR 2014 •

The medical profession requires a high level of experience when managing its events. Martin Hiller brings you all the information you need to organise a medical conference.

8 • MEETINGS l MAR/APR 2014

Dissecting medical conferences M

EDICAL COMPANIES and associations prefer to work with experienced highly professional event managers who have a proven track record in the industry – one which is based on reputation, transparency, trust and an understanding of the market needs. With this in mind, it is important that event managers have a good understanding of what the conference outcomes and the delegate needs are. “There are specific rules, regulations and guidelines

that need to be adhered to, specifically with regard to handling of delegates,” says Mandy Elliott, owner of Meetings Management Services International.

THE DELEGATE From professors and doctors to allied personnel, medical conferences attracts a variety of professionals, both from the private and public sector, which require an efficient and professional approach. “Delegates are

MEDICAL CONFERENCES • Overview

hands-on training sessions and new equipment demonstrations. All venues should be spacious and modern enough to allow for the vent to run efficiently.

TECHNOLOGY The use of interactive technology is extremely useful at medical conferences as these events are a learning experience for delegates. McGuinness states that feedback is necessary from delegates and the following devices and technology can be used: iPads, keypad technology and smartphone apps. She adds: “Videoconferencing is becoming popular due to cost saving and enables committees to cost-effectively facilitate live case studies and the use of high-level international speakers.”

ENTERTAINMENT

demanding in that they have limited time and therefore do not want to attend meetings unless the programme is well designed and the speakers are intellectually attractive,” says Sue McGuinness, director: Medical Division of Europa Organisation Africa.

BREAKAWAY ROOMS A MUST Depending on the objectives of an event, breakaway rooms will be needed for delegates. “Medical conferences always have many parallel running sessions and special interest groups and multiple conference rooms and breakaways are required as a result,” says Stephanie Moss, MD of Stephanie Moss Solutions. Breakaway rooms also allow for

MEET THE EXPERTS FROM LEFT Sue McGuinness, director: r: Medical Division of Europa Organisation n Africa; Mandy Elliott, owner of Meetings Management Services International (MMSI); and Stephanie Moss, MD of Stephanie Moss Solutionss

For Moss, opening cocktails and farewell dinners are a must. Entertainment at these functions should not be too formal or over-bearing, as delegates prefer to enjoy networking and relaxation time with colleagues and friends. “Musical performance, comedy acts or even just background music work well as entertainment,” says McGuinness. However, not all medical conferences allow for entertainment. This is the case for Elliott. Her clients have specific requirements that allow for only lunches and dinners. It is therefore important to always know what your client’s requirements are.

CHALLENGES Each medical conference will have its own unique challenges. McGuinness advises that the committee and chairperson should be proactive and respond timeously to emails and also to keep to the schedule of prepared timelines and deadlines. She adds: “Medical professionals are very busy and they require a professional and experienced company to support them with the daily tasks to ensure that the planning for the event runs smoothly and that the experience is enjoyable for all involved.”

10 1 2

4 5

8 9

TIPS FOR EFFECTIVE MEDICAL AND PHARMACEUTICAL CONFERENCES KNOW YOUR CLIENTS There may be set parameters and by knowing what your client’s needs are you will know what is permitted. TYPE OF CONFERENCE Critically think through the objectives of the medical conference – will it take on the format of a case study conference, product launch or association meeting? FORWARD PLANNING Ensure that deadlines, timelines and check-lists are implemented as early as possible. Also top venues are often booked way in advance. NEGOTIATE Make sure that you have relationships in place with your industry suppliers, so that they can assist you with making your budgets work. TECHNOLOGY Decide on the appropriate available technology that will best suit your needs. Introduce the technology to the delegates from an early stage and entice them to use it before the event even starts. FLEXIBILITY Schedules of medical professionals, the pharmaceutical industry and guest speakers are busy, so you will need to be prepared to deal with lots of changes, often at short notice. INCENTICES Reward delegates for using the question and feedback technology. Have a quiz, photo competition or perhaps even give a prize to the person that posts the most messages. EVALUATE Always evaluate the success of the conference. You need the data afterwards to plan your next conference. DELEGATE FEEDBACK Do not let discussions end when the conference ends. Provide delegates with feedback opportunities or info pertaining to discussions.

1 10 DEBRIEF Have a debrief with everyone

involved if possible to discuss lessons learnt and plans for the next conference.

MEETINGS l MAR/APR 2014 •

MEDICAL CONFERENCES • Venues

Prescribed venues PRETORIA The CSIR InternaƟonal ConvenƟon Centre (CSIR ICC) has over three decades of experience in hos ng medical conferences. The CSIR ICC is an ideal venue for medical conferences as there are no conference logis c requirements that the conven on centre is unable to assist with – from its shu le service arrangements and accommoda on to preand/or post-conference tours. csiricc.co.za

DURBAN At Hilton Durban, the onsite team of event coordinators is dedicated to exceeding expectations for any social or professional gathering. Its central location, adjacent to the International Convention Centre, and beautifully decorated meeting spaces are ideal for hosting up to 400 guests. Flexible venues in the hotel include a grand ballroom, polo room and two specially designed meeting rooms with city views. www3.hilton.com PRETORIA With eight conference rooms, an executive boardroom and 11 halls varying in size, the Tshwane Events Centre can handle any medical and pharmaceutical conference. The large spaces available allow for large delegate numbers and mini expos to happen all under one roof. The variety of breakaway venues all in one property is ideal for oneon-one meetings or small group meetings. State-of-the-art infrastructure services – Wi-Fi access, secretarial services and top class catering – ensure that Tshwane Events Centre offers a comprehensive turnkey service. tshwane-events.co.za

WESTERN CAPE Nestled amid the natural beauty of the Cape Winelands, NH The Lord Charles welcomes delegates with warm hospitality and eﬀortless luxury. The hotel oﬀers a refined, contemporary style to any business func on or special event, and prides itself on its comfort, elegance and welcoming hospitality, ensuring an in mate conference experience for all visitors. nh-hotels.co.za

10 • MEETINGS l MAR/APR 2014

M E D I C A L C O N F E R E N C E S • Te c h n o l o g y

TYPICAL TYPES OF MEDICAL CONFERENCES

and how Lumi technology can improve them

CASE STUDIES This type of medical conference is held by pharmaceuticals for doctors to discuss specific conditions and medication that can be used to treat various conditions.

LUMI TIP Doctors are required to a end these conferences as part of their con nuous development (or CPD points). Lumi technology can be used to track the par cipa on of doctors to get these points. It can also be used for surveys, which will help the pharmaceu cals delve deeper into each specific doctor’s treatment approach and methodology.

PRODUCT LAUNCHES When a pharmaceutical company launches a new product, they need to equip their sales team with knowledge about the product. The sales team’s knowledge is normally tested by quiz competitions, with prizes being awarded to the winning team or individual.

LUMI TIP An app can be used for these sales reps to take part in surveys and quizzes, as well as: • access their sales database • log mee ng informa on as soon as they complete appointments with their clients • par cipate in monthly sales mee ngs wherever they are via messaging • get product informa on • log calls for support.

CONFERENCE IDEA Use technology to creatively deliver the content discussed in bite ssize chunks – instead of giving boring medical statistics about a certain condition, ask the audience what they think a particular statistic is and try and dispel the myth.

MEDICAL ASSOCIATION CONFERENCES With this multifaceted forum, association members will be kept abreast with what has been happening in the industry and their association. During the conference voting for board members, resolutions and other decisions about association will be done.

LUMI TIP All associa on members are registered and receive a Smartcard that is inserted in the Lumi Connector keypad that allows them to vote as vo ng at these mee ngs is always iden fied. The built-in microphone of the Lumi devices can also be used for any discussions leading up to a vote or nomina on. Take the online Q&A test and start accumulating credits. saconference.co.za\cpd

MEETINGS l MAR/APR 2014 •

NORTH WEST

An authentic African experience Bakubung Bush Lodge is situated in the Pilanesberg Game Reserve and offers luxury accommodation. The experienced team of banqueting and function coordinators will help you in taking care of your next event. bakubung.co.za

5 Known as the heritage destination of South Africa, the North West province is a rewarding meetings and events destination. Meetings explores its vast possibilities.

ITH ITS WIDE-open African skies, the big five and a variety of birdlife, five-star accommodation and state-of-the-art conference facilities, the North West is an ideal MICE destination. Event organisers will benefit from the outstanding service, stylish environment and excellent meeting, incentive and conference facilities.

THE REGION The province extends all the way from Gauteng to the Botswana border. The area is flanked by the Magaliesberg and the Kalahari Desert. The North West is home to the Pilanesberg and the Madikwe game reserves.

GETTING THERE Another attractive quality of the North West is its location. It is easily accessed via major highways from Johannesburg and Pretoria.

12 â€˘ MEETINGS l MAR/APR 2014

REASONS TO PLAN YOUR EVENT, TEAM BUILDING ACTIVITY OR INCENTIVE IN THE NORTH WEST

THE LANDSCAPE Varying between lush forests to rolling grasslands, the North West is about offering an authentic African bush experience. GET CLOSE TO NATURE North West is home to a great variety of game species, including lion, buffalo and rhino. Delegates will be able to get close to these animals on the numerous privately owned game reserves. FIVE-STAR HOSPITALITY With numerous five-star guest houses and guest farms with conference facilities, the North West has become a haven to delegates who want to have a unique African experience without compromising on comfort. HISTORICAL AND CULTURAL INTERESTS Delegates can explore the German community of Kroondal, which dates back to 1857, as well as the indigenous Bafokeng, Bakgatla and Batswana tribes with their totemic and other tribal traditions. OUTDOOR PARADISE For the adrenaline junkie delegate, the North West offers hiking trails, mountain biking trails, canoeing, white water rafting, mountain climbing and abseiling.

DESTINATION • Nor th West

MUST-USE VENUES

Rio Hotel and Convention Resort strives to make your accommodation and entertainment experience an exhilarating affair. Reinvent yourself in true carnival style after a successful meeting, conference or event. Catering for groups of up to 1 000 guests, the resort makes sure the party continues. riocasino.co.za

Mmabatho Palms Hotel Casino Convention Resort offers a variety of entertainment and relaxation facilities under one roof, with the added benefit of having a world-class convention centre that can accommodate up to 300 guests. The resort is also near one of South Africa’s top golf courses. es. mmabathopalms.co.za

Rhulani Safari Lodge, situated in Madikwe Game Reserve, is set along a crest, commanding stunning vistas of the game reserve. It oﬀers five-star luxury accommoda on in a malariafree environment. The conference centre tre accommodates up to 30 delegates. There are nine rooms available at Rhulani and overflow can be arranged at the neighbouring five-star lodge. rhulani.com

Lesedi African Lodge and Cultural Village will breathe new life into company conferences, functions and special events. Enjoy the spirit of Ubuntu at this unique cultural venue where the music, song, and warmth of Africa’s hospitality await aw you and the lifestyle of her people will enthral you. lese lesedi-conference.com

HE SAID IT The North West province oﬀers value for money, hotels and lodges that rrate ate w with the best in world and prime business tourism opportuni es. We boast friendly and hospitable people, and wildlife in abundance.” Allan Losaba, CEO of North West Parks and Tourism Board

MEETINGS l MAR/APR 2014 •

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

RELAXING STAYS. EXCITING TIMES.

GROUP SALES: Tel: +27 (0)11 928 1903 | Fax: +27 (0)11 928 1551 | E-mail: sales@peermont.co m CENTRAL RESERVATIONS: Tel: 0860 777 900 (SA only) | Tel: +27 (0)11 928 1928 | www.peermont.com EMPERORS PALACE in Johannesburg, GRACELAND in Secunda, UMFOLOZI in Empangeni, RIO in Klerksdorp, KHORONI in Thohoyandou, FRONTIER INN in Bethlehem, MMABATHO PALMS in Mafikeng, MONDAZUR in San Lameer, THE GRAND PALM, GICC and THE MONDIOR HOTEL in Gaborone, and THE METCOURT HOTEL in Francistown, Botswana.

A true wonderland One look at a world map and it soon becomes apparent why Dubai is the perfect spot for meetings and incentives, writes Steen Jakobsen.

The Burj Al Arab is one of Dubai's most iconic buildings

UBAI’S LOCATION MAKES it the perfect gateway to emerging markets in the Middle East, Africa and Asia. As it stands, one-third of the world’s population is within a four-hour flight of Dubai and twothirds are within an eight-hour flight. Served by more than 145 airlines flying to more than 260 destinations across six continents, Dubai International Airport is ranked the second busiest airport in the world in terms of international passengers, according to Airports Council International’s latest figures. Once on the ground, Dubai’s infrastructure is such that doing business here is easy. There

STEEN JAKOBSEN is the director of the Dubai Convention Bureau, where he is responsible for the promotion and development of Dubai into one of the worlds’ leading destinations for business events.

14 • MEETINGS l MAR/APR 2014

are currently more than 600 hotels in the United Arab Emirates, offering over 80 000 hotel rooms. According to current plans, a further 35 new hotels are in the pipeline, providing an additional 10 000 rooms by 2015.

City Momentum Index released by the realtor Jones Lang LaSalle in January 2014. But Dubai is far more than just all about business. It’s one of the world’s safest and fastest-growing tourist destinations.

FOR BUSINESS TRAVELLERS

FOR INCENTIVE DELEGATES

Dubai’s hotels offer a plethora of flexible business facilities – whether that’s simply a meeting room for 10 people or a convention for thousands. And, of course, this is all backed up with the vast facilities offered at the Dubai World Trade Centre – the host of over 50% of all exhibitions in the Gulf Cooperation Council. Backed up by a professional service and a ‘can do’ attitude, business travellers will appreciate the business opportunities on offer in this city. This goes some way to explaining why Dubai has been named among the top three most vibrant cities in the world in the latest

Dubai offers an array of truly memorable experiences. Itineraries can capture the essence of Arabia with desert safaris, dune bashing, falconry and camel riding, while those looking for adrenaline-fuelled adventure can go sky-diving over Palm Jumeirah or dive with sharks at the Dubai Aquarium. Of course, that’s not forgetting witnessing the Dubai Fountain in full force, looking down on the city from the observation floor of the world’s highest tower, visiting the amazing aquariums and the swathes of golden beaches, as well as world-class shopping, dining and nightlife. What’s more, it’s available all year round, thanks to the near-constant sunshine. The possibilities in Dubai are endless – where else can you spend the morning on the beach, the afternoon snow skiing and the evening riding a camel in the desert?

DESTINATION • Dubai

THINGS TO DO...

Standing at 829.8 m, the Burj Khalifa is the world's tallest building

BUILD A SNOWMAN Don’t miss Ski Dubai, a huge ski slope situated in Mall of the Emirates at the Marina end of the city, close to Burj Al Arab.

VISIT THE TALLEST BUILDING IN THE WORLD Visit the Burj Khalifa, the world’s tallest building, which has some spectacular views from the observation deck on the 124th floor.

WATCH THE SPECTACULAR FOUNTAIN SHOW Check out the attractions around the Dubai Fountain, which is a massive display of shooting water jets and lights spread out over 300 metres.

What Dubai offers the conference organiser

UBAI HAS THE best infrastructure in the region to support business events – aviation, public transport, roads, hotels and, of course, venues. Powered by an increase in passengers coming into the emirate, Dubai World Trade Centre (DWTC), for instance, has secured its position as the Middle East’s premier platform for business networking and international trade by hosting some of the most important and wellattended business events in the region, like Gulfood, Arab Health, Arabian Travel Market and GITEX. In the near future, DWTC is set to expand with the relaunch of the Dubai Trade Centre District, a 146 000 m2 site between the current Dubai Interna onal Conven on and Exhibi on Centre and Emirates Towers. The district is designed to deliver a highly efficient business, commercial and retail environment, with cu ng-edge infrastructure. While the DWTC is the largest venue, Dubai offers a range of different mee ng, event and conference facili es to cater to all requirements. In

addi on to infrastructure and accessibility to Dubai, organisers of business events can benefit from the citywide/ industry exper se the Dubai Events and Conven on Bureau oﬀers in event development, des na on exper se, conven on planning, a endance building and on-site event servicing.

GO TRADITIONAL No trip to Dubai would be complete without a trip down to the Dubai Creek. Take an abra over the creek to con nue exploring the older parts of the city. WORLD’S ONLY 7ͳSTAR HOTEL The Burj Al Arab is designed to resemble a billowing sail. It is one of the most photographed structures in the world.

The Dubai International Convention and Exhibition Centre

MEETINGS l MAR/APR 2014 •

INSIGHT

Will the real exhibition The exhibition industry is particularly sensitive to emulation and in the past few years, similar sector exhibitions held within weeks of one another have emerged and at times even at the same venue. Helen Brewer of the MICE Academy investigates…

VER A CENTURY ago, John Ruskin, a

leading English art critic said: “There is hardly anything in the world that some man cannot make a little worse and sell a little cheaper.” In the world of exhibitions in particular and conferences in general, this saying is becoming more pertinent, certainly in South African. It may not necessarily be worse or cheaper, yet there is a strong tendency to emulate a type of exhibition or conference theme within weeks of one another. Although the best form of flattery is said to be imitation, it can also be annoyingly frustrating and indeed expensive for the originators of the type of exhibition whose first reaction is to call their attorneys in haste as they perceive the attendee numbers being whittled down before their very eyes in favour of the rival exhibition. There have been cries of foul play from a variety of quarters aimed at the venues, emulators, collective industry associations – you name it. In dissecting who is to judge on this dilemma it is necessary to view the issue from a variety of stances. Bearing in mind that at the toe of Africa we need to take cognisance that this is not Europe or the US where one is generally spoilt for choice and variety with public transport accessibility and the like readily available.

EXHIBITION VENUES

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.

16 • MEETINGS l MAR/APR 2014

Exhibition venues will make it clear that their purpose is to sell space with all the bells and whistles that make-up a successful exhibition venue. Their role is not to police or discern client’s booking needs based on the name of booking and it is unlikely venue management will either reveal a similar booking on the ethics of a booking with similarities with other bookings. Some venue management profess to having policies in place if this situation does occur, yet the MICE Academy’s investigations, albeit limited, have shown that not all exhibition-organising clients take in these policy statements with a smile on their face.

EXHIBITION ORGANISER It is mainly the original exhibition organiser who has the real challenge of a sudden fellow interloper when all the pre-exhibition monies have been committed over a protracted period of time. If the exhibition organiser has a concern regarding a similar exhibition over the same period, it is surely the organiser’s prerogative to insist on an appropriate clause within the contract – especially if the bottom line is a significant six-figure amount. Would the venue accept a

INSIGHT

please stand up? clause of that nature? It’s dubious. However, with expert negotiations of repeat bookings over a five-year period – all aspects being equal – may persuade the exhibition venue to have second thoughts. The newcomers that decide to compete with a similarly themed long-standing show may have researched the weaknesses over a protracted period of time in observing both exhibitor as well as visitor dissatisfactions. Based on these repeat challenges, a gem of a much improved ‘mousetrap’ can grow into

an overwhelming enthusiastic surge of ‘let’s do it!’ It could be argued that when two similar shows are held over a short space of time there are no winners as the exhibitors and indeed visitors may be split between loyalties and new enticing incentives.

SIZE OF THE MARKET The attendee population in a particular industry sector can be limited and unless the exhibition organiser finds more real incentives to draw visitors to their particular show, it can prove a devastating financial loss to the long-standing regular exhibition organiser if a similar market is enticed away from their regular show habitat, especially over a similar time period within the year. It is this point organisers should constantly bear in mind: even though there was either limited choice of a similar exhibition in the past, resting on one’s laurels is not a good thing and constant well-researched improvements based on visitor feed-back should be a standard practice. In other words, when this year’s show ends, the various admin

It could be argued that when two similar shows are held over a short space of time there are no winners systems kick-in on a much higher gear to take account of real-time show improvements with early motivations and serious build-ups to the next show.

to establish a credible and effective range of potential buyers of exhibitor’s products. Over the years, this financed and convention bureau-sponsored programme has proved highly successful and hence has been copied over and over again by other trade show organisers. It is becoming more significant that the manner in which hosted buyers are researched and selected is likely to prove the make or break of future trade shows. Annual exhibitors to trade shows that the MICE Academy made contact with made it clear that unless there is real authentic buyers with serious pre-show appointments, the likelihood is that most will find another channel or exhibition where the likelihood of a greater base of potential buyers is possible. Hence the shows in which friends and distant relatives of show organisers are discovered as a ‘personnel perk’ are surely becoming a thing of the past.

COLLECTIVE INDUSTRY ASSOCIATIONS Various industry associations have attempted some kind of control over similar shows calling for a three-month cooling period. However various venues and organisers have dug in their heels in the true spirit of capitalism and ignored the call, which in the past may have alienated some members from their association.

WHO ARE THE REAL EXHIBITION JUDGES? We are told that it takes three years to truly know whether an exhibition is a success or not. With that in mind, it is the fickle show visitor who is surely the real judge as to an exhibition’s success. Without that real, dynamic, ‘need-to-be-there’ footfall and plenty of them – no other judge really enters the picture.

DRAWCARD-HOSTED BUYERS Some 30 years ago, Messrs Bloom and Flackett, the then-Geneva-based EIBTM owners at the time, realised the way to ensure an ever-growing exhibitor base was

Take the online Q&A test and start accumulating credits. saconference.co.za\cpd

MEETINGS l MAR/APR 2014 •

Nelson Mandela’s memorial will be remembered for the rain, the boos and the fake interpreter

Speaking the same language Thamsanqa Jantjie’s ‘performance’ at Nelson Mandela’s memorable service highlights the dangers of not using wellknown, independent and experienced professional interpreters, writes Joyce Trocki.

18 • MEETINGS l MAR/APR 2014

HE ROLE OF THE interpreter has come under the spotlight as South Africa continues to lure more foreign delegates to its shores. Most of the problems in the field of conference interpreting are due to the fact that professional and other conference organisers do not understand what interpreters do, how they work, the importance of using trained and experienced interpreters as well as sound providers, and where and how to find these experts.

IT IS NOT ABOUT PRICE Organisers should look for the best interpreters and sound providers available and not shop around on price. Just because people can use two or more languages with some degree of skill does not mean that they can translate or interpret. Conference organisers should always use at least two interpreters for each language. Simultaneous conference interpreting is highly specialised and stressful work. This is why one will often find three interpreters

per booth, or even four (two each way) and why they alternate.

RELIABLE EQUIPMENT The best interpreters in the world cannot interpret what they cannot hear clearly and correctly. Interpreters need good, reliable equipment and technicians, as they must be able to hear clearly and to get their version out as quickly and coherently as possible. Conference organisers must ensure that the interpreters know and approve the sound provider. There must be a qualified technician in attendance at all times. The quality of the translation will be affected by unsuitable, inappropriate, poor and unsupervised sound equipment.

THE BOOTH Some conference venues may have its own built-in interpreter booths. If not, you will need to build a soundproof one. Ensure that the booth is clean and free of dust. The interpreting booth must be placed so that the door faces away from the delegates

INSIGHT

DID YOU KNOW?

Translators translate documents and interpreters interpret speech.

1 2

3 4 5 6

TOP TIPS FOR EVENT ORGANISERS

KNOW THE LANGUAGE Interpreters and translators should only work in their own language and their second language. DO NOT ACCEPT THE LOWEST QUOTATION Try to obtain the services of a good interpreter, as the success of a conference or an event or a series of events often depends on good interpreters. Never economise on the interpreter, translator or the sound equipment. CONTACTABLE REFERENCES You need qualified and independent professionals with contactable references. PAIRS You need at least two interpreters for each language direction. CHO0SE THE BEST Teams of simultaneous interpreters must be chosen by an experienced interpreter. RELIABLE SOUND EQUIPMENT Work with reliable sound equipment providers and technicians.

INTERPRETATION and can be left open at all times so that the interpreter get as much air as possible. The booth should be placed so that the second interpreter is able to leave and enter the booth and conference room without disturbing the delegates and the speaker, ideally near a door. The booth should be situated so that the interpreters have a clear view of the screen and so that they can read what is on the screen.

WORKING WITH INTERPRETERS In order to ensure accurate interpretations, ensure that the interpreter works under the best possible conditions for maximum performance. Send copies of the programme, and documentation and copies of the speakers’ speeches to the interpreters before the conference. This will give the interpreters a chance to become familiar with the subject matter and the specialised terminology. Also remember: tired, hungry and thirsty, and uncomfortable interpreters can make mistakes.

Images from The Mirror

WORKING WITH SPEAKERS If speakers really want to get their messages across, they must pause at the end of every sentence and try to glance at the interpreters to see if they are coping with the pace. Speakers cannot slow down unless they pause.

WORKING WITH DELEGATES Each delegate must have a headphone for comments and questions in both languages. It is also important to advise delegates that there will be simultaneous interpreting. You can include the following in your conference programme: Please note that simultaneous interpreting services have been arranged for your conference. If you want the interpreter to do justice to your presentation, please remember to speak reasonably slowly and clearly so that the interpreter, who is following about half a sentence behind you, has time to JOYCE TROCKI is understand what you head and co-founder of the only network are saying and to say of professional this in the same way translators and in the other language, interpreters in central and with the same Southern Africa, nuances, while storing TINSA (Translators and remembering at and Interpreters the same time what Networks of Southern Africa). you are saying now. Take the online Q&A test and start accumulating credits. saconference.co.za\cpd

FACTS VS FICTION MYTH The ability to speak two or more languages means you can interpret A good conference interpreter needs verbal and mental agility and an indepth knowledge of two languages. One of these languages should be his or her home language/mother tongue. The interpreter must be able to convey all the nuances of the original speaker in the other language.

MYTH Membership to a professional organisaƟon means that you are an expert interpreter Membership only means that the member has paid his or her membership fee.

FACT An accredited interpreter or translator has passed a voluntary examinaƟon Once an interpreter or translator has passed the examina on set by the South African Translators Ins tute, they are en tled to use the abbrevia ons APSI and APT a er his or her name.

FACT Maximum actual working hours must not exceed seven hours per day If interpreters will be needed for more than seven hours in one day, a second team of interpreters may be required.

FACT There should be two interpreters for one direcƟon in each language combinaƟon (e.g. Portuguese to English) However, in South Africa, there are usually two interpreters who work in both direc ons (e.g. Portuguese to English and English to Portuguese)

MEETINGS l MAR/APR 2014 •

Are students fit for purpose? Do good event management degrees deliver good event management candidates? John Fisher argues that more job skills and practice, and less theory, are needed in the events industry.

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

20 • MEETINGS l MAR/APR 2014

NE HUNDRED YEARS ago, when I

finished my university degree in Modern Languages, my first job was with an advertising agency. I probably knew more about 19th century French poetry than most of the then French government cabinet put together at that time. But I had no idea what the word invoice meant. I remember having to look it up in a dictionary. Talking over with my manager about what an invoice was, along with other basic business terms, I was amazed to discover that advertising agencies gave away their ideas for free and that their income came from commission on media sales. So a successful client was one who spent lots with the media not one who had a great promotional idea. Call me naive, but it never occurred to me that this is how advertising worked and here I was managing several big-name, national client accounts. Back then though, you could do an arts degree and have no transferable skills other than practice in being able to think things through. But these days with a business degree, you would assume that students would learn how event businesses work, what the basic tasks are and how to be immediately useful to a business. I’m not sure this is always the case. Before the Association of Event Management Professors and Lecturers, or whatever it is called, organises a lynch mob to defend their curricula, could I just make a simple suggestion as to what would be immediately useful in terms of

skills for an event manager joining any corporate organisation or consultancy that does events?

JOB COSTING SHEETS The starting point for every project is a costing sheet. Whether this is in Excel, Sage or another financial system, students should be able to set up and populate an event cost sheet with up to, say, 50 elements based on a day-by-day line costing. In addition, they should be able to calculate the costs using mixed currencies including the rand, pound, US dollar and euro within the same project. They should also be able to account for commissions, discount deals and other event chain margins that may be applicable. Much of event management is about ‘the numbers’.

VENUE CONTRACTS Most events require a venue. Most venues ask for a contract to be signed. At first glance venue contracts look like gobbledygook, but after viewing several they all follow a similar pattern. Students should be able to calculate the financial effect of attrition rate policies, cash flow on stage payments, failure to provide rooming lists, late check-out penalties, timely provision of menu choices, meeting room configurations, late changes in food and beverage orders, and local VAT charges and when they might be applicable. Students should also be familiar with airline, coach and ship contracts as there are significant differences from land-based venue agreements.

RISK ASSESSMENTS All events require a risk assessment as the financial and personal consequences of being sued are significant if something goes wrong. Knowledge of what constitutes high and low risk, who might be affected, what key tasks are being undertaken, hazards, the provisions of the Health and Safety Act, international legal obligations. File management of risk assessments on complex events such as multi-event road shows and international movements would be useful on the basis that statistically someone is bound to fall over somewhere at some stage and hurt themselves, especially if they have been drinking.

DELEGATE MANAGEMENT Most delegate management (DM) systems are online, so students should have proficiency

INSIGHT

in populating all the main DM systems in terms of setting up an event, compiling a database, mailing an invitation, responding to acceptances, etc. When on-site, students should be able to set up wireless links, manage a database live and produce delegate reports/badges/seating plans on demand. Post-event analysis of who did what and when should be a natural consequence of all event projects, so familiarity with how to report complex data post-event and ‘take a view’ of what the data is telling you is a skill that can be practised and learned.

EVENT PROMOTION All events require some element of promotion. Students should be able to commission a design for event collateral, be familiar with small-scale print production, be able to produce name badges, menu cards, joining instructions, posters, flyers, speaker notes and other related physical handouts. If the event is largely run online, then experience of tablet, touchscreen and handset technology would be needed together with an appreciation of the role of social

media networking within the context of event promotion.

TEAM MANAGEMENT Most events require a team of support people who together produce efficient and memorable events. Some courses include modules on ‘leadership theory’. But the tasks when running an event are much more basic. Students should be able to interrogate a wide range of briefs, ask key questions (especially if the data is missing), write an event logistics plan, delegate tasks both to colleagues and external suppliers, write a critical path analysis, develop contingency plans, write a working schedule for the actual event, conduct live review meetings with the team while the event is happening, gather financial expenditure

Students should be familiar with standard tools and processes of getting things done before they go out into industry live and assess team member performance. Personal communication skills can be It could be argued that most event management courses these days tackle these issues in principle. That may be true, but principles are no substitute for practice and familiarity with the detailed spreadsheets and processes that are the driving force behind all successful events. Academics may say that practical experience is what the ‘third year in industry’ is for. I would say students should be familiar with standard tools and processes of getting things done before they go out into industry. This not only makes them more useful as short-term employees, but also gives them considerable confidence to play a significant role rather than be a bystander for most of the year. This article is reproduced by kind permission of Meetings & Incentive Travel magazine (copyright CAT Publications)

Take the online Q&A test and start accumulating credits. saconference.co.za\cpd

MEETINGS l MAR/APR 2014 •

SSQ Exhibitions

Exciting & engaging The exhibition industry is always changing. As a result it is important to stay on trend and to push boundaries in order to appeal to a rapidly advancing market. Kim Kitchen shares what we can expect from exhibition stands this year.

TRENDS

1 LARGE AUDIOVISUAL LED screens and lighting are gradually becoming the norm for an exhibition stand. The trend is to use these to enhance the stand and create a dramatic effect. One can literally have a moving wall of imagery through the use of LEDs.

2 INTERACTIVE TECHNOLOGY Think iPads and photobooths. More exhibitors are displaying live Twitter and Facebook feeds from their stands. This form of microblogging encourages people to post their opinions and comments â€“ all in the name of interaction. 3 INNOVATIVE USE OF MATERIALS Wood, metal and fabric are getting notably popular. Fabric is versatile and can define space, while wood is less susceptible to damage and creates a nicer interior look. Metal creates a high-tech look on a stand.

4 IMPRESSIVE STRUCTURES AND SUSPENDED ELEMENTS The trend is towards either large angled and intersecting shapes, or curves and waves on stands. This has been made possible through new technology and a better understanding of how shapes can be constructed.

22 â€˘ MEETINGS l MAR/APR 2014

TRENDS • Exhibition Stands

ConCept G Exhibitions & Events

5 1

TOP TIPS TO ATTRACT PEOPLE TO YOUR STAND ATTRACTIVE AND SOPHISTICATED STAND DESIGN The design should be and appear accommodative, allowing for easy traffic flow on the stand, creating enough e room for attendees to browse br around and interact with the representatives.

3D Design

INNOVATIVE AND INTERACTIVE INTERA TECHNOLOGY From iPad iPads to large AV screens to an impecc impeccable audiovisual system. People Peop LOVE gadgets and they’re intrigued intr by them. Making full use of technology on an exhibition exhibit stand communicates professionalism profession and successful change adaptation. adapt A good idea would be something some that almost all clients shun: providing p cell phone charging units unit on the stand. Needless to say, this t will attract quite a large number num of people, and it is then up to the exhibitor to take advantage advant and find a way of keeping them th there.

OFFER INTERESTING GIVEAWAYS GIV Stress balls and stationery statione are passé. Exhibitors should give away something that will wil act as a constant reminder of the company. Fresh and innovative give-aways giv are needed, e.g. companycompan

5 STREAMLINED LOOK Exhibition stands are starting to move towards a cleaner, more streamlined look, utilising light and dark wood finishes with polished steel accents.

6 DRESSING OF THE STANDS Elements such as modern furniture, AstroTurf flooring and display plants are becoming a vital attractive element of all stands.

7 GREEN STANDS Whether it is a system or custom stand, exhibition stand companies must reuse materials either for future stands or through recycling and donation of stand elements.

8 BEDOUINS Indoors is moving outdoors. Bedouin tents are gaining popularity as they create closed environments that are more reminiscent of what we usually see indoors.

branded USB flash drives, drives which is

9 HIGH STRUCTURES An easy way to attract attention to a stand in an outdoor area is to use high walling.

something that people need n and don’t often discard.

PRE-SHOW MARKETING Exhibitors should create a build-up as the

10 LARGE-SCALE DECOR OR OUTDOOR

show approaches as this gives them

GRAPHICS The clever use of cargo

ample opportunity to communicate

containers to create exhibition space and double storeys is becoming a popular choice.

all there is to look forward to on their stands. The appropriate communication channels for this would be: targeted mails, social

KIM KITCHEN is a marketing and account manager at SSQ Exhibitions, a multidiscipline exhibition stand and set design operation.

media and advertisements in print media that has dedicated focus towards that specific show.

DISPLAYING PRODUCT SAMPLES Directing attention towards a newly released product or service also encourages people, out of

Take the online Q&A test and start accumulating credits. saconference.co.za\cpd

pure intrigue, to inspect the new product, other products, the actual stand and company.

MEETINGS l MAR/APR 2014 •

TRENDS • Exhibition Stands

INDUSTRY EXPERT VIEWS

SHE SAID IT

Tips for having a good relationship with clients

Social media is growing and evolving, as everybody wants in on digital. Exhibition stands are enhanced and the attendee can be wowed by the use of creative and effective digital mediums. From an internal company perspective, process flow, communication and therefore execution is facilitated and expedited, exhibition teams can be managed and time and money can be saved. Gill Gibbs, CEO, ConCept G

PAINTING EXHIBITIONS GREEN

Service, building trust and going the extra mile. A posi ve a tude goes a long way. Knowing your product back to front ins ls confidence in your client. Andrew Gibbs, MD of ConCept G

Service, understanding your client’s brief and objec ves are key contributors.” Conrad Kullmann, groupsales and markeƟng director at 3D Design

Good business is built upon rela onships; rela onships are built upon trust; trust is built upon delivery. Experience also goes a long way. ” Nigel Walker, lker, MD of Compex

• COMPEX Greening is a huge part of Compex’s philosophy. Most materials that it uses are constantly reused and recycled. Opera onal controls are equally important – ensuring that the correct size truck is used means that no extra trips are taken. • CONCEPT G All the aluminium systems that ConCept G uses are reused and the bespoke oﬀcut materials and waste is recycled. ConCept G preserves all the mber from the breakdown of its bespoke exhibi on stands and infrastructure, reusing all that they can for floor ribbing and edging, supports and cladding.

24 • MEETINGS l MAR/APR 2014

SERVICE PROVIDERS

More than just exhibitions

COMPEX

SHELL SCHEME AUDIO VISUAL FURNITURE

SOLUTIONS

INFRASTRUCTURE

STAND DESIGN

After 21 years, Complete Exhibitions has come of age and, after an extensive review, has rebranded itself as Compex.

21 YEARS:

HE REASON BEHIND the name change is simple. Dean

Gunningham, director of operations, says: “This became a necessity because we are so much more than just a provider shell scheme. Following an extensive investment over the past five years in stock, staff and training, the company is now well positioned to provide our clients and the industry with a turnkey solution.”

FOUR PILLARS The company’s foundation is firmly rooted on four pillars: shell scheme, custom and design stands, audiovisual and event infrastructure. These are complemented by an extensive stock of furniture as well as a service that provides exhibitors and event organisers with a wide range of electrical and plant hire options. Having worked extensively within the Confex market, it was a natural extension of the company’s service offering to include an extensive audiovisual component including lighting and staging. Many clients prefer to deal with a single service provider that has a proven track record in the provision of solutions that can enhance an event.

EXPERIENCE FOR THE SENSES An event is all about the experience – an engagement with all of our senses. Ultimately, the participant’s experience and the client’s objectives for hosting the event are the two key measures for how successful a service provider has fared. Doing the same thing over a long period of time does not build experience. How to excel as a service provider cannot be learnt from a book, it is accumulated over many years by working on different aspects of an event, by working across many different event genres and by hosting events under challenging conditions. The ability to devise inspired and reliable solutions is what makes experience the key differentiator between service providers.

MEETINGS l MAR/APR 2014 •

BUILD WITH EXPERIENCE We believe in the power of engaging experiences that bring people together, innovative solutions that support cutting-edge events, and a seemingly endless service offering that consistently delivers superior outcomes. Get in touch with COMPEX and allow us to lend a hand in turning your ideas into reality. Nicole East 011 262 3444 exhibit@compex.co.za www.compex.co.za

SERVICE PROVIDERS

CONCEPT G

Soaring to new heights The team at ConCept G Exhibitions & Events have travelled the globe in order to bring their clients innovative concepts and ideas, which they will turn into award-winning stands.

OR THE PAST four years, ConCept G has produced stands that have captivated, inspired, engaged and enthralled its clients as well exhibition delegates. This is evident in the various achievements and accolades that ConCept G continually achieves, making it a leader in the events and exhibition industry.

EAST MEETS CONCEPT G It is a fact that China has become Africa’s largest trade partner, and Africa is now China’s major import source, second largest overseas construction project contract market and fourth largest investment destination. All of this has impacted on the exhibition industry. Since 2010, ConCept G has developed sound business relationships with strategic partners in China. “In 2010, we were earmarked as a preferred South African supplier, first for our project management services and then in 2011 for our proficient execution of indoor exhibition stands and pavilions, and finally for our outdoor structures that we did for a Chinese construction vehicle company at bauma Africa 2013,” says Gill Gibbs, CEO of ConCept G. Andrew Gibbs, MD of ConCept G adds: “In 2013, one of our partners in China awarded us a large bespoke exhibition stand at AfricaCom. This year we have done exhibition stands at Tyrexpo and The Solar Show for some of our strategic partners in China.”

STAYING ON TREND In February, the ConCept G team attended EuroShop 2014 in Dusseldorf, Germany. This exhibition industry show is held every three years. The team was exposed to the latest contemporary trends in temporary architecture, shop fitting, permanent solutions, decor, audiovisual, lighting, flooring elements and retail components.

and ConCept G donated materials used in the structures to the Kya Sands Informal Settlement, where a fire had recently spread through the area, destroying up to 15 informal homes.”

GOING GLOBAL THE BIG GREEN CONCEPT G

ConCept G is now a fully fledged OSPI (Octanorm Having taken in a full and comprehensive Service Partner International) member, one of share of creative and innovative concepts and only two companies in Southern Africa. OSPI ideas, the team returned home and delved is an international network of exhibit builders straight into Meetings Africa. This is one of the and stand contractors that are qualified few exhibitions that is being subjected to a as experienced full service companies with greening audit. expertise in all facets of Octanorm Exhibition “Temporary bespoke structures and build Systems as well as other methods of exhibit are mistakenly perceived not to be green. With design and fabrication. each element for Meetings Africa, our studio The application process is strict and there are compiled a comprehensive report on the few networks in the world that have the same elements, which will be shared with the audit high standards of professionalism as OSPI. With team to show that bespoke can certainly be this global network, exhibition projects can be green,” says Gill. conducted locally, using OSPI partners to engage One of the arguments that bespoke is and meet with the respective international not green is because the clientele, as well as structures cannot be used implementing the projects in OPSI PARTNER again. Gill disputes this: “After the relevant countries to the ConCept G is extremely proud to be associated with the show, some of the recycled highest quality standards. Octanorm and the OSPI structures and signage will be network on a global scale. installed in SA Tourism's offices fices conceptg.co.za

MEETINGS l MAR/APR 2014 •

The personal touch Clients are demanding unique meetings and smaller conferences. As a result, boutique venues have been gaining popularity with event organisers. Meetings shares its top picks.

GAUTENG Morrells BouƟque Venue and Guesthouse in the heart of Northcliﬀ encapsulates a pure and dis nct escape of French Provençal appeal. Whether it is for in mate gatherings or celebratory soirees, Morrells will cater to your every need and make your special event truly memorable. From product launches to lavish gala dinners, guests will be pampered by our quality and originality. Morrells has created a space where guests experience their venue in all its sumptuousness for any occasion. morrells.co.za

KWAZULU NATAL Amid the sun-drenched valleys of Giant’s Castle in the Midlands lies Hartford House, one of the country’s most beautiful properties. Whether it’s a wedding, a birthday or anniversary, an executive meeting or a product launch, each function is unique, bringing your personal signature to the occasion. There is little they cannot do for you. hartford.co.za

28 • MEETINGS l MAR/APR 2014

GAUTENG The View Boutique Hotel is a luxury five-star hotel and conference venue located in the heart of the historic leafy suburb of Auckland Park, a Johannesburg suburb once famed for being in the country, relative to the city. The magic begins the minute you step foot in his beautiful mansion. The most unique fivestar boutique hotel in Johannesburg, The View is so named because it provides a tranquil oasis amid the bustle of greater Johannesburg. The venue is a gem from where one can dine alfresco in the restaurant overlooking the millions of lights reflecting the vibrant life of the city.

The View provides a stunning feature, extensive terraced gardens with soft lights completing its beauty and in which during warm summer nights plays host to many in music and song. theviewhotel.co.za

KWAZULU NATAL Endless Horizons Boutique Hotel is a luxurious, five-star boutique hotel situated on Umhlanga Rocks Drive. It offers contemporary-classic elegance in naturally beautiful surrounds, exquisite food and generous hospitality. Delegates can enjoy a tastefully furnished lounge, spacious alfresco deck, inviting infinity pool and stylishly appointed superior and deluxe rooms – all this, coupled with attention to detail and personalised service. Endless Horizons conference and function facilities are of the highest standard with state-of-the-art AV systems, spacious working desks, air conditioning, block out curtains and padded chairs. The facilities are suitable for board meetings, medium-sized corporate conferences, strategic planning and team-building activities. endlesshorizons.co.za

MEETING PLACES • Boutique Venues

QUICK

CHAT

MPUMULANGA Discover the lost art of gracious relaxation and sophisticated elegance at Welgelegen Manor. This Herbert Baker designed haven perfectly captures the spirit of understated luxury and personal attention. If you’re planning a grand banquet or less formal luncheon, business meeting or small conference, private party, dinner or wedding, Welgelegen Manor’s combination of an inspirational venue, acclaimed individualised service, attention to detail and superior accommodation will ensure you an event that is flawless, productive and unforgettable. welgelegenmanor.co.za

Charlene Ellappan is the managing director of Charly London Interna onal. She has been involved in small- to largescale events from conceptualisa on to execu on and conclusion. @charly_lodon

What are the advantages of having an event at a boutique venue? In an increasingly

FREESTATE Located in the City of Roses, Bloemfontein, Dersley Manor looks forward to enticing you into a world of decadent indulgence and special treats. The opulent conference room (which seats 40 cinemastyle) is decorated in true Dersley Manor style. Delegates can wander around and experience Dersley Road’s famous greenery. Half-day, full-day conferencing and exhibition space is available. dersleymanor.co.za

8 1 2 3 WESTERN CAPE Set in 5 000 m2 of

simply magnificent park-like gardens, the five-star Andros Deluxe Boutique Hotel is a truly gracious Cape Colonial homestead, originally built in 1908 and designed by Sir Herbert Baker. Located in Claremont, one of Cape Town’s beautiful southern suburbs, the hotel offers luxury accommodation, an award-winning restaurant; conference facilities; an extensive selection of wines, brandies, cognacs and single malts; a gym and sauna; a beauty salon; a swimming pool and complimentary Wi-Fi access throughout the property. andros.co.za

4 5 6 7 8

QUESTIONS TO ASK WHEN BOOKING A BOUTIQUE CONFERENCE VENUE CAN THE VENUE accommodate all delegates? HOW MANY EVENTS are being held on the designated day?

IS THERE A BREAKOUT ROOM or patio adjacent to set up refreshments? IS THE VENUE ACCESSIBLE to special needs guest with physical challenges? IS THERE A SMOKING LOCATION close by? WHAT AUDIOVISUAL equipment is the venue equipped with? HOW MANY PARKING SPACES are available to accommodate vehicles? ARE THERE ANY PLANS for renovations or construction during the requested time period?

competitive hospitality arena, boutique hotels are investing more and more training their staff in five-star service and in their marketing tactics. There is always a special personal touch.

Why would you recommend having your next event at a boutique venue? Boutique venues have a special tranquil charm to them and nothing can compete with their overall ambience. There is always something exquisitely intriguing in the decor – it feels more homely and hospitable than larger venues. Service is impeccable and some five-star boutiques offer a distinct personal touch wherever possible. With most companies wanting to save on costs since the recession, boutique venues offer great value. Bigger is not always better.

Is South Africa on trend with their boutique conferencing offerings? Having worked and travelled in the international arena for over 10 years, I have noticed that the US and UK are highly competitive in their offerings for boutique hotels as venues for board meetings and conferences. To remain competitive among the hospitality arena, many have introduced specialised sales managers purely to market the venue for meetings and medium-sized conferences. It is refreshing to note that South Africa has finally been following suit in the past few years and has an array of beautiful and charming boutique hotel venues to offer. Cape Town and Gauteng are in the lead with Durban and surrounds steadily picking up on this trend too.

MEETINGS l MAR/APR 2014 •

GARDEN COURT MILLPARK

Conferencing in the city Popular with business and leisure guests alike, Garden Court Milpark is situated within the academic precinct of Johannesburg and now offers even greater comfort and convenience.

Garden Court Millpark’s recent renovation included new room types, a new fitness centre and three new conference venues

SOGO SUN’S hugely successful Garden Court Milpark boasts a fresh look and brand-new offerings after an extensive refurbishment and upgrade of facilities. The new design took the surrounding environment of city loft living into consideration and expresses a contemporary aesthetic with strong geometric forms and bold patterns. The massive rejuvenation project included the refurbishment of all the bedrooms, the lobby, the lounge and the corridors, as well as the

MEETINGS RECOMMENDS

addition of three new conference venues and a new fitness centre.

LOCATION AND TRANSPORTATION Located off major through roads and only 30 minutes from OR Tambo International Airport, Garden Court Milpark is a convenient and comfortable city hotel, centrally located to enable guests the opportunity to easily explore the trendy hot spots that Johannesburg has to offer.

ACCOMMODATION Brand new room types have been introduced and the hotel now offers 76 Standard Kings as well as 140 twin rooms, including 12 Superior rooms, 19 Deluxe rooms and four Executive rooms. The Executive rooms offer a small open-plan lounge and kitchenette

The rejuvenaƟon of the Garden Court Milpark hote promises delegates and conference hotel organisers orga a memorable experience, which is enhanced with the he consistent onsisten high standards of service.

30 • MEETINGS l MAR/APR 2014

MEETING PLACES • Gauteng

Room name Melville

1 2 3

4 5

Cinema

Schoolroom

Boardroom

Newtown

39 m

Parktown

36.5 m2

140

Westcliﬀ 1

Size 31.4 m2

47 m

Westcliﬀ 1 & 2 (divisible)

90.5 m

Westcliff Westcl Wes tcliff iff 2

43.5 43.5 m2

REASONS TO HAVE YOUR NEXT CONFERENCE AT GARDEN COURT MILPARK HOTEL

HIGH STANDARD OF SERVICE The staff are friendly, professional and go out of their way to make you feel welcome STYLISH Bold patterns and geometric forms gives the hotel its contemporary feel STATE-OF-THE-ART CONFERENCE ROOMS Conference organisers can chose from five conference rooms, all of which are equipped with the latest conferencing technology LOCATION For conference delegates that want to experience a bit of Joburg, the hotel is located close to various trendy hot spots ACCESS The hotel can be accessed from major highways and is 30 minutes from OR Tambo International Airport.

with semi self-catering facilities. Additionally, the refreshed breakfast room promises guests a comfortable and welcoming start to the day.

CONFERENCE ROOMS

now features a state-of-the-art conference offering with the unveiling of three new conference facilities, seating up to 140 people, as well as the upgrade of existing meeting rooms, increasing the overall conference facilities from three to five rooms.

The new conference offering was driven by the demand for quality venues close to the city and surrounding attractions. The hotel

t +27 (0)10 219 1000 • tsogosun.com gcmilpark.reservaƟons@tsogosun.com

Conference opening special Conference packages start from R325 per person. A full-day conference package includes: • three tea or coffee breaks • lunch • venue hire • standard equipment • parking Valid until April 2014

MEETINGS l MAR/APR 2014 •

TEAM BUILDING

The importance of team building Corporates have realised that team building contributes to the long-term success of the company.

6 1

TEAM BUILDING MEANS A COMMON GOAL

Don’t assume that staff work towards a common goal. In most organisations there are a few employees that work to a different agenda for various reasons. Team building can put a stop to this. Having everyone on the same page ensures that work is being done in an effective way, which means that the company will be productive.

TEAM BUILDING MEANS IMPROVED COMMUNICATION When hiring new staff there is always the chance that they will never know what the other employees are doing and even what they are supposed to be doing. Team building opens up the channels for effective communication.

TEAM BUILDING MEANS BETTER MOTIVATION

Team building builds trust and support between employees. An effective workforce means that team members don’t want to let their team down. Nobody wants to be the reason for causing a project to fail and letting the team down. This will result in a more motivated team.

WHAT MAKES FOR A GOOD TEAM BUILDING ACTIVITY?

3 4

6 Focus on fun. This will li team spirit and create an incredible sense of unity if you get it right. A great facilitator who can read the group and adjust the ac vi es accordingly is impera ve. At Adventure Works we always strive to have the group learn something new and interes ng. If they can see a familiar area in a new light then hopefully they will also see their colleagues in a new perspec ve.” Barry FuƩer, Adventure Works

With team building being part of annual conferences, year-end celebrations, kick off initiatives and meetings, it needs to be fresh. As an organisation, we spend more than anyone else globally on researching and developing new products, consistently debuting between 10 and 15 original offerings every year.” Gerry Skerritt, Dream Team Catalyst.

QUESTIONS TO ASK WHEN BOOKING A TEAM BUILDING COMPANY WHAT INFORMATION DO I NEED to give you about the group and the context of the event? This will allow the team building company to confidently suggest an activity that will exceed your expectations. When you are presented with the options, don’t be afraid to push the team out of their comfort zone in the right manner. IS THE ACTIVITY SAFE FOR MY GROUP? Ask specifically about accidents or injuries, and don’t forget to ask for their insurance and emergency procedures documents. WHICH OTHER SIMILAR COMPANIES have done this recently for a similar sized group? This often answers the question: “Have you done this before?” CAN I GET A LIST OF ALL THE CLIENTS you have worked with in the past 30 days? This is much better than allowing a provider to give you handpicked friendly referees. WHAT IS YOUR BACK-UP PLAN? Weather can play havoc on an outdoor team building activity, so know that your supplier is flexible with potential solutions. WHY SHOULD I USE YOUR COMPANY and not any other? Look for genuine and compelling unique selling points.

D DON’T FORGET THE SMALL THINGS How you wrap up an event often determines its success. A d great photo or collage of your group having fun will bring the energy back into the workplace.

MEETINGS l MAR/APR 2014 •

Let them be

pampered Want to spoil your conference and incentive delegate? Martin Hiller donned on his robe and slippers to bring you his top spas and products.

GIFT BAGS GOODIES

CHARLOTTE RHYS With a fresh approach to luxury, indulgence and excellence, combined with superb quality and eco-friendly natural, botanic and organic ingredients, delegates will be able to enjoy the very best quality that money can buy without compromising their environmental and ethical concerns. Charlotte Rhys is endorsed by Beauty Without Cruelty and is vegan friendly. charlotterhys.com

AFRICOLOGY Helping delegates rebalance

and func on at op mum levels, Africology products are ideal forr delegates who are in need for therapeu c spa treatments. By using Africology products, delegates will step into a space where care and luxury are unsurpassed. africologyspa.com

WHAT ‘PAMPER PRODUCTS’ SHOULD GO IN A GIFT BAG?

MATSIMELA Inspired by mother-nature and the fine botanical ingredients indigenous to Africa, MatsiMela’s philosophy is to create a unique and everevolving product range. The products in the MatsiMela Range are manufactured un locally under the strictest quality co control standards with natural i ingredients sourced from local rural communi es in an eﬀort to support upl ment projects within upli Sout Southern Africa. matsimela.co.za

Body scrub and moisturiser are musts. Beauty starts with your skin. It is the biggest organ of the body and regular exfoliation will remove dead skin cells and improve the texture of your skin. Moisturising also keeps the skin healthy and will help to prevent wrinkles.” Melissa Welken, assistant spa manager at Kievits Kroon

34 • MEETINGS l MAR/APR 2014

SPAS

PRETORIA Winelands Spa at Kievits Kroon Pampering, relaxa on and rejuvena on await you at Kievits Kroon Country Estates’ spacious and luxurious Winelands Spa. It is the perfect place to de-stress and restore your energy and strength, while balancing body, mind and soul. The spa has one of the most advanced thermae treatment facili es in Gauteng. Delegates will be able to re-energise and detoxify in the welldesigned steam rooms, saunas, Jacuzzis, Swiss showers and plunge pools. kievitskroon.co.za

INCENTIVES

SANDTON Africology spa at The Maslow State-ofthe-art conference facili es, in mate style of service and an Africology spa… what more could an event organiser want? Africology at The Maslow oﬀers a range of massage treatments, facials, skin adora on wraps, scrubs and other therapeu c treatments created especially for business travellers. The treatments are perfect to relieve aches and pains associated with long-haul flights and all day conferences. whereyoushouldbe.co.za

MIDLANDS

Fordoun Spa at Fordoun Hotel and Spa Located in the heart of No ngham Road is Fordoun Spa, which boasts a team of experts that include skilled masseurs, Reiki and bioenergy specialists, a tradi onal African healer and highly trained aesthe cians. The spa features interna onally acclaimed treatments such as the rasul (a Turkish steam and clay treatment room), a saline floata on pool, indoor swimming pool, a gymnasium, sauna, steam room, hydrotherapy room and a couple’s treatment suite with hydrotherapy bath. fordoun.com

WHY SHOULD I HAVE A MASSAGE STATION AT AN EVENT?

MIDLANDS Suntra Spa @ 15 on Orange Hotel The extensive spa therapy menu at Suntra Spa has been tailor-made to respect the body’s complex physiology and work in synergy with the skin, body, mind and soul – ensuring delegates look and feel their best. An inventive experience is the rasul within a turquoise-lit curved central ‘pod’ mimicking the ocean; for couples there are two speciality suites to enable guests to enjoy individualised treatments side by side. suntraspa.co.za

Wellness on the move

At events, delegates are either leaning forward to work on the tables or looking up at presentations. Both these create strain on the back and neck muscles. A head and neck massage will help relieve tension and create more energy for the duration of the conference. If a delegate is experiencing pain and discomfort, their concentration levels will dwindle and information will be lost on them.” Bev Missing, owner of Rain Africa

OMPANIES HAVE acknowledged that stress plays a large part in our lives and adversely affects employee performance. Employee wellness has become a focus in many top companies, with spa incentives playing a large part in the employee wellness programme. Mowana on the Move brings wellness to you by incorporating relaxing massage techniques into shorter time periods in the comfort of your choice of venue and will offer mini-massages including head, neck and shoulder massages, foot massages and hand massages to target work stressed muscles to ensure relaxation and an over-all sense of well-being. There are tailor-made packages to suit any company’s wellness need. mowanaspa.co.za

MEETINGS l MAR/APR 2014 •

INCENTIVES

From T weary to

wow

AKING TO THE SKIES with the support of like-minded island partners, Air Mauritius’s Wellness and Wellbeing Programme has been a long-standing dream for Carla da Silva, the airline’s regional manager for Southern Africa and Latin America. “When evaluating the physical and emotional wellness of employees, TIPS ON HOW TO management can assess the individual TRANSFORM WEARINESS health risks to the company, as well TO AWESOMENESS as the future sustainability of its workforce and, indeed, the business as FLIP IT Rather than defaulting to prioritising your schedule, flip it around a whole,” says Da Silva. and schedule your priorities, this In encouragement of employee includes exercise wellness strategies, Air Mauritius DURACELL BUNNY Juggling manic presents a unique offering that deadlines and parties can deplete encompasses both a focus on corporate you. Respect and support the vehicle called your body by supplementing with as well as leisure travel to Mauritius. Vitamin B, immune boosters, fresh and Various travel partners have come wholesome foods at every meal and the on-board, to provide accommodation old trick: drink one glass of water for every glass of alcohol. in a serene and tranquil location, over a four-to-five night retreat package. I NEED HELP Ask for support; play to your strengths as much as possible and Da Silva adds: “Furthermore, Air delegate or drop what you should not Mauritius has partnered with renowned be doing. Quick Shift Deva Kate Emmerson, ZAP IT Most meetings typically default who will be shaping each respective to 30- or 60-minute increments. Set an and introspective retreat agenda, alarm and ‘zap’ a meeting in 20 or 45 minutes. Being busy can be a form of ensuring a highly personalised and laziness and lazy habits cloud thinking. specialised initiative.” Power-up your productivity by staying Over the past 10 years, Emmerson on point. has been assisting local, as well as international clutter WELLNESS AND WELLBEING collectors to ‘live light, live PROGRAM AT A GLANCE large’. She has experienced • SHORT FLIGHT from Johannesburg and Durban first-hand how much company (only four hours) and six hours from Cape Town time is wasted through • NO VISA REQUIREMENT for South Africans ineffectiveness and a stress• EXCESS BAGGAGE BENEFITS for retail therapy and filled work environment. golf on the island (where applicable) “My life work is centred • BUSINESS LOUNGE ACCESS despite travelling in around assisting weary economy class souls to reflect on life and • VALUE ADDS at each resort include (for example) where they are headed.” spa treatments, meditation and yoga says Emmerson. • TAILORED-MADE TRAVEL PACKAGES according to

4 1 2

3 4

Air Mauritius offers individuals the opportunity to rejuvenate and reach new productivity heights, with the launch of its Wellness and Wellbeing Programme.

each clients’ individual needs. airmauriƟus.com

SOUND BITE

AFRICA

28-30 April 2014 Cape Town

Scrumptious cuisine in the Drakensberg H

we have noticed our guests have become far more health conscious and therefore alcohol sales have dropped.

What are some of the trends you see in the food and beverage industry? Guests are looking for healthier food options. There has also been an increase in demand for authentic Halaal meals.

AFRICA | TRAVEL | WEEK

a fancy platter. At Cathedral Peak we offer various options for lunch as well as themed dinners, which all adds to the appeal.

For the past seven years, executive chef Jurgen Demke has conference delegates’ appetites at Cathedral Peak Hotel. OW HAS THE FOOD and beverage industry changed over the past five years? Over the years,

PART OF:

What has been a particular catering challenge for you?

What would you say is the number one mistake people make when it comes to catering for conferences? Not

Obtaining stock is a very big challenge, due to our location and with major players retaining huge market share.

MEET TOP LEVEL GLOBAL DECISION MAKERS HERE

What dish are you asked to make most often? We serve breakfast

providing authentic Halaal and Kosher options.

What are your catering top tips?

Do not compromise your standards.

How do you present ‘plain’ food in a way that makes it look appealing to delegates? We do not

and dinner buffet style. We have various options for lunch and the most popular menu item is our Drakensberg trout – local catch cooked to perfection.

How did you decide you wanted to become a chef? From

offer ‘plain’ food; however, should one offer plain food, the best manner in which to make it more appealing is to serve it on

an early age, with the help from my grandmother, I learnt how to prepare food for my family… and the rest is history.

Our guests have become far more health conscious and therefore alcohol sales have dropped”

IBTM Africa. The leading global event for the African meetings and incentives industry.

CHEF JURGEN Executive chef Jurgen Demke was born in Woldzegarten, East Germany. After gaining extensive knowledge and experience in five-star hotels in Germany, Switzerland, Bermuda and London, Demke came to South Africa in 1978 and opened the Maharani Hotel in Durban and then took up the position of executive chef at the President Hotel in Johannesburg.

Find out more at

www.ibtmevents.com/ibtmafrica

Organised by:

He has headed up the Cathedral Peak Hotel kitchen for seven years and continues to prepare scrumptious cuisine, something the hotel is renowned for.

MEETINGS l MAR/APR 2014 •

Reed Travel Exhibitions is a registered trademark of Reed Elsevier Group Plc. The IBTM™ trademark is owned and protected by Elsevier Properties SA and Reed Exhibitions Limited uses such trademark under licence.

UPCOMING EVENT

WORLD TRADE MARKET

Are you ready for WTM Africa? initiatives and thinking affecting the African continent. • African Business Travel Association (ABTA) sessions on the broad range of developments, challenges and opportunities that are revolutionising the business travel industry today. • Education within the African travel industry, organised by local expert Kamilla Swart, associate professor from the Department of Tourism and Events Management at the Cape Peninsula University of Technology. • WTM Africa has joined forces with Travel Bloggers Unite’s Oliver Gradwell, to bring a dedicated blogger programme featuring some of the most influential travel bloggers in Africa. • Travel technology, brought to you by the Digital Tourism Think Tank, offering you a chance to learn about the latest trends and challenges within travel technology. • South Africa’s first WTM Vision Conference, WTM Vision – Cape Town, offers travel executives the chance to hear the latest research on regionalspecific trends and insights into what the future for those sectors might be. WTM Africa’s event manager, Polly Magraw, says: “The high-profile exhibitors and diverse event programme will offer all our visitors the best insights into the industry and the exciting future prospects for this emerging region.”

The first World Travel Market Africa (WTM Africa) is a fresh, new and exciting event that will welcome up to 4 000 travel professionals.

GLOBAL EVENT mirrored on flagship events WTM in London and Arabian Travel Market in Dubai, this inaugural event is especially tailored to the African market and will be held at the Cape Town International Convention Centre.

Exhibitors from Africa – including Namibia, Zambia, Swaziland, Reunion Island and Botswana, along with top destination management company Thompsons Africa, among others – will all be showcasing their destinations, products and services.

WHY SHOULD YOU BE THERE?

OTHER EXHIBITORS

• WTM Africa will be the new meeting place for the African travel industry • you will experience a fresh new global show tailored to the African market • you can engage in real value business conversations with the wide range of South African, sub-Saharan African and international exhibitors who will be showcasing their products and services • you can meet exhibitors catering to both inbound and outbound markets • attend the WTM Africa Welcome Party where you’ll have the pleasure of networking.

A wide range of travel technology companies, hotel groups, safari operators and exciting tourist attractions will also form part of the first WTM Africa, including HotelsPro, Amadeus, QuadLabs Technologies, Timeless Africa Safaris, City Lodge Group, TBOHolidays (Techmaster), RezLive.com, Cango Caves, Three Cities Group, South African National Parks and Acacia Africa, to highlight but a few.

EXHIBITING COUNTRIES Some 30 destinations outside of Africa will be represented on the show floor, including France, Dubai, Germany, Cambodia, Vietnam, Laos, Myanmar, Portugal, Norway, India, Thailand, Turkey, Italy, Singapore, Israel, Malaysia and many more.

THE PROGRAMME Over the two days, an inspirational and topical event programme will bring together key industry figures, sharing insights into the industry’s latest developments and covering topics, including: • WTM Africa Responsible Tourism Programme, brought together by Prof Harold Goodwin with a panel of local speakers, offers the chance to discuss and learn about the latest sustainable tourism

www.wtmafrica.com/registraƟon

MEETINGS l MAR/APR 2014 •

20 QUESTIONS • Brad Adler

Black tie means

black tie conferences and concerts. Due to this growth, I also strongly believe the exhibition and events industry is going through a transitional phase, including increased competition, regulations and pressures to integrate efficient marketing strategies and methods.

What have been the biggest changes in the industry that you have seen? The growth of specific

Brad Alder of Octanorm is the new EXSA chairman

hat drew you to the exhibition and events industry?

I was bitten by the bug as a student when I was asked to help build an exhibition stand at the Rand Show. The idea that you could creatively construct something and then break it down in a couple of days was mind blowing; the atmosphere during the build-up and the event is electric and even addictive.

market segment shows, visitors actively participating in the exhibits, blending of exhibitions and events into entertainment experiences, and international exhibitions being hosted in SA.

How would you describe yourself as a leader? Inclusive, empathetic, and task and outcome driven.

What can EXSA members expect from you as their chairman? EXSA members can expect me to listen and to action initiatives. Furthermore,

I hope to promote and increase the recognition of the exhibition and events industry as a major component of our economy.

What have been the highlights in your career so far? Being part of Octanorm’s fortieth celebration and, of course, being elected EXSA Chairman.

What is your twitter description? B radical never

What quote best describes you? “Great works are performed not by strength but by perseverance.” – Samuel Johnson.

What are you addicted to? Mountain biking and I think coffee

What is the best and worst advice you have received? The best advice:

accept the norm (follow Brad @bradalder)

always be five minutes early for any appointment. The worst: you can’t do it.

What superpower would you like to possess? The

What is your favourite holiday spot and why?

ability to slow time down, pause and rewind.

Definitely Ballito, KwaZuluNatal, for its beautiful beaches, awesome natural beauty and mountain biking trails.

What three words describe you? Approachable, integrity and empathetic.

What book do you wish you had written? All the

What do you do in your spare time? I like to spend

Spud books by John van de Ruit – I can identify with what the books are about.

time with my family and to mountain bike.

What is your best characteristic and biggest flaw? I believe my best

What are you scared of? Narrow-minded people in positions of power.

What makes you laugh? My daughter and South Africanisms – uniquely funny things that only happen in South Africa. What have you learnt the hard way? Black tie means exactly that, no sports jackets – this was made embarrassingly clear when I met the Sheik of Dubai.

characteristic is that I can listen and empathise. My biggest flaw is not remembering names.

If you could be anyone for a day, who would it be and why? Nelson Mandela at the Rugby World Cup final in 1995. I would have loved to experience the thought process and understand reconciliation the way he did on that.

MY FAVOURITE

How do you see the exhibition and events industry at the moment? South Africa is on the international radar as a growth market. We are hosting more international exhibitions, events,

40 • MEETINGS l MAR/APR 2014

BEVERAGE

BOOK

SPORT

PERSON

TALKING POINTS

Keep calm and list on Having single-handedly organised up to 18 events across Africa in one year, Monique Swart knows about event stress and how to overcome it.

NYONE WHO REGULARLY runs events will tell you that the project takes on a life of its own, demanding your constant attention, with every ounce of your headspace being consumed with the next step in the organisation process. The good news though is that if you are well organised and you have a system

long before the event it needs to be done, what the status is and, if you have a few people on your team, whose responsibility that item is. Over the years, our checklist has grown and we have had to include new items like posting about our events on social media sites and so on, but the essence of the list remains the same: budget management, venue and catering, agenda and speakers, marketing, delegate management, partner and sponsor management, event admin and, lastly, onsite management. Clearly, within each category is an itemised list of bits and pieces, but our list is one page long, ensuring no flipping backwards and forwards â€“ making sure that every item is literally visible in one glance.

1 2 3

in place that covers all aspects of the event, the level of stress is minimised. Instead of having lists of things to do constantly running through your mind, you have a physical mapped-out plan that you can keep referring back to.

THE CHALLENGE

MONIQUE SWART is the founder of African Business Travel Association. The organisation creates business travel communities across Africa.

Getting organised can be a challenge though, especially when it seems that there is so much to do and you are not quite sure where to start. The other risk is that people often think they have plenty of time to get to it, and as we know, time is not your friend. Before you know it, you are a few weeks out and scrambling to get yourself sorted.

THE LIST When planning ABTA events, each event starts out in the same way: with a checklist. This is created on a spreadsheet and covers each item that needs to be sorted out, how

YOUR THREE-CATEGORY CHECK-LIST Pre-event, which would include items like budgeting, venue and catering, and marketing. On-site, which would include all items to be dealt with at the venue on the day. Post-event, which would include delegate thank yous, finalising the budget profit and loss, and so on. The post-event items are often the most difficult to get to as one generally wants to hide in a hole to recover for a few days after the event, but a big part of the value for delegates is the follow up after the event, so this is an important stage, though often tough to tackle.

MEET MINI DEADLINES The key goal with any event is to ensure that there is a logical order in which things are done and, more importantly, that the deadlines for each item are adhered to as much as possible. If this is done, the event takes shape in a gradual and easy to manage pace, as opposed to rushing and trying to do 10 things at one time. Another key element to keep in mind about your list is to be open to adding items on. The list cannot be set in stone and if things that you previously might not have thought of need to be dealt with, pop them on the list now so that when you have your next event, that item is already included. It is all about organisation and clearing out the clutter in your mind by putting it on a piece of paper instead. And, of course, not forgetting the deep breathing techniques and avoiding the urge to pull your hair out wherever possible.

MEETINGS l MAR/APR 2014 â€˘

TALKING POINTS

FRANK LEE

Better communication

An exhibi on industry expert’s frank views

Frank Lee wants to know why some organisers don’t consult with their suppliers before they commit to a date for their show.

SPEAKING

HE REASON I want this question answered is because it was brought to my attention that two very large shows were taking place at the same time towards the end of last year. There are only so many suppliers with a finite supply of equipment. International exhibitors who cannot get what they want because there

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.

INDUSTRY VIEWS SAACI’s take on keeping current

We are now part of the global market place so our deliverables have to be of a global standard is no stock left, then form the impression that our industry is unprofessional. We are now part of the global market place so our deliverables have to be of a global standard to enable us to be sustainable in a global market place.

CONGRATULATIONS Brad Alder from Octanorm is the new chairman of EXSA. The task that lies ahead of you is no easy one. However, “Frank Lee” speaking, you stood for election and accepted the job, so we would like to see what initiatives you are putting in place. Please don’t misunderstand me, we appreciate your time and commitment, and if there is any way I can help, let me know.

BE IN TOUCH RANT OF THE MONTH What is it about business owners that have been supported by the industry as middlemen, who now decide

Send your ideas or rants to frankleespeaking2014@gmail.com. I will endeavour to answer and create a debate around your topics. All mails will be confidential and treated as such.

Knowledge is power This old saying has never been more true than in the world of the modern-day professional conference organiser, writes Lorin Bowen.

T LORIN BOWEN is well known in the business events industry in South Africa. After almost 14 years of service at the Indaba Hotel and Conference Centre in Fourways, she joined SAACI as general manager in September 2012.

that they want work directly with their clients’ clients? Business is about relationships, people buy from people – it’s not just about price. You would never have known these people if you weren’t entrusted by the client to do the work to start with. Surely there is some unwritten code or some sort of moral ethic that a middleman will not go directly to their client’s client ?

HE FACT OF THE matter is that South Africa’s business events industry has grown in leaps and bounds in recent years, and with it the level of sophistication and expertise expected by clients across the board – corporate, association and government. At the same time, we have become a popular destination for hosting high-profile international events. Competition is stiff and expectations are high. Choosing the right meeting management software, for instance, is crucial to the success of any conference or event. Is it easy to use and suited to the needs of the client? Do I understand it well enough to manage it properly? Then there’s Wi-Fi, nowadays regarded as the lifeblood of any event. Delegates are demanding easily accessible, free Wi-Fi in meeting rooms. Mobile event apps, used by professional conference organisers (PCOs) also require it. How about hybrid events and multilingual remote participation by delegates? Do we know enough about it and do we know

42 • MEETINGS l MAR/APR 2014

which technology is best? Not getting this right can cause the failure of an event and cause serious harm to your business. Add to this the basic requirements of legally doing business as a PCO. Do I understand how commissions work? Am I staging my event within the legal parameters in terms of aspects like safety and security? Are all my suppliers reliable and have they quoted realistically? Do I have contingency plans in place? It can be a minefield out there if you don’t have the correct information. Our business environment is complex and we need to have a reliable pool of resources to not only remain relevant, but to be cutting-edge in our approach and delivery. SAACI’s new business strategy will help members – not only PCOs – achieve exactly that. Visit our website for updated information and intelligence, and make use of the networking opportunities on offer.

It can be a minefield out there if you don’t have the correct information

TALKING POINTS

TECH VIEWS

An industry expert’s opinions

Delivery is king In order to have successful conferences, delegates need to have input in the conference content, writes Karmen Vladar.

W KARMEN VLADAR is the marketing manager at Lumi (previously IML). In 2009, she worked at IML’s head office in the UK, where she gained insight into the international MICE industry. She took up her current position on her return in 2010.

E LIVE IN AN era where delegates do not want to attend a conference or event without being part of the discussions leading up to it. This ensures that they receive a return on investment from attending. Lumi (formerly IML) can assist conference coordinators with this. With our apps, you can start engaging with delegates before the event even starts. Ask your delegates what they expect to gain from attending the conference and the topics they would like to discuss, as well as share logistical information with them. During the conference, use technology to ensure that content discussed was understood and fast track decision making by getting everyone’s buy-in – instantly. Allow delegates to participate in discussions via text messaging or a built-in microphone on their handheld devices. Although these are just a few examples, all of these tools ensure that you receive quality information – both qualitative and quantitative. After the event, ask the delegates whether they got the value they expected to receive, from attending.

Do a survey to ask if topics discussed were of value to them and whether they felt they contributed to the discussions. You can even evaluate the conference location and catering – this can help conference coordinators measure how successful their events were (and of course helps with future planning). Continue discussions that were started during the conference by starting forums afterwards where certain topics can be elaborated on, extending the “life cycle” of your event. The key to collaborating with delegates throughout the process is providing them with bite-sized chunks of information relevant to that particular moment in time. A simple example would be the pre-event arrangements. Once there, delegates would not require this info any longer. Similarly, the post event survey is only required towards the end of the event. The informed conference coordinator will need to recognise the merits of the different technologies available; selecting and incorporating them into their events accordingly. Lumi typically assists with this, ensuring that insight is created for all parties involved! MEETINGS l MAR/APR 2014 •

LUXURY

Stop dreaming, just do it..

COACH CHARTERS SCHOOL TOURS EVENTS DAILY EXCURSIONS TOURING CONFERENCES SPORT GROUPS CORPORATE FUNCTIONS

+27 (0) 21 380 4400 | charters@intercape.co.za www.intercape.co.za

T H E B A C K PA G E

3, 2, 1…

ACTION!

The last event that Miss Meet worked on provided her with a behind-the-scenes look at some aspects of the sports and sport events industry.

MISS MEET, a professional event manager, shares her personal experiences within the meetings, events, incentive and exhibition industry

WAS ONE OF THE managers assigned to look after our client’s sponsorship and activation rights during a cricket series. A wonderful opportunity indeed, learning and growing while doing what I love and having the opportunity to experience the sport I love so much. Probably the most intriguing to me was what takes place behind the scenes during the broadcasting of a live TV game. We pretty much sit down in front of our televisions and see a single picture with one or maybe two commentators during a sporting event. It is, however, so much more complex than that. By the time the event activation team was expected on site, the broadcasting crew had already swooped in like a welloiled navy SEAL team, recced the area, laid out the equipment and cabling, set-up all the cameras, tested all the signals and parked the outside broadcasting units in place and more.

are not just air conditioned, they are directly plugged into the North Pole. Once you get over the hypothermia, the organised chaos of the van takes shape. Small, medium and large screens stacked in rows on desks are each manned by someone that is in communication with a number of other people on a specific radio channel, all working a certain area of the broadcast. What appeared to me to be complete audio and visual overload was just another day at the office for these men and women. It kind of reminded me of our family Christmas lunches – everyone talking at once, no-one appears to be listening to anyone else, but in the end everyone can tell you exactly what was happening and who had what to say. Every possible camera angle you can think of is visible on these screens inside the van. Shots of batsmen, bowlers, fielders and spectators all come up at once on the various screens in the van, but yet are delivered with flawless precision to our TV screen as a single image at a time.

The broadcasting crew had already swooped in like a well-oiled navy SEAL team

MORE IMPRESSIVE THAN A CELEBRITY Commentators, usually past cricketers or coaches, would arrive a few hours before the match started. Each one knew exactly where, when and how things were going to proceed. As impressive and exciting as it was to be face-to-face with celebrity cricket commentators, nothing was more aweinspiring for me than the inside of the broadcasting van. Besides the technical knowledge and probably years of experience that each person inside the van has, I am sure they have to pass some sort of simulation exercise to remain alive at sub-zero temperatures. I swear the inside of these vans

LESSONS LEARNED

I realised then that in this experience and exposure to the nuts and bolts of the broadcasting world there were some very valuable reminders and lessons for on-site event management. What I took away was that successful onsite event management boils downs to: • good planning • site and venue recce • arriving early • detailed briefing to all staff and suppliers of expectations and roles • ongoing, but focused communication and updates • a handful of area managers/supervisors, each with a team of people they trust to get on with the job • everyone working towards the common goal, namely a well-executed event delivered with absolute precision to an audience “glued to the screen”, soaking up the experience.

INDEX TO ADVERTISERS 3D Group

Garden Court Milpark

Air Mauritius

Gwefey

Club Mykonos

IML

Intercape

Compex ConCept G

44 • MEETINGS l MAR/APR 2014

25 26 & OBC

Johannesburg Expo Centre

OFC

Minuteman Press

IFC

Peermont Global

Tshwane Event Centre

IBC

WTM Africa 2014

1, 37 & 38