Meetings Sep/Oct 2014

www.saconference.co.za

SEP/OCT 2014 • Issue 57

HOW TO Increase your event attendance EXHIBITIONS Creating perfect partnerships

9 ways

The Charter your Blue own event Train

To re-energise year-end functions

SPOTLIGHT

INSPIRE TRADE EXPO Africa’s most important decor, furniture and retail trade event R50.00 (VAT incl)

in this issue FOCUS ON: YEAR-END FUNCTIONS 08

www.saconference.co.za

SEP/OCT 2014 • Issue 57

A chic goodbye Create a memorable event

HOW TO Increase your event attendance EXHIBITIONS Creating perfect partnerships

11 9 ways Getting the most out of your function 12 Take your pick Functions to suit any budget

9 ways

The Charter your Blue own event Train

IN THE SPOTLIGHT 18 Go beyond the ordinary Africa’s first decor, trade-only event – Inspire Trade Expo

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DESTINATION

Eastern Cape

To re-energise year-end functions

SPOTLIGHT

INSPIRE TRADE EXPO Africa’s most important decor, furniture and retail trade event

DESTINATIONS

R50.00 (VAT incl)

ON THE COVER

20 Joburg Memorable experiences waiting to happen

Get a new view on business. The Blue Train offers pure luxury for ant meeting, seminar, think-tank, incentive or get-together p4

24 Eastern Cape A slice of the extraordinary

INCENTIVES 26 Bush experiences Affordable incentive travel

BEST PRACTICE

TALKING POINTS

39 The importance of eventiquette Take away the stress of event registration

INCENTIVES

Affordable bush experiences

40 Sizzle sells seats Helen Brewer on attractively marketing an event

62 IBTM Africa 2015 What to expect

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increase event attendance

64 AIPC Choosing an event destination

44 Beware John Fisher on the trouble

65 EGF Purchasing for your green event

with associations

INDUSTRY VIEWS

66 On getting the perfect shot

EXHIBITIONS exhibition requirements

49 14 factors Booking an exhibition venue

67 On empowering women to lead BEST PRACTICE

trouble 44 The with associations

67 On reward programmes

REGULARS

51 They said it How exhibition organisers can work better with venues

52 Greening Which exhibition venues are getting it right

SERVICE PROVIDERS 53 Compex Spreading the magic 54 GL events Oasys Creating event experiences

63 EXSA The year of convergence 64 SAACI Moving with the times

42 Numbers up Terry Sutherland on how to

46 The perfect partnership Meeting

63 Frank Lee Speaking It sure is silly season

03 Ed’s letter Sore feet

MEETING PLACES 56 Johannesburg Expo Centre Mobile innovation 58 Crowne Plaza Johannesburg – The Rosebank Where business meets style

LUXURY

COACHCHARTERS

29 20 Questions Kim Robert, the forum’s operations director

30 Sound Bite Selborne Hotel, Gold Estate and

60 Holiday Inn Sandton, Rivonia Road At the heart of your event

07 Tidbits Meetings’ must-know trivia

Spa’s executive chef, Jeane Morkel

68 Miss Meet Who invited Murphy?

Stop dreaming, just do it..

SCHOOL TOURS EVENTS DAILY EXCURSIONS TOURING CONFERENCES CORPORATE FUNCTIONS SPORT GROUPS

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

As always Joburg is jam-packed with events

Top 10 places to visit in Joburg

ranging from leisure to business. Explore the city and see why it is a preferred destination for business, lifestyle, heritage, culture, arts,

A trip to Joburg is not complete if you haven’t ticked off our top ten things to do:

sports, nightlife and shopping. Joburg’s annual calendar of events includes a line up of renowned spring signature events like the FNB Whisky Live Festival, FNB Joburg Art Fair, Soweto Wine Festival, Arts Alive International Festival, Orchid Conference (Flower Show), Joburg Flower Show, Standard Bank Joy of Jazz, Momentum 94.7 Cycle Challenge, the glamourous Mercedes Benz Africa Fashion Week and Soweto Fashion Week

Soweto Apartheid Museum Gold Reef City Newton Precinct Walter Sisulu National Botanical Gardens Johannesburg Zoo Braamfontein Liliesleaf Farm Constitution Hill Maboneng Precinct

CCreatiting Expe p riencecess

Publish Publisher Publis her Eli Elizabeth Elizab zabeth Sh Short Shorten orten en Editor Martin Hiller (martin@3Sm (martin@3Smedia.co.za) Smedi ed a.c a.co o.za) Head of Design Frédérick Danton Contributors Helen Brewer, Geoff Donaghy, John Fisher,

Sue Gannon, Adriaan Liebetrau, Bronwen Shaw, Terry Sutherland, Mikhailla van Buuren, Theomien Viljoen Chief Sub-Editor Tristan Snijders 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 Ruth Baldwin

+27 (0)11 233 2600 ruth@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 September/October 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.

ENDORSED BY

ED'S LETTER

Sore feet

I

’M NOT A FAN of crowds. It’s not like I suffer from anthropophobia – I just don’t enjoy being rubbed up against by impatient people trying to get to the front of the line (or stage). This does not stop me from now and then giving up on all common sense and taking part in huge crowd-pullers. My most recent adventure was the 2014 Discovery 702 Walk the Talk, which saw nearly 56 000 people take to the streets of Joburg. You would think my madness would end there. I’m afraid not – I signed up for the 20 km walk for 20 years of democracy. In my defence, the 20 km walk sounded like a great idea on paper. This walk, as the name suggests, celebrated 20 years of democracy in South Africa. The route included iconic landmarks such as Mandela Bridge, Wits University and Constitution Hill. At each kilometre mark, the City of Joburg placed images of memorable events from each of the 20 years of our democracy. I also signed up three months before the actual event and I had all good intentions of actually using my local gym’s facilities instead of just swiping my card and enjoying a smoothie. I’d be super fit and, by repeating my new daily mantra, ‘crowds don’t bother me’, I’d be able to do it. Like all my New Year’s resolutions, that didn’t happen and D-Day had arrived. What a day it was.

I made my mind up, I was going to finish this walk, even if I had to be carried over the finish line on a stretcher. At the starting line, I got some much needed inspiration from PJ Powers and four hours later, blister on toe, I had my medal and, surprisingly, my sanity. This event has grown into the largest mass participation walk of its kind and requires immense planning. I take my hat off to the event organisers who in my mind pulled off a near-perfect event. The only blemish on the day was the parking. There was a park-and-ride facility that was made available, but my house is a five-minute drive to Emmarentia Dam – the demarcated parking area. To me, it felt like there was no thought given to ensure that participants would be able to get out of the parking area

In my defence, the 20 km walk sounded like a great idea on paper as quickly as possible. It took almost two hours to get out. In a reply tweet to me, the organisers apologised and said they are working on it. Seasoned event practitioners would argue that there should be no need to ‘work on it’. It should have been part of the event manual in the first place and the exodus chaos could have been avoided. Nevertheless, I still had a great time and will be back in the starting line next year (crowds and all) and, who knows, I might even go to gym a few times before that. Until next time,

IN COLLABORATION WITH Only 7 km from the world-renowned Nieu Bethesda, in the tranquil Great Karoo

MEMBER OF

MY FAV

FINDS

region of the Eastern Cape, is Ganora Guest Farm and Excursions. Experience Karoo hospitality and discover some of the wonders of this magical land. Ganora offers exciting EARN CPD POINTS BY READING MEETINGS

excursions throughout the region, including guided tours to Anglo-Boer War engravings, the Owl House, the Mountain Zebra Park and a visit to a private fossil and artefact museum. +27 (0)82 698 0029 ganora.co.za MEETINGS l SEP/OCT 2014 •

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COVER STORY

Luxury in motion Shift your focus. Energise your mind. Experience motivation in motion. Have your next conference on The Blue Train.

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HE BLUE TRAIN offers a unique way of experiencing some of Southern Africa’s magnificent landscapes and landmarks. On this train, luxury assumes a new dimension, allowing you to experience a meeting, seminar, think-tank, company incentive or get-together with a difference.

WELCOME ABOARD A warm-hearted welcome sets the wheels in motion for a voyage defined by the hallmarks of personal attention and devotion to detail. The De Luxe Suite will forever alter your definition of style and class. From an elegant and relaxing lounge during the day, it transforms into a subtly lit bedroom of indulgence during the night – soft bedding, individually controlled air-conditioning system, under floor heating, opulent marble and gold-fitted bathroom, to the electronic entertainment options on offer. Then, of course, all this is accompanied by the ever-

changing vistas of the countryside. The Luxury Suite will enchant you from the moment your personal butler ushers you aboard. It extends the offering from a De Luxe Suite even further; by an extra metre of space.

THE CLUB AND LOUNGE CAR The Blue Train’s Club Car is ideally positioned for an aperitif or an after-dinner conversation over coffee, cognac and Cuban cigars. While away the miles with a game of cards, chess or backgammon, tune into the big-screen TV, or browse through a volume from the library as you savour your beverage of choice from the well-stocked bar. The Lounge Car is the ideal setting for the grand English ritual of high tea, served every afternoon at your leisure.

THE CONFERENCE CAR Whether you’re rallying your sales force, rewarding outstanding performance, wooing potential clients or hosting your year-end function, The Blue Train has the perfect solution for you. The fully equipped Conference Car can comfortably seat 22 delegates boardroom-style and is fully equipped with audiovisual and technical equipment. Delegates will stay connected at all times thanks to the free Wi-Fi. For smaller sessions, the Conference Car can be transformed to suit your needs, with full business facilities, plush lounge seating and a breathtaking panorama of the world around you.

6 1 CELEBRATE MILESTONES As The Blue Train’s tracks roll inevitably into the distance, so life’s course brings with it joys that must be celebrated – graduations, engagements, weddings and honeymoons, anniversaries and milestone birthdays. The Blue Train can be chartered for such occasions. Just for you, it can meander along its standard routes, or on custom-made trips and cross-border excursions that last from a few hours to several nights. It’s your sojourn, it’s your train. You can, for example, go on a golfing or safari charter, with the train stopping at or near golf courses or game lodges that are situated along a rail route. As long as the option chosen involves rail networks compatible with the Blue Train’s technology, it can be arranged. Other popular tailor-made charters include stops at other major South African events such as the Vodacom Durban July, the Nedbank Golf Challenge in Sun City and the J&B Met in Cape Town.

CORDON BLUE While The Blue Train lives up to its five-star reputation in every sense, its cuisine surpasses even the highest expectations. Dinner will be the most unforgettable experience of your adventure. Call it Cordon Blue. On-board chefs regularly refresh their menus to intrigue and tantalise your palate, as they prepare their signature dishes using the freshest of local ingredients. Indeed, there’s

a menu for every taste. Whether you require kosher or halaal meals, or gluten-free vegan options, simply make your needs known at the time of reserving your passage. The very elegant dining car comfortably accommodates 42 guests in a single sitting and, in the event of having more guests on the train, meals are served in two sittings.

THE ROUTES The route between Pretoria and Cape Town is a 27-hour journey of 1 600 kilometres, through some of the most diverse and spectacular scenery offered by the African sub-continent. On the southbound trip, the train departs from Pretoria railway station and arrives at Cape Town railway station the following day. En route to Cape Town, there is a stopover and excursion in Kimberley, where you can take a step back in time to the days of the diamond rush. On the northbound journey, the train leaves Cape Town and arrives in Pretoria in time for high tea the following day. It stops at Matjiesfontein for an off-the-train excursion. On arrival at Matjiesfontein, guests are invited for a glass of sherry at the bar. The Victorian buildings and original nineteenth century London lamp posts impart to the traveller the uncanny sense of entering a colonial time warp – an oasis suspended in a different age. What are you waiting for? Here’s to ‘suite’ dreams aboard The Blue Train – the ultimate definition of luxury in motion.

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REASONS TO USE THE BLUE TRAIN LUXURY IN MOTION Expect a trip that is defined by the hallmarks of personal attention and devotion to detail. MOVABLE FEAST The Blue Train’s legendary cuisine is an irresistible tribute to culinary mastery on the move. PERSONAL SERVICE To ensure an unforgettable experience, a dedicated butler will be at your beck and call, ready to meet your every whim. LUXURY SUITES From an elegant and relaxing lounge during the day, to a subtly lit bedroom of indulgence during the night, expect a new dimension of luxury. TAILOR-MADE CHARTERS Fully equipped and capable of following any line that is compatible with its technology, The Blue Train can be chartered along its standard routes, or on custom jaunts. AWARD WINNING The Blue Train has gathered an impressive list of accolades, such as being voted Africa and the world’s leading luxury train.

+27 (0)12 334 8459/8460 +27 (0)21 449 2672 info@bluetrain.co.za bluetrain.co.za

MEETINGS l SEP/OCT 2014 •

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SCAN DISPLAY APPOINTS MARTINA KOMANE AS DIRECTOR

Meetings’ must-know trivia PAPER BAGS: ONE OF MY FAVOURITE THINGS

Whether you are offering a lavish sitdown dinner with mul ple courses or a laid-back buffet with lots of scrump ous choices, give your guests a preview of what’s to come me with a menu display. Theyy are a simple yet en al addi on to essen any recep on tablese ng. Print your menu on a bag and filll it with a ppe zer. li le appe Source: Bespokee Func onss & Events

BIGGER ER AND BETTER

Hard work and planning over the past few months culminated in the first sod being turned on the construc on site of the Cape Town Interna onal Conven on Centre expansion in July. The expansion will double the centre’s exis ng exhibi on capacity by adding 10 000 m² of flexible space and is expected to create in excess of 3 000 direct and indirect sustainable jobs by 2020. FROM LEFT: GM Operations Aage Hansen, GM commercial and business development Megan Arendse, CEO Julie-May Ellingson, CFO Fairoza Parker and company secretary Miranda Thirion

BREWGASM B REEWGASM

Anyyonee who wants the most amazing caffeine-related Anyone experience experie perieence of their lives must head to their nearest Protea H Hotel Fire & Ice! The ‘brewristas’ there will prepare a cup of joe that will prac cally stand up and sing an a aria in your mouth. So what exactly is a brewrista? He’s the man at Protea Fire & Ice! who has elevated the art of cra ing Americanos, espresso, cappuccino and la es to such heights of perfec on that he’s no longer just a barista – he’s a brewrista, in a whole new class of his own. If it ain’t served by a brewrista, it ain’t real coffee!

Scan Display has appointed Mar na Komane as director. Mar na has also been appointed chairperson of the Scan Display BEE Trust, which was established in 2005 to empower previously disadvantaged staff members. Mar na was employed by Scan straight out of school in 2002. She has worked hard to build her career at the company, working her way through many divisions and learning everything there is to know about each aspect of the business. ‘This is an amazing achievement for Mar na,’ says Scan Display’s managing director Jus n Hawes. ‘This success story is one we’re very proud of. Mar na’s hard-working a tude and commitment have brought her so far with us and we’re all so proud to have her as a director and the first female chairperson of our BEE Trust.’ Mar na believes her passion and resourcefulness will go a long way in her new role at Scan Display. ‘Nothing is ever a problem for me, and I’m always willing to help. I refuse to give in to complaining and would rather search for a solu on for the problems I encounter.’ Mar na was also chosen as one of the Top 40 Women in MICE for 2014.

FROM LEFT: Garth Shnier, executive chef for Sandton Sun, Inter-Continental Sandton Towers and Sandton Convention Centre, Internationally renowned chef Jean-Christophe Novelli and James Khoza, executive chef of Sandton Convention Centre

THE ART OF PERFECTION An en re floor of the SCC was transformed into an exclusive pop-up restaurant, The Art of 8. ‘In order to bring an event of this magnitude to life, you need a great team and quality produce – the SCC has the exper se,’ says Chef Novelli.

MEETINGS l SEP/OCT 2014 •

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CLICO BOUTIQUE HOTEL is a chic 5-star fine dining, events and conferencing hotel in Rosebank. Renowned for its consistent personalised service, elegant ambience and delectable dining for eight years. www.clicohotel.com

Image: CLA Brand & Event Engineering

FOCUS ON

A chic goodbye Year-end functions provide an opportunity for management to thank their employees. Meetings asks the experts what it takes to create a memorable and enjoyable event.

8 • MEETINGS l SEP/OCT 2014

Y

EAR-END FUNCTIONS are important – they are a celebration; they let staff know that management appreciates them and all they have done. ‘It gives staff the opportunity to come together no matter what the difficulties and pressures over the year have been and find common ground and a sense of belonging,’ says Michael Collyer, CEO for CLA Brand & Event Engineering. The event practitioner needs to use the year-end function to create a platform whereby company successes and staff can be celebrated as well as keep staff motivated and inspired for the new work year. Being budget conscious and cost-effective is everyone’s brief. Despite a tight budget, there are ways to make an event memorable and enjoyable.

THEMES For the management team at Vanila Exclusive Event Management, Emma Branson and Kim Gloyne, the best way to keep staff talking about their year-end function is by having a theme. ‘From colours, cowboys to the classic Great Gatsby theme, year-end functions that make use of themes are proving quite popular,’ says Gloyne. ‘A theme is the golden thread that ties the food, entertainment, decor and gifts together,’ adds Branson.

ENTERTAINMENT No year-end function would be complete without entertainment. If your client has opted for a theme, select entertainment that complements it. ‘It is always fun to involve guests – make them dress up or perform or compete in a quiz or whodunnit,’ says Collyer.

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‘Just remember that this takes time and effort to organise.’ When deciding on what type of music to play, various things need to be taken into consideration. With more and more millennials entering the workplace, long sets of entertainment that require people to sit and watch have become outdated. For Collyer, ‘A good DJ is far more effective entertainment than a cost-effective band. On the plus side, a variety of music can be played, which will keep all your guests on the dance floor.’

THE SKY IS THE LIMIT If budget is not a concern, consider giving your year-end function a boost by hiring well-known personalities. ‘If you hire celebrities or wellknown comedians as your emcee and famous bands as your entertainment, your event will have that wow factor,’ says Branson. Gloyne adds, ‘Make sure that whoever is booked echoes your client’s company values and will be enjoyed and make the staff feel comfortable.’

HIDDEN COSTS As with all events, there are bound to be hidden costs. To avoid these costs, Collyer advises that you find out about the following:

• OVERTIME If people are having a good time, they might want to stay longer. This means overtime costs. If you suspect that the celebrations might go on longer, work overtime costs into your budget or negotiate with the venue for longer venue hire. • STAFF TIPPING Even if you are fairly conservative with your tipping, this cost will definitely add to your final bill, so make sure you factor this into your budget. • RIDERS If you are going to hire a live band or personality, ask what is included in their appearance fee. Most often travelling, hospitality, as well as technical riders (for the band) are not included.

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WAYS TO SAVE MONEY WHEN ORGANISING A YEAR-END FUNCTION SAY NO TO OPEN BARS There is no need for guests to be drinking expensive alcohol on the company’s bill. Offer a range of soft drinks, local beers and wine and have a cash bar for the rest. BOOK EARLY Last-minute bookings are quoted a slightly higher-than-normal rate – book your venue and service providers early on in the year as this gives you room to negotiate a better rate (especially if you pay up front). SKIP THE BELLS AND WHISTLES Don’t spend unnecessary money on designing and printing beautiful invitations. The fact is most people are going to look at it once to get all the necessary details and then it will be going right into the bin. Send email invitations instead, not only will you save money but it will be much easier to manage all the responses. EVENT TECHNOLOGY Instead of hiring draping and event props, rather opt for projection mapping. Using this fantastic event technology, you can convert any surface like a ceiling or wall into a projecting screen, and the results are stupendous. The image produced out of projecting completely masks the surface it is projected on, thereby also serving an aesthetic purpose. The best part is, it creates an incredible ambience at a minimal cost. To watch a WATCH ONLINE video: saconference.co.za/ projectionmapping TRANSFORM COMPANY SURROUNDS Transform your client’s boardroom, terrace or canteen area into a space that brings the year-end function’s theme to life. ALL-INCLUSIVE PACKAGES Many hotels, venues and restaurants offer great year-end packages that will suit any budget. These packages include food, drinks and entertainment. This is a great cost-effective solution if you are working within a tight budget.

MEET THE EXPERTS

RECOGNISING TALENT No matter the type of year-end function a company is having, Collyer urges its management to understand that a year-end function is about giving thanks and paying tribute to their associates and workforce for all their hard work throughout the year. 'It’s about recognising talent in your business and showing appreciation for employees’ efforts,’ he concludes.

FROM LEFT: Michael Collyer is the CEO of CLA Brand & Event Engineering; Emma Branson and Kim Gloyne are the owners of Vanila Exclusive Event Management Take the online Q&A test and start accumulating credits. miceacademy.co.za

MEETINGS l SEP/OCT 2014 •

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OPEN 365 DAYS A YEAR | UNTIL 21H00 EVERY NIGHT

A LION’S SHARE CONFERENCE WITH BREAKFAST & LUNCH

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Tea/coffee and muffins on arrival Enjoy a Full English/Continental breakfast in the boma Full conference set-up Mid-morning tea/coffee break with biscuits Finger food or delicious braai lunch Entrance to Cub World—interact with the lion cubs, feed our giraffe and ostriches and get up close to many other animals Guided game drive through antelope, lion, wild dog and cheetah camps (45 mins-hr) Overnight tented accommodation available Amazing photo opportunity with a fullygrown cheetah

A Newsweek ‘Top 100 Perfect Tourist Destinations in the World’ and a Trip Advisor 2013 and 2014 ‘Certificate of Excellence’ award-winner www.lionpark.com | info@lionpark.com 087 1500 100 / (011) 691 9905-11 GPS 25⁰59’35”S | 27⁰55’47”E Corner Malibongwe Drive & R114 Road, Lanseria

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FOCUS ON

9 1

WAYS TO ENSURE YOU GET THE MOST OUT OF A YEAR-END FUNCTION

PLAN AHEAD First things first: confirm

the date, time, theme and size of the event. Also ensure that your event is aligned with company policies and values. With this information, you will be better informed on what type of venue and service providers you need. Venues and entertainers get booked very quickly for year-end functions, so start looking now, if you have not already. Compare at least three quotes to ensure you are getting the best value for money. Construct a to-do list that outlines what needs to be done, by whom and by when.

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BUDGET Small expenses add up, so keep a budget and stick to it. Record expenses as you go along to ensure that you don’t exceed the budget. If you are not working with a large budget, prioritise. Although embossed serviettes and party favours are nice to have for any event, the catering and entertainment are what people remember and therefore demand more attention and budget.

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IT’S ABOUT THE STAFF Focus has to be on the employee. The event should be held during working hours so it does not infringe

on family time. The event needs to be easy and convenient for your staff.

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PICK A THEME Themes are always fun but be sure to choose one that all guests will be comfortable with and avoid the overdone ones. Once an overall theme has been decided on, add little touches to make the event memorable, keeping the theme running throughout like a golden thread, but don’t overdo it.

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MOUTH-WATERING CUISINE Have an easy-eating menu, not a buffet – people shouldn’t need to queue for food. If budget is an issue, rather opt for a simpler offering that can be served. Make sure to check dietary requirements with all the attendees so that everyone is catered for at the event.

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KEEP THEM SAFE If you are serving alcohol, ensure that you provide safe travel options. Negotiate rates with a taxi agency, such as Uber (uber.com) or Avis M.I.C.E (avis.co.za). In addition to this, ensure that you adhere to legal requirements regarding health and safety and playing music at the event.

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MIX IT UP Ideally year-end functions are a time for a free-flowing environment that allows for a better personal interaction among staff. To avoid departments sticking together, ensure that the seating plan allows for interaction between people who would not generally interact with one another.

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BE PERSONAL A small gift with a personal touch goes a long way. For example, give a can of coke with the employee’s name on it, or a personally hand-written letter from the boss with a shopping voucher – these ideas are inexpensive yet effective.

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CELEBRATE ACHIEVEMENTS Encourage your client to share company results and testimonials from people who have dealt with the company. This will let staff see the ‘bigger picture’ of how their work impacts on their company. Take the online Q&A test and start accumulating credits. miceacademy.co.za

MEETINGS l SEP/OCT 2014 •

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FOCUS ON

Year-end functions With so many choices for yearend functions, Meetings shares its top venue picks and ideas.

FESTIVE FARE It’s business unusual at The Maslow this fes ve season. Set amid a tranquil oasis garden in the heart of Sandton’s financial district, The Maslow combines a prime loca on, state-of-theart ameni es and premium service. This specialist business hotel boasts 12 state-ofthe-art mee ng rooms, a conference centre, an auditorium and a ballroom. If your guests don’t want to drive home a er your event, they can stay over in sumptuously appointed rooms. Parking at The Maslow is free and there is a complimentary shu le service to the Sandton Gautrain sta on and Sandton City every 15 minutes. Various year-end packages are available, from the fes ve Lacuna group lunches to the Christmas Day Buffet, both R395 per person, as well as New Year’s Eve Dinner for R500 per person. +27 (0)10 226 4600 maslow.conference@suninterna onal.com suninterna onal.com

12 • MEETINGS l SEP/OCT 2014

THE YEAR END EXTRAVAGANZA

Take all of the pain out of organising your year-end func on by trea ng your clients, your staff and yourself to the side-spli ng, bu on-burs ng, groove-guaranteed Year-End Extravaganza at Emperors Palace on 9 December 2014. This is a far cry from the old-fashioned, boring corporate year-end NOT func on. Join Barry Hilton, TO BE MISSED Nik Rabinowitz, Tumi Morake and Ma hew Mole for the ul mate celebra on. This event is your opportunity to celebrate 2014, eat, drink and be merry with the best South Africa has to offer in comedy, cuisine and cadence. Besides the fantas c line-up, a three-course gourmet lunch, beer and wine are included. Don’t miss out; this is going to be legendary event. Book a table of 10 for R8 550 or R950 per person (prices exclude VAT). +27 (0)11 880 4808 keith@decisionmakers.co.za decisionmakers.co.za

ENDLESS POSSIBILITES The Sandton Conven on Centre’s (SCC) size and the stature of events hosted regularly within its walls conjure up an image of large-scale events; but this is just the p of iceberg of the SCC’s capabili es. Nestled within the four main levels of this conveniently located conven on centre, which has easy access to major highways and the Gautrain, are a number of venues that cater for smaller, more in mate business events. Approximately 13 smaller, mul purpose venues offer endless possibili es, providing the event planner with spaces that can accommodate anything from 2 to 350 guests – ideal for year-end func ons. The variety of op ons available at SCC extends from its venues to its suppliers, accommoda on, food and beverage. Customised packages are tailor-made for each client to accommodate the specific requirements of the event and the SCC prides itself on its ability to provide both the venue and exper se to ensure that everything from the decor, to the menu and entertainment are seamlessly coordinated. +27 (0)11 779 0000 scc.info@tsogosun.com saconven on.co.za

to suit any budget UNFORGETTABLE ADVENTURES Experience one of South Africa’s fastest-growing ecoadventures with thousands of sa sfied thrill-seekers having already caught the bug. Canopy Tours takes you on an unforge able adventure as you slide from one pla orm to the next along a series of steel cables set amongst magnificent natural surroundings. The scenery high up within the forest canopy is spectacular. Enjoy the view from above while taking in waterfalls and spo ng birdlife among the surrounding trees. Professional guides will assure the safety of each group and point out interes ng facts along the way. The Canopy Tour experience is an excellent op on for a year-end func on. Canopy Tours are currently located at Magaliesberg, Tsitsikamma, Karkloof, Magoebaskloof, Drakensberg, Malolotja (Swaziland) and the Cape. The experience lasts two-and-a-half hours and costs R495 per person. This includes all equipment, guides, 4x4 transport, refreshments and a light lunch. canopytour.co.za

UNFORGETTABLE ADVENTURES Experience one of South Africa’s fastest-growing eco-adventures with thousands of sa sfied thrill-seekers having already caught the bug. Canopy Tours takes you on an unforge able adventure as you slide from one pla orm to the next along a series of steel cables set amongst magnificent natural surroundings. The scenery high up within the forest canopy is spectacular. Enjoy the view from above while taking in waterfalls and spo ng birdlife among the surrounding trees. Professional guides will assure the safety of each group and point out interes ng facts along the way. The Canopy Tour experience is an excellent op on for a year-end func on. Canopy Tours are currently located at Magaliesberg, Tsitsikamma, Karkloof, Magoebaskloof, Drakensberg, Malolotja (Swaziland) and the Cape. The experience lasts two-and-a-half hours and costs R495 per person. This includes all equipment, guides, 4x4 transport, refreshments and a light lunch. canopytour.co.za NOT TO BE MISSED

TEE OFF TO YOUR END FUNCTION Last year, the Nedbank Golf Challenge entered a new era with a change of format, increased prize money and the addi on of official ranking points that a racted one of the strongest and deepest fields in world golf to Sun City. This year the event, which promises to be bigger and be er, will be held from 4 to 7 December. A ending this pres gious golf tournament, known as Africa’s Major, is a must for any golf lover and a definite highlight on the spor ng calendar. Experience the ac on live from the comfort of the GL events Oasys Corporate or Challenge Club Hospitality suites. Tickets on sale now. +27 (0)11 210 2572 ngc@oasys.co.za nedbankgolfchallenge.co.za

MEETINGS l SEP/OCT 2014 •

13

simply perfect for year-end functions

Like our facebook page and share our competition post on facebook and stand a chance to win a 20% discount on venue hire at the CSIR ICC for your year-end function! All 驶likes始 and 驶shares始 in the months of August and September will be entered into the draw.

transfer knowledge facilitate collaboration inspire innovation

CSIR

International

Convention Centre

NATURALLY HOSPITABLE s GLOBALLY ACCESSIBLE

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

FOCUS ON

Still spending weeks arranging the same old uninspiring conference, gala dinner, road show?

TIME FOR A GAME CHANGE JUST ADD PEOPLE With Crowne Plaza Johannesburg – The Rosebank’s exci ng decor, chandeliers, beaded curtains and rich velvet fabrics as well as tailor-made indulgent menus, all you need to do is bring your guests to the venue. That will be simple too – the hotel is located in the cosmopolitan suburb of Rosebank, with convenient connec ons to O.R. Tambo Interna onal Airport and the Rosebank Gautrain sta on. With the ability to choose from a selec on of func on packages, and a hos ng capacity of up to 300 delegates, there is something to suit any year-end func on budget. To read more about this venue go to page 58. +27 (0)11 448 3600 reserva ons@therosebank.co.za therosebank.co.za

WALK WITH ELEPHANTS

Adventures With Elephants is a yearend func on with a difference. The experienced and passionate handlers will share with you their extensive knowledge and understanding of these extraordinary animals. Through their unique, funfilled and hands-on interac on, you will discover so much more about these magnificent animals while also witnessing their intelligence, compassionate nature and delight in interac ng with their human companions. Adventures With Elephants offers more than the usual ‘touch and feed’ elephant experience and, in addi on to the interac ons, they offer elephant-back safaris and elephant-back swims. +27 (0)14 734 7730 adventures@zebula.co.za adventureswithelephants.co.za

NOT TO BE MISSED

SANDTON’S GEM Holiday Inn Sandton, Rivonia Road is the prime

venue in Sandton to host your corporate year-end func ons. Guests will be able to enjoy the panoramic views of Joburg and surrounds while relaxing in opulent se ngs. With the ability to choose from a selec on of func on packages, and a hos ng capacity of up to 110 delegates per package, there is something for everyone to close the year off in style. There are various packages available ranging from R350 to R495 per person. To read more about this venue go to page 60. +27 (0)11 282 0000 reserva ons@hisandton.co.za hisandton.co.za

MEETINGS l SEP/OCT 2014 •

15

Our events make even veteran attendees sit up and take notice. CLA Brand & Event Engineering has the expertise, the creativity and skill that gives you something out of the ordinary that will make you and your brand look remarkable no matter what the occasion. “Understanding the brand/event strategy and knowing how to communicate this to your target audience is the secret to a superb event.” Michael Collyer CEO CLA Brand & Event Engineering

CLA Brand & Event Engineering... executing creative and bespoke LGHDV WR WKH ÀQHVW GHWDLO WE BRING YOUR VISION TO LIFE Tel: +27 11 699 8900 Fax: +27 791 3184 Michael@claeventing.com, www.claeventing.com FOLLOW US ON:

FOCUS ON

animal behaviourist, Alex Larenty. Also not to be missed are the baby animals in Cub World. Don’t forget to visit the hyenas, meerkats and servals. The latest adventure offering is a thrilling hour-and-a-half photographic tour in a silent electric car. Have your photographs taken professionally by one of our photographers or print your own personal pictures at the selfhelp kiosks.

TAILOR-MADE PACKAGES

ROARING C

HOSEN BY NEWSWEEK magazine as

into the new year

one of the Top 100 Perfect Tourist Destinations in the World and the proud recipient of Trip Advisor's 2013 and 2014 Certificate of Excellence award, the Lion Park offers activities that cannot be found anywhere else. The Lion Park offers self-drives as well as day or night guided tours. Go on an amazing cheetah walk or take an unforgettable two-hour lion tour with the world-renowned

Let the Lion Park host your next day or night corporate function or conference – give delegates the opportunity to meet some of Africa’s special wildlife. Our tailor-made packages include activities to suit your requirements and budget. Overnight accommodation is available at the Wildside Tented Camp, containing the park’s large, semi-luxury, five-sleeper safari tents that come with an en-suite bathroom and private braai area. +27 (0)87 150 0100 info@lionpark.com lion-park.com

16 • MEETINGS l SEP/OCT 2014

Awe Inspiring Visual Wonder for your Event

3ddeco.co.za 0861 3333 26

THE EMPIRE IS

Expanding ...

Announcing the Big Reveal of our new Conference Facilities

“Probably the most cutting edge conferencing technology and venue combination in South Africa!�

In September Emperors Palace is unveiling 1800m2 of brand new conference and meeting facilities for you to enjoy New Reception Desk and entrance experience * 440m2 sub-divisible Fabia Room * 220m2 Julia Room * 5 new 100m2 breakaway rooms * New boardroom * Extended pre-assembly areas * State-of-the-art presentation technology supporting up to HD content viewing via cable/wireless from any device * Energy efficient adjustable lighting * Digital signage directional displays * Free Wi-Fi (powered by Wireless G, 500Mb per device per day) The resort is conveniently located next to O.R. Tambo International Airport with four awardwinning hotels ranging from 3 to 5 star. Be the first to experience the new standard in conference excellence. Your event will never look better. For more information or to book your event today, contact Emperors Palace Sales Tel: +27 (0)11 928 1103 or call Peermont Group Sales Tel: +27 (0)11 928 1903.

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SPOTLIGHT

Be inspired

Go beyond the ordinary In early July, the doors seamlessly opened to what promises to continue as the most important decor, furniture and retail trade event on the African continent – the Inspire Trade Expo.

18 • MEETINGS l SEP/OCT 2014

T

HERE ARE MANY decor and design

shows and expos annually occurring in South Africa, which are consumerrelated and not trade shows. ‘Inspire was conceived, to promote decor, design and furniture to the retail, design and hospitality industry, to strengthen the trade of great local product and manufacturing,’ says Rina Fortmann, managing director of Inspire. ‘This very first show attracted the right-quality trade buyers and, for the Inspire team, 2015 is definitely about growth of our trade buyers by vastly expanding our marketing strategy into sub-Saharan Africa.’

THE BUYER Inspire 2014 was a well-controlled trade expo where every single visitor had to pass a host of stringent criteria in order to be allowed access, due to the focus being on quality trade visitors. ‘In order to keep it strictly trade, Inspire had an audited verification process to ensure that

DID YOU KNOW? ConCept G Exhibi ons & Events is a unique exhibi on and event infrastructural supplier specialising in the realisa on of bespoke and system projects. With a collec ve 50 years of experience from senior level to that of management, the team build on and add value to the reputa on of their clients, providing proficient, hands-on services and advice with an emphasis on professional and sound service levels. This was evident in the work they did for the Inspire Trade Expo.

buyers visiting the exhibition had an interest in placing orders and networking with potential suppliers exhibiting at the exhibition,’ says Anita Bloom, Inspire creative director and exhibition manager. The trade buyers that visited the expo were a good blend of retailers, architects, hotels, lodges, interior decorators and designers, as well as corporate procurement within the industry. Bloom says, ‘The feedback from the buyers is that the quality was at international standards, new product innovation was evident and that Inspire was a great platform from which to network and do business.’

THE LAYOUT By taking full advantage of Gallagher Convention Centre’s Hall 2, Link and Hall 3, the show provided the over 200 exhibitors with enough space to showcase their products. The show’s target market for exhibitors

are wholesalers, importers, exporters, manufacturers, agents and distributors of furniture (indoor and outdoor), decor (indoor and outdoor), hospitality (interior), kitchens and office furniture. For the ease and comfort of the trade exhibitor, specific design pavilions were created, namely: the Fabric Pavilion, a unique display of world-class fine furnishings fabrics and wallpaper; the Design Pavilion, a showcase of innovative and inspirational designers whose speciality is the manufacturing of furniture and decor products; and the Office Pavilion, elegantly manufactured office furnishings and ergonomically designed working environments. Strategic ‘pause’ areas (equipped with Wi-Fi) provided exhibitors and buyers with a place to network while enjoying a cappuccino. Food, sushi and cocktail bars added to the Inspire experience. Running alongside the trade show were trend, retail and design forecast workshops hosted by Dave Nemeth – one of South Africa’s leading trend experts.

aiming for success,’ says Fortmann. ‘We have to extend great thanks to our shareholders, investors and sponsors for their valued support, input and belief in us, which helped to create this much-needed platform for the industry.’ This is why, just weeks before the show opening, the Inspire team changed course in the preparation and planning phase. The team engaged the expertise and design excellence of trailblazers ConCept G Exhibitions & Events. ‘Our team was nothing short of enthusiastic and galvanised to achieve the large project deliverables of Inspire in an extremely short space of time, from appointment to the project build and the actual event,’ says Andrew Gibbs, managing director of ConCept G. ‘The dedicated efforts of the entire team could clearly be viewed in the excellence of execution of the design pavilions, infrastructure and design elements, proving once again that positive and committed input determines great output’.

FACES BEHIND INSPIRE

WHAT’S IN STORE FOR 2015

Being the director of SARCDA Trade Exhibitions for many years and a past chairperson of EXSA, Claire Fortmann handpicked her team. ‘The Inspire team comprises young, innovative, dynamic, and well-versed organisers – fully committed to the success and development of the trade show. We at Inspire aim to make a difference by striving for perfection and

Looking back at the event, says Fortmann, ‘Inspire 2015 is about growth and collaboration, with a key focus on international and local buyers.’ There has been huge interest from those that were initially sceptical about participating in a first-time expo, with many now clamouring to get a good position for 2015.

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DESTINATION • Joburg

Footing it in Joburg Joburg has a lot to offer – architecture, cuisine and even its people. The best way to experience the city in all its glory is by foot. Meetings shares its top picks.

P

AST EXPERIENCES offers a wide array

of Joburg inner-city walking tours, which can be catered around any themes your client wants to focus on – from growth to change, to giving their team some creative inspiration. 1 KA’CHING TOUR

Travel back in time to 1886 and early mining in Johannesburg. Learn about the discovery of gold in the city and the huge impact it had. The tour takes a look at some of Johannesburg’s oldest buildings and you will enjoy a relaxed walk past many of the mining houses and banks in Johannesburg. The importance that minerals have played in South Africa’s development is revealed and there is an opportunity to view one of Johannesburg’s earliest mining stopes. This experience pairs well with drinks or high tea at The Rand Club – Joburg’s original private club.

3 MANDELA’S JOBURG

1

This tour looks at the Joburg that Nelson Mandela experienced in the 1950s and 1960s. Visit his original law practice and the areas he walked through on a daily basis. This tour not only focuses on Mandela, but on all the anti-apartheid leaders who spent time in the inner city. 4 PHOTOGRAPHY-BASED EXPERIENCE

Past Experiences has teamed up with I Was Shot in Joburg to create a fantastic, interactive walking tour. This collaborative event includes an introduction to the Project*, a tour of the Maboneng Precinct or another area of your choice. The aim on this walk is to explore the inner city, learn about its regeneration and public art, all while keeping in mind the theme, ‘finding beauty where there is none’. If you really like a photo (or two) that you took, you can print it and create a stretched canvas for yourself, at a really great price!

2

3

Images: Jo Buitendach, supplied

2 GRAFFITI EXPERIENCE

Joburg has a really unique graffiti culture. This walking tour will look at the street art by local and international artists who have contributed to this growing art movement in Joburg. For an extra-special experience, Past Experiences can organise one of Joburg’s top graffiti artists to accompany your group on the tour. You will also be able to take part in a graffiti workshop to get delegates to think outside the box.

20 • MEETINGS l SEP/OCT 2014

Visit

Work

info@joburgtourism.com www.joburgtourism.com +27 11 214 0700

Play

*The I Was Shot in Joburg Foundation provides skills-development programmes, with photography as the medium, to children living on the streets of Joburg’s urban centres. The foundation is a non-profit, non-government organisation aimed at strengthening the potential of individual lives. pastexperiences.co.za past.experiences@hotmail.com

4

Paint the town

NOT

TO BE

MISSED LARGEST COLLECTION OF ART IN AFRICA

The Johannesburg Art Gallery, o en referred to as JAG, is located in the centre of Joubert Park in the heart of the business district of Joburg. The biggest gallery on the sub-con nent, JAG boasts over 9 000 works of art, displayed in 15 exhibi on halls and sculpture gardens. In fact, only 10% of the exhibits are ever on display at one me, the rest are kept in storage. The exhibits vary between artefacts, sculptures, drawings, pain ngs, prints and lacework. The beau ful building itself was designed by Edward Lutyens, the Bri sh architect also responsible for the Anglo-Boer War Memorial. Guided tours are conducted on request but booking is required. Klein Street, Joubert Park +27 (0)11 25 3130 • nym@joburg.org.za

From works by Picasso and Monet to William Kentridge and Sydney Kumalo, delegates will be able to see first-hand, many exhibits by international and local artists – all housed in the many art galleries throughout Joburg.

ART TOURS Specialising in African and South African art, Art Afrique Gallery showcases well-known ar sts that are featured in the finest private and corporate collec ons around the world – as well as some newly discovered ar sts. If you enjoy viewing art from all over South Africa, the Art Afrique daily art tour is for you. The tour begins and ends at the gallery and you will get to experience all the artwork in The Legacy Group of hotels, The Michelangelo Towers, The Raffael and The DaVinci (pictured) – all which house some of the greatest collec ons of South African art. Legacy Corner, corner Maude and 5th Streets, Sandton • +27 (0)11 292 7113 artafrique.co.za

CONTEMPORARY AND HISTORICAL ART Wits Art Museum (WAM) is home to an extraordinary collec on of African art, including contemporary and historical art from South Africa and art from West and Central Africa. It hosts a dynamic programme of events and art exhibi ons. Currently numbering over 9 000 items, the three major collec ng areas of classical, historical and contemporary artworks are unique in their breadth, geographical range and local specialisa on. The Museum is one of Johannesburg’s premier tourist a rac ons, along with the Apartheid Museum and Cons tu on Hill. The WAM Cafe is a fun place to meet friends and enjoy delicious food and coffee. Guided tours of exhibi ons are available. 1 Jan Smuts Avenue, Braamfontein • +27 (0)11 717 1000 wits.ac.za

NOT

exhibi on space, situated in the vibrant heart of downtown Joburg. Each year, the gallery showcases work by the cream of the local art world and, from me to me, major interna onal shows. One of the most popular events is the annual exhibi on by the incumbent winner of the coveted Standard Bank Young Ar st of the Year Award. The gallery has hosted exhibi ons by prolific South African masters, including Irma Stern, Gerard Sekoto and Cyprian Shilakoe. Contemporary South African ar sts such as Penny Siopis, Willem Boshoff, Karel Nel and Wayne Barker have also lent their vibrant crea ve energies to the gallery. With excellent acous cs, the gallery regularly plays host to concerts and recitals. Guided tours of exhibi ons are available. Corner Simmonds and Frederick Streets, Joburg, • +27 (0)11 631 1889 standardbankarts.com

RIGHT: TO BE The 2013 MISSED Standard Bank Young Artist Award for Visual Arts winner. Mary Sibande’s recent exhibition, ‘The Purple Shall Govern’, at the Standard Bank Gallery was a great success

Image: A terrible beauty is born. Image by Jurie Potgieter, Gallery MOMO

VIBRANT CREATIVE ENERGIES The Standard Bank Gallery is an inspira onal

MEETINGS l SEP/OCT 2014 •

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DESTINATION • Joburg

24 hours in

Sandton A

S AFRICA’S RICHEST square mile, Sandton is the high-energy commercial centre of South Africa. It is a hub around which business people, residents, shoppers, and tourists live, work, play, shop and meet. Encourage your delegates to stay an extra day and experience this vibrant city centre.

IN THE MORNING Situated high above the streets of Sandton, Renaissance Day Spa. is an oasis of serenity in the heart of this cultural and financial hub. Their professional therapists are waiting to give you the luxury spa treatment of your choice, tailored to meet your unique needs. renaissancespa.co.za +27 (0)11 783 9904

FOR LUNCH Hard Rock Cafe Johannesburg is the latest addition to the iconic Nelson Mandela Square. The marble bar takes prominence at the Cafe, as customers are able to enjoy views of the square and the stage, which features a floating constellation of nearly 7 000 drumsticks and a back bar wrapped in LED screens. The iconic Hard Rock merchandise is available for purchase at the Rock Shop inside the Cafe. hardrock.com/ cafes/johannesburg +27 (0)11 784 3144

art to African couture, Sandton City fuses sophistication and tradition. As a premier retail destination in Southern Africa, it encapsulates the South Africa of today. sandtoncity.com +27 (0)11 217 6000

FOR SUPPER The San Deck offers guests breath-taking views over Sandton and its surrounds. With three large fire pits and a number of luxurious couches, this amazing terrace offers the best of Johannesburg’s beautiful sunsets in the heart of the CBD. sandtonsun.com +27 (0)11 780 5147

IN THE EVENING The Auto & General Theatre on the Square has garnered many awards and nominations for theatre excellence. The varied productions in this 200-seater adds a vibrant dimension to the entertainment industry, and to the cultural enrichment of all performing arts. theatreonthesquare.co.za +27 (0)11 883 8606

WHERE TO SLEEP The Marion on Nicol is a boutique hotel of distinction that offers a tranquil and lavish retreat from the bustle of nearby Sandton. mariononnicol.co.za +27 (0)11 783 7816

IN THE AFTERNOON Sandton City is the ultimate shopping destination. This threetiered tower is a maze of escalators and lifts and – with 290 stores under its roof – is a oneof-a-kind experience. From curios to culture,

22 • MEETINGS l SEP/OCT 2014

CLOCKWISE: Enjoy a legendary burger and shake at Hard Rock Cafe Johannesburg; relax and unwind at Renaissance Day Spa; from haute couture to African curios, Sandton City is a shopper’s haven; enjoy a freshly prepared South African meal as well as a breathtaking sunset at The San Deck

DESTINATION • Eastern Cape

MUST-USE VENUES

A slice of the extraordinary

Port Elizabeth’s Boardwalk Interna onal Conven on Centre (pictured above) cks all the boxes – 10 minutes from the airport, on the Golden Mile beachfront and managed by a top team. The ICC has its own dedicated kitchen headed by a professional chef. Working with organisers, the chef carefully cra s menus to suit the theme and budget of the event. Approved suppliers of audiovisual equipment, shelf schemes, decor and entertainment are also on hand to help make the event extra special. +27 (0)41 507 7777 suninterna onal.com

The Eastern Cape’s people, sights and sounds have all contributed to making it a MICE destination of choice. Meetings explores why.

F

ROM PICTURESQUE LANDSCAPES, great team-building activities, stateof-the-art conference facilities and various accommodation options, there is truly something for everyone in the Eastern Cape. The province’s two main economic hubs, Nelson Mandela Bay Metropolitan Municipality (Port Elizabeth, Uitenhage and Despatch) and Buffalo City (East London, Mdantsane, King William’s Town and Bhisho),

DID YOU KNOW? The Eastern Cape is home to a number of awardwinning private game reserves that not only offer amazing game viewing, luxury accommoda on and indulgent spa treatments, but also provide inspira onal and memorable team-building and conference experiences.

E T ING EET IIN NG N G S l SEP/OCT 2014 24 2 4 • MMEETINGS

are ideally positioned to host conferencing, conventions and trade shows. Each boasts their own international convention centre and has a number of great medium- to smaller-size venues. Delegate accommodation includes hotels, boutique hotels and guest houses.

UNIQUE DESTINATIONS With an increasing demand from clients to have ‘a conference with a difference’, the Eastern Cape’s smaller towns, villages and hamlets, locate located between the province’s two largest airport airports (in Port Elizabeth and East London), provid provide the event practitioner with the perfect locatio location. Adequate road infrastructure ensures that your yo clients and delegates will reach their d destination. With so much on offer for the event prac ctit practitioner, their clients and delegates, the East ter Cape should be top on the list for your Eastern nextt destination d conference.

From exhibi ons, banquets, cocktails func ons, conven ons, breakfasts and formal dinners to conferences, seminars and launches, the East London Interna onal Conven on Centre (ELICC) is equipped to assist clients with innova ve ideas, and a refreshing wealth of features and services. Knowledgeable staff will help manage your event; create designer, mouth-watering menus; assist with exhibi on planning and equipment hire; and finally the execu on of a seamless, unique and pres gious event. The ELICC has become well known for crea ng state-of-the-art, memorable and spectacular events. +27 (0)43 709 5202 elicc.co.za

A GUIDE TO HOSTING YOUR NEXT EVENT IN

Nieu-Bethesda L

IFE IN THE Great Karoo village of Nieu-Bethesda po ers along much as it did 130 years ago – stone water furrows line the wide, dusty streets; the night sky is unpolluted by streetlights and the air is fresh and clean. All of this is an ideal backdrop for unique and enchan ng conferences.

The giant pineapple in Bathurst

7 Cathedral of St Michael and St George in Grahamstown

1 2

3

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REASONS TO PLAN YOUR EVENT, TEAM-BUILDING ACTIVITY OR INCENTIVE IN EASTERN CAPE NATURAL BEAUTY From deserts to beaches, forests to game reserves, delegates will enjoy all the fantastic views the venues offer. SPECTACULAR COASTLINE With long stretches of unspoilt sandy beaches, rocky coves, secluded lagoons and towering cliffs, the coast is the province’s main tourist attraction.

VENUES Your event can be held either in the Old Church Hall or the Li le Theatre, or both. They are charming venues – well suited to any type of event. CATERING The town can host an event up to 120 delegates. Catering can be provided – local ingredients, especially Karoo lamb, will feature on the menu. Tasty food for vegetarians is also available. ENTERTAINMENT There is no shortage of things for visitors to do in the me between ac vi es. Delegates can go on workshops with resident cra ers, donkey tours and visit the famous Owl House. ACCOMMODATION Delegates will be accommodated in several places around the village. Because the village is so small, there is no need for anyone to drive anywhere – delegates can walk to where they need to be. Accommoda on op ons vary from small and cosy to bigger places able to sleep big groups of 10 or more. DON’T FORGET Nieu-Bethesda has no petrol, bank or credit card facili es. Get your delegates to fill up their tanks and wallets before they arrive. The closet town is Graaff-Reinet (52 km away).

QUIRKY TOWNS From Grahamstown, also known as the City of Saints because of its 40+ churches, to the enchanting Owl House in Nieu-Bethesda and the giant pineapple in Bathurst, the Eastern Cape is filled with small towns and villages that offer a unique backdrop for a conference with a difference. HISTORY Explore Mvezo, the birthplace of Nelson Mandela; visit the famous sites of the South Africa’s liberation struggles and relive the 1820 Settlers’ movements. In addition to conference content, delegates can learn first-hand about South Africa’s history. FESTIVALS Host your event around a festival so that delegates can maximise their stay in the province. Famous festivals include the Standard Bank National Arts Festival, Grahamstown; the Prickly Pear Festival, Uitenhage; and the Vodacom Splash Festival, Port Elizabeth. BIG SEVEN Few experiences are quite as absorbing as seeing Africa’s great beasts up close. The Eastern Cape is home to the Big Seven: buffalo, elephant, leopard, lion, rhino, great white whi shark and southern right whale. wha

7

ADVENTURE The Eastern ADVEN u Cape is the ultimate destination for an adventur adventure. Explore some of the loca most intriguing locations in South Africa; ke your feet on the take to the skies, keep ru of the ocean. ground or feel the rush southafri For more: southafrica.info and visiteasterncape.co p visiteasterncape.co.za

A NIEU-BETHESDA MUST: THE OWL HOUSE HELEN MARTINS’ OWL HOUSE, o en cited as South Africa’s finest example of outsider art, is an extraordinary, other-worldly home of concrete and ground-glass sculptures. Her crea vity conjures up an array of emo ons – from wonder to excitement, curiosity and sadness. Mar ns grew up in Nieu-Bethesda, leaving for only a few years during her youth. Her immense sensi vity, her unconven onal love affairs and the fact that she had at least one abor on le her somewhat at odds with the strict Calvinist village around her. Increasingly, she hid herself away in her home. Over the years, she and various assistants worked to create a mul coloured house and fantasy garden of concrete and ground-glass sculptures. Inside the Owl House, walls are encrusted with ground glass, mirrors are placed to catch light at different mes of day and lanterns and candles are arranged to bounce their light onto the mirrors. In the Camel Yard, scores of statues – many of them wise men and camels – face east, towards a Mecca of sorts. Shortly before she turned 79, Helen Mar ns ended her life. The forces that drove her and the reasons for her suicide are all something of a mystery. What is certain, though, is that she le behind a startling and powerful vision of her world – a vision that is larger than life. +27 (0)49 841 1642 nieu-bethesda.com

MEETINGS l SEP/OCT 2014 •

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INCENTIVES

Affordable

incentive travel The economic downturn has resulted in many corporates tightening their spend. This does not mean that incentive travel should be affected. Meetings shares its top bush incentive travel picks.

26 • MEETINGS l SEP/OCT 2014

MPUMALANGA Calling all serious game and golf lovers, Kwa Madwala offers the best gameviewing experiences and golfing greens available in South Africa. The reserve offers elephantand horseback safaris as well as low-al tude microlight safaris. Guests at Kwa Madwala are allowed to play golf at the pres gious Leopard Creek golf course. Accommoda on is provided at Manya a Rock, which consists of 27 chalets. Looking like giant rocks, the unique dome-shaped bedrooms are sca ered across the rocky outcrop, with fabulous views out across the bush from the private wooden deck of each unit, which are very popular with guests. Subtle ligh ng around the camp and footpaths connect all rooms to the swimming pool, boma, dining deck, bar, day spa and viewing lounge deck. CONFERENCE UP TO 120 PAX +27 (0)13 790 0281 kwamadwala.net

L IIM LIM MPOP POPO POP O Ne N stl stled t ed in th he sh hado do ows w off thee Wa o Water erber er be g mou ber oun oun untai tains, ains,, ne near ar Bela-Bela, Itaga g Lodge ga Lod dge e is is loca loc loc o at at ated in n th the gr g eat atter Mabalingwe Ma Nature Reserv Res erve – a malaria-free area of Limpopo and home to the Big 5. Itaga has earne rneed a pr p oud d re reput puta on as an exc xclus lussive bu but aaff but ffordaablee lu ffo luxur xuryy llodg xur odging odg ing establishment offering eigh ht tastefully l en-suite, African-themed chalets. The rooms have private, pergola-covered pa os. Most rooms also feature a screened outdoor bush shower for that exhilara ng ‘Out of Africa’ experience. The thatched central complex has a roman cally appointed dining area and the elevated upper deck offers stunning views across the plains. The quiet solitude of this private loca on makes it the perfect place to witness sensa onal sunsets, while savouring the moment with a cocktail. CONFERENCE UP TO 16 PAX +27 27 (0)86 102 3278 itaga.co.za

QUICK

CHAT

Nadia van Rooyen an Rooy has been working in the industry for 13 years. She is a partner in Choice Getaways – a oneon-one marke ng company specialising in accommoda on, venues, team building, ac vi es, tours and transfers. LIIM LLIM MP PO POP OP O Iff you you ar yo aree look loo ooking ook ing fo or a ne new w

LIMPOPO Come and enjoy the incredible mountain views, famous country gardens and chic accommoda on in a century-old heritage home. Kings Walden Garden Manor combines interna onal excellence and African warmth. Situated in the Agatha Mountains, Kings Walden is 12 km outside Tzaneen and just a five-hour drive from Johannesburg. Accommoda on at Kings Walden is all about romance and relaxa on. Each room leads onto the gardens, where there is a large swimming pool for your pleasure. Kings Walden’s new chef, Billy McKechnie, has created a delicious contemporary fusion menu that combines imported speciali es and fresh, local organic produce. Kings Walden has teamed up with Magoebaskloof Adventures to offer corporates an unforge able experience. IDEAL FOR TEAM BUILDING +27 (0)15 307 3262 kingswalden.co.za

des es n naa on n ttha h t off offers fferrss un uniq uni que ex que e per p rien ien ences cess in ces na ttra raanqu nq il atm mosp os her heere, e, the then n Ma Mas M ashov ho hel e a Bush u h Lod Lodge dge g , insi ns de the hee Mo Morni rn nin ngg Sun S Na Su Natur tur tu ture u eR ur Rees eese servee, iss th the h place he place a fo for or you you. ou u. Th T e1 10 0 enn-ssuite uit ite ccha ha ets hal e pro ro ovid vide the vi he per pe fec fectt acco c mmo cc mmoda d on fo da forr ince ince nc n vee tra raavvel veellers. ler ers. For Fo o th thee rreal eal ea al ad adven ven ve ntur turer, e th er, er thee Hamm mm moc ockk o Camp Cam p is is nest e led es ed d ri right gh ght ht ne n xt to o a waate terrfa fall wit ithin hiin hin h a ttran ran nqui quil u l ggree reeen eenvi reen nviiro nv ron o men meent teem ment eming em ing ng wiith h noccttur tu u nal al an anima ima imal mal ac vit viity. Vis Visii n Vi ngg tthe hee th hree ree-st -st -sta star ar Mas Mashov Ma ashov hovvh ho hel ela Bush sh h Lo Lodge Lodge dgg iss truly trruly ly a valuevallue ue-ffor uefor o -mo -m ney experience filled with mys cal forests, sacred lakes, water spirits, stunning scenery and famous Venda arts and cra s; a perfect combina on of authen c culture close to nature with other Big 5 des na ons within reach. CONFERENCE UP TO 100 PAX +27 27 (0)12 991 6930 morningsun.co.za

Why is incentive travel important? It mo vates staff to reach their targets and to put in that extra effort. Compe on among staff is healthy for a business.

When deciding on an incentive destination, what should one consider? CULTURE The culture of the company and the culture of the destination. Are they similar? VALUE FOR MONEY Affordability is very important. THINGS TO DO On-site activities as well as adventure and tours in and around the area. TIME TO RELAX The venue must allow the corporate client to relax, be themselves and have fun. FLEXIBILITY The venue must be able to be flexible with regards to meals and activities. I usually find that smaller, owner-managed venues offer the above.

What are the advantages of local incentive travel?

MOKOPANE Shikwaru Lodge offers an outdoor experience beyond comparison. A mere two hours’ drive from Gauteng, it is the perfect des na on for tourists, conferences, weddings, wildlife enthusiasts, bird watchers and anglers. Shikwaru caters for visitors desiring a variety of accommoda ons – from the very luxurious to the basic, comfortable and homely. The camp caters to families and groups and the children’s play area and swimming pool at the main camp are ideal for visitors. The African Pot restaurant offers African cuisine specially prepared for you by the resident chef. Bush dinners under the African sky in the middle of the African wildlife can be arranged. A resident game ranger accompanies guests for a unique and memorable guided bush experience. CONFERENCE UP TO 100 PAX +27 (0)15 491 1174 shikwaru.co.za

Local incentive trips are generally more affordable than overseas trips and as a result it gives a small company an opportunity to offer their staff incentive trips as well. Being more affordable, companies can then also offer various trips for various targets throughout the year. I also believe that consultants need to become more creative and not always offer the usual. They need to do a little more research and discover what this country really has to offer.

Why chose a bush incentive? Being in the bush is something most of us long for, especially after many months of working and living in the city. It gives you a sense of freedom and a chance to unwind. Being out in the bush allows you to switch off from work.

MEETINGS l SEP/OCT 2014 •

27

HELLO, ǁĞ ĂƌĞ ĂƉƚƵƌĞ /ƚ͕ Ă >ŝǀĞ ƌĂǁŝŶŐ ǀĞŶƚ ƚŚĂƚ ĐŽŶƐŝƐƚƐ ŽĨ Ă ƚĞĂŵ ŽĨ ƚƌĂŝŶĞĚ ^ŽƵƚŚ ĨƌŝĐĂŶ ƌƟƐƚƐ ǁŚŽ ĚƌĂǁ ǁŚĂƚ LJŽƵ ƐĂLJ͕ ŝŶ ƌĞĂů ƟŵĞ͘ KƵƌ 'ƌĂƉŚŝĐ ZĞĐŽƌĚĞƌƐ ůŝƐƚĞŶ ĂŶĚ ǀŝƐƵĂůůLJ ƚƌĂŶƐůĂƚĞ zKhZ ĐŽŶƚĞŶƚ͕ ĐŽŶǀĞƌƐĂƟŽŶƐ ĂŶĚ ƚŚĞŵĞƐ ŝŶƚŽ ŵĞŵŽƌĂďůĞ ŝŵĂŐĞƐ͘ tĞ ĐŽŵďŝŶĞ ĐƵƐƚŽŵ ŚĂŶĚͲĚƌĂǁŶ ƉŝĐƚƵƌĞƐ ĂŶĚ ŬĞLJǁŽƌĚƐ͘​͘​͘ ƌŝŶŐŝŶŐ LJŽƵƌ ŝĚĞĂƐ ƚŽ ůŝĨĞ͊ WĞŽƉůĞ ZĞŵĞŵďĞƌ WŝĐƚƵƌĞƐ ƐŽ Ŭ Ă ĂƉƚƵƌĞ /ƚ ƌĞǁ ĨŽƌ LJŽƵƌ ŶĞdžƚ ŽŶĨĞƌĞŶĐĞ͕ DĞĞƟŶŐ Žƌ ŽƌƉŽƌĂƚĞ ǀĞŶƚ͘

Style

and flair H

ow do you see the meetings, conferences and exhibition industry at the moment? The MICE industry has certainly been affected in the short term due to instability in South Africa with extended striking. The last quarter however is still showing similar trends and growth from last year. Peak periods are still being booked up well in advance.

What drew you to the MICE industry? The excitement of

the forum’s Kim Roberts is best known for her innovation and creativity and her love of cappuccinos.

an ever-changing environment, small or large, and not forgetting the constantly changing requirements of both events and delegates, as one group departs and another arrives.

What has been the biggest change in the industry you’ve seen? Budgets are being used more smartly – there is definitely a focus on value-adds and service.

Why do you think the forum company’s venues are so popular? It is our passion and drive to consistently deliver world-class events with a South African feel. Our ability to stay on trend and ahead of the pack with our signature event offering also makes us stand out above the rest.

What have been the highlights in your career so far? There have been many – but a few stand out, namely

the ability to cater perfectly for a small niche event and a large corporate on the same night, and being part of the team that created and executed the premiere of the documentary Miracle Rising and The Turbine Art Fair.

How would you describe yourself as a leader? You have to be prepared to put your nose to the grindstone. Don’t give up as you will find a solution.

What is the best and worst advice you have received? The best was from my father, ‘Take risks but count to five while you think about it first.’ This is the best way to learn, even if it’s a mishap. And the worst, ‘Never say no.’ Sometimes the exact opposite is the best advice.

What is your favourite holiday spot and why? Any place where I can walk and take time to soak up the environment.

If you could ask your future self one question, what would it be? Did I ask enough

What book do you wish you had written and why? The book still needs to

questions? I don’t pretend to know everything and learn something every day.

be written – it would be about crazy hotel stories. After years in the industry, some of the guests that I’ve had to deal with and what they have gotten up to have been very entertaining. The few stories I have told at dinner parties have left people in stitches of laughter.

What super power would you like to possess? I’ve never thought about this – I am too practical and see mostly in black and white.

What three words describe you? Quick, impatient, honest.

What is your best characteristic and biggest flaw? The following quote

What do you do in your spare time? Create in the

best sums it up: ‘Be prepared to fill where you are needed, but sometimes this gets you stuck in the details and missing overall picture.’

kitchen, entertain and spend time with my family.

What are you scared of? Not being the best I can be, each day.

If you could be anyone for a day, who would it be and why? I would love to have been

What makes you laugh? The

Charlie Trotter – a restaurateur with a fabulous business brain, great palette and a team motivator for those that worked with him.

silly things humans do – usually at the most inappropriate times.

What have you learnt the hard way? Recognise that every person plays a role in a company, from a senior manager to the cleaner, and you need to tell them often that you appreciate their work.

What quote best describes you? ‘One cannot think well, love well, sleep well, if one has not dined well.’ – Virginia Wolf

What are you addicted to? Cappuccinos, and good ones at that.

ABOUT KIM ROBERTS While hile they are well known kno for their world-class venues, the forum company is also highly rated for their phenomenal food. Playing a leading role in this pivotal func on within the forum company is opera ons director Kim Roberts. At the forum she relishes the challenge of managing largescale events and projects that require intricate planning and implementa on.

MEETINGS l SEP/OCT 2014 •

29

Banting and banter When conferencing at Selborne Hotel, Golf Estate and Spa, expect sumptuous dishes prepared by executive chef Jeane Morkel.

H

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OW has the food and beverage industry changed over the past five years? People have become more

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aware of what goes on behind the scenes because of television shows like MasterChef. This new interest means that the industry is definitely growing.

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What are some of the trends you see in the food and beverage industry? Health trends have become very popular. Right now everyone is talking about banting – a high-fat, low-carbohydrate diet. This form of eating has become synonymous with the Tim Noakes Diet.

What would you say is the number-one mistake people make when it comes to catering for conferences? Poor time

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management and over-catering for events.

What are your top-five catering tips? Be organised, plan ahead, be well

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prepared, listen to your client’s requests and use fresh ingredients.

Image: Jonathan Burton

How do you present ‘plain’ food in a way that makes it look appealing to delegates? By thinking creatively and visualising the dish. Colour makes a difference, as people first eat with their eyes.

What dish are you asked to make the most often? My butter chicken with basmati rice roti.

ABOUT CHEF GERARD Chef Gerard’s cooking is not preten ous; instead he focuses on providing his customers with a en on to every detail and a great dining experience. His career highlights include: being the execu ve sous chef at The Dining Room at the original Grace in Rosebank,the execu ve chef at Hilton Sandton and Southern Sun Montecasino’s Punchinellos and running his own restaurant.

30 • MEETINGS l SEP/OCT 2014

What is your signature dish?

Grilled fillet of beef with fondant potatoes, braised spinach, stir-fried vegetables, pepper cream and balsamic red wine reduction.

Why did you decide you wanted to become a chef? I’ve always had a passion for food and I have the right temperament for the industry.

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GOLDEN RULES ABOUT BANTING NOT A HIGH-PROTEIN DIET This is a high-fat, mediumprotein, low-carb way of eating. EAT WHEN YOU’RE HUNGRY When you are hungry, eat. Stop when you are full. SKIP A MEAL If you’re not hungry, skip a meal – you won’t die. FAT IS YOUR FRIEND Yes, you read right! NO NEED TO BE CHICKEN Eggs are good for you and taste great. SAY NO TO READYMADE MEALS Cook all your meals from scratch. SNACKING IS THE DEVIL Just don’t snack. YOU ARE SWEET ENOUGH! Stay away from sugar – rather use zylitol if you cannot go cold turkey. IT WON’T KEEP THE DOCTOR AWAY No fruit is allowed on this diet – it’s a sweet, not a healthy snack. GRAINS MUST BE AVOIDED AT ALL COSTS Another carb that must be not eaten.

COVER STRAP

South African National Parks CONFERENCE AND FUNCTION VENUES

Your natural heritage

5 Experience tranquil and refreshing breakaways within our National Parks and explore our world of activities and adventure with your group.

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OUTH AFRICAN National Parks (SANParks) manages a system of parks that represent the indigenous biodiversity and associated cultural heritage of the country. These 22 parks are scattered throughout the country in coastal, arid, mountain and bushveld settings, offering a wide range of accommodation and nature-based activities, all bent on turning the visitor’s trip into a memorable experience. SANParks does not only cater for the holiday-maker and tourist but also for business people seeking out-oftown conference facilities in a tranquil environment. There is a selection of

venues to choose from and the service is tailored according to the client’s choice of conference style, location, seating capacity and budget.

CONFERENCE AT SANPARKS The location of our conference boardrooms in the bush presents an ideal opportunity to spice up business meetings and other social gatherings with activities that includes game drives, safari walks, hiking trails, bush braais and other park-specific, naturebased activities. Having a multitude of conferencing venues within its many parks, SANParks offers adequate infrastructure to handle small and large groups. STANDARD CONFERENCE OFFERINGS The various conference • FULL– and half-day packages are available on request facilities within the parks • STANDARD offerings include, a flip chart (one per room, more at an additional charge); whiteboard are easily accessible and with markers and eraser; retractable white projection provide an ideal getaway screen; SANParks-branded five-page A5 note pad; finefor delegates to enjoy a point pen; 500 ml bottled water; sweets/mints; data variety of pre- and postprojector; laser pointer; lectern; PA system with lapel or handheld microphones (at selected camps only); TV conferencing breaks and and DVD. services. SANParks offers • OPTIONAL equipment (additional cost to high-power conferencing client) includes, a technician on duty; a photocopier in a natural environment so and cost of copies; faxing services; telephone facilities. that delegates are still able

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REASONS TO HAVE YOUR NEXT CONFERENCE AT SANPARKS

TRANQUIL SETTING The conference boardrooms are located in the heart of the South African bush, providing breathtaking views of the country’s flora and fauna. ACTIVITIES Delegates will be able to enjoy game drives and walks as well as park-specific, nature-based activities. PROFESSIONAL SERVICE The friendly and experienced staff will ensure that every detail of your event is taken care of. CATERING Chefs will ensure that delegates are treated to quality culinary fare. MULTITUDE OF CONFERENCING VENUES Conference facilities within the parks are easily accessible and can handle small and large groups.

to enjoy the advantage of experiencing an unspoilt African wild. SANParks can cater for all conferencing needs, from arranging the venue, to the logistical arrangements, to organising tailored pre- and post-conference activities. We invite you to join us in the wild; meet, plan and strategise, all the while learning from nature that the strongest survive but dynamite is hidden in small packages. Answer the bird’s first call as your mind ‘goes wild’ with brilliant ideas. t +27 (0)12 426 5025 f +27 (0)12 343 2006 traveltrade@sanparks.org sanparks.org

AUGRABIES FALLS NATIONAL PARK

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HE AUGRABIES Falls Conference Centre is part of the Augrabies Falls National Park main rest camp. Augrabies Falls, on the Orange River, ranks among the world’s greatest waterfalls. The name Augrabies, which was given to the falls by the local Khoisan people, means hollow place, a place of great noise, a rocky waterfall and accurately describes the falls. European explorers had called the falls King George’s Cataract, or Hercules Falls but the Khoisan name has stuck.

CONFERENCING The Augrabies Falls Conference Centre is well equipped to host any high-powered business or social gathering. Weddings and team building can be catered for. ACTIVITIES Activities available in the park can be tailored to suit different group schedules. The park offers hiking/nature trails, game drives, mountain biking, waterfall viewing and canoeing. There is a pool at camp.

VENUES AND CAPACITIES Room name Augrabies Falls Conference Centre

U-shaped

Schoolroom

Cinema

30

40

70

ALL YOU NEED TO KNOW Nearest town

Upington (120 km)

Nearest airport

Upington Airport

GPS coordinates

S 28°37’039”, E 20°20’945”

Gate closest to camp

Main entrance gate (3 km from rest camp)

Gate mes

Open 24 hours (early departure only on prior arrangement with recep on)

Speed limit

40 km/h in game area; 20 km/h in rest camp

Accommoda on

59 units and 40 camp sites. Universally accessible units are available

Cell phone recep on

All networks

Restaurant

À la carte

Shops and ATM

Convenience shop on-site; no ATM available

Fuel

All types available

KRUGER NATIONAL PARK

BERG-EN-DAL

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ERG-EN-DAL Conference Centre is part of the Berg-en-Dal rest camp located in the southern section of the Kruger National Park. The rest camp is situated on the banks of the Matjulu Loop, with a view of softly undulating hills to the east. On the northern and southern sides, dry riverbeds and a dam border the camp. There are large trees along the streams and special care has been taken to preserve the natural vegetation in the camp. Berg-en-Dal is also the only camp set in a rugged mountain environment and is built on the site of a prehistoric settlement. CONFERENCING The conference centre at Berg-en-Dal is well equipped to host any highpowered business or social gatherings. Weddings and team building can be catered for. ACTIVITIES Activities available in the park can be tailored to suit different group schedules. The park offers self-drive game viewing, traditional dancers, sunrise and sunset game drives, morning and afternoon bush walks, bush braais and bush breakfasts, 4x4 trails and non-guided trails in camp. There is a pool at camp and golf courses nearby.

VENUES AND CAPACITIES Room name

U-shaped

Schoolroom

Cinema

Banquet

Hall

–

144

324

120

Room 1

21

36

72

–

Room 2 and 3

32

48

108

–

ALL YOU NEED TO KNOW Nearest town

Malelane (29 km)

Nearest airport

Kruger Mpumalanga Interna onal (75 km)

GPS coordinates

S 25°25’705”, E 31°26’606”

Gate closest to camp

Malelane Gate (12 km)

Gate mes

Jan, Feb, Nov and Dec: 05:30 to 18:30 Mar, Apr, Aug, Sep and Oct: 6:00 to 18:00 May, Jun and Jul: 06:00 to 17:30

Speed limit

50 km/h on tar roads; 40 km/h on gravel roads

Accommoda on

62 bungalows, 23 family co ages, 2 guest houses and 70 campsites. Universally accessible bungalows and co ages available

Cell phone recep on

All networks

Restaurant

À la carte and take-away kiosk

Shops and ATM

Convenience shop on-site. The restaurant has an ATM

Fuel

All types available

KRUGER NATIONAL PARK

MOPANI

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OPANI CONFERENCE Centre is part of the Mopani rest camp located in the northern section of Kruger National Park. The rest camp lies on the banks of the Pioneer Dam, a best-kept secret, nestled among the koppies with mopani trees and a huge, gnarled, old baobab tree in the heart of the camp. CONFERENCING The conference centre boasts state of the art equipment fit to host high-powered business meetings, weddings and other social gatherings. ACTIVITIES Activities available in the park can be tailored to suit different group schedules. Activities include self-drive game viewing, sunrise and sunset game drives, morning and afternoon bushwalks, overnight wilderness trails, bush braais and bush breakfasts and an in-camp walking trail. There is a pool at the camp.

VENUES AND CAPACITIES Room name

U-shaped

Schoolroom

Cinema

Banquet

Xanas

50

120

300

120

Matomani 1

12

12

25

–

Matomani 2

10

16

30

–

Matomani 3

16

16

45

–

Matomani 1-3 combined

40

54

150

–

Matomani 1-2 combined

30

30

65

–

ALL YOU NEED TO KNOW Nearest town

Phalaborwa (75 km)

Nearest airport

Kruger Mpumalanaga Interna onal (78 km)

GPS coordinates

S 23°31’224”, E 31°23’895”

Gate closest to camp

Phalaborwa Gate (74 km)

Gate mes

Jan, Feb, Nov and Dec: 05:30 to 18:30 Mar and Oct: 5:30 to 18:00 Apr, Aug and Sept: 06:00 to 18:00 May, Jun and Jul: 06:00 to 17:30

Speed limit

50 km/h on tar roads; 40 km/h on gravel roads

Accommoda on

45 bungalows, 12 co ages, 46 guest co ages. Universally accessible bungalows and co ages available

Cell phone recep on

All networks

Restaurant

À la carte and take-away kiosk

Shops and ATM

Convenience shop on-site with ATM

Fuel

All types available

KRUGER NATIONAL PARK

SKUKUZA

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HE LARGEST rest camp of the Kruger National Park, Skukuza is situated on the southern banks of the Sabie River. Well foliaged, with lofty trees along the river’s edge, visitors can expect a diverse range of animals (including the Big 5) and plants at this popular camp, as well as various activities and facilities.

CONFERENCING The Nombolo Mdhluli Conference Centre is a new addition to the Skukuza rest camp, situated in the southern part of the renowned Kruger National Park. The 500-seater conference centre was completed in 2010 and is equipped with state-of-the-art audiovisual equipment and translation booths, making it suitable to host any high-powered multilingual conferences. The centre’s 690 m2 floor space and 5 m ceiling height make it suitable for other uses that include product launches and exhibitions. The Skukuza rest camp has ample accommodation to house delegates and offers a wide variety of activities and facilities to spice up the conferencing experience. ACTIVITIES Activities available in the park can be tailored to suit different group

schedules. Activities include self-drive game viewing, sunrise and sunset game drives, morning and afternoon bushwalks, overnight wilderness trails, bush braais and bush breakfast, 4x4 trails, in-camp walking trails, a nine-hole golf course, museum and amphitheatre. Children’s educational programmes are also available. There are swimming pools on-site.

VENUES AND CAPACITIES Room name

U-shaped

Schoolroom

Cinema

Banquet

Ndlopfu

250

500

750

120

Ingwe/Ndau, Mhelembe/Nari

30

32

80

60

Ongwe and Mhelembe

57

64

160

120

Ndau and Nari

57

64

160

120

ALL YOU NEED TO KNOW Nearest town

Hazyview (55 km)

Nearest airport

Kruger Mpumalanaga Interna onal (112 km)

GPS coordinates

S 24°59’45”, E 31°35’31”

Gate closest to camp

Paul Kruger Gate (12 km); Phabeni Gate (39 km)

Gate mes

Jan, Feb, Nov and Dec: 05:30 to 18:30 Mar and Oct: 5:30 to 18:00 Apr, Aug and Sept: 06:00 to 18:00 May, Jun and Jul: 06:00 to 17:30

Speed limit

50 km/h on tar roads; 40 km/h on gravel roads

Accommoda on

238 units and 100 camping sites. Universally accessible bungalows and co ages available

Cell phone recep on

All networks

Restaurant

Two à la carte restaurants

Shops and ATM

Curio and convenience shop. ATM is available

Fuel

All types available

GOLDEN GATE HIGHLANDS NATIONAL PARK

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HE GOLDEN Gate Highlands National Park lies nestled in the rolling foothills of the Maluti Mountains of the northeastern Free State. The park derives its name from the brilliant shades of gold cast by the sun on the park’s sandstone cliffs, especially the imposing Brandwag rock, keeping vigil over the main rest camp. The 11 600 hectare area of unique environment is true highland habitat, being home to a variety of mammals. Ribbokkop, the highest point in the park, reveals a breathtaking tapestry of red, yellow and purple hues as its warm shades merge with the cool mountain shadows towards evening. CONFERENCING The Golden Gate Hotel and chalets have much to offer in terms of classy conferencing. The tranquil setting helps to ease the mind and adds to productivity. The Golden Gate Conference Centre is fully equipped and consists of five venues. The Golden Gate Hotel has a team of professional coordinators who take pride in assisting clients to make their conference, meeting, event or launch as hassle-free as possible. The hotel’s five venues: Free State, Ribbok, Oribi, Blesbok and Eland, offer the perfect setting for productive conferencing.

ACTIVITIES Activities available in the park can be tailored to suit different group schedules. Activities include hiking/nature trails, abseiling, horse riding, canoeing, tennis, mountain biking, golf and the Basotho Cultural Tour.

VENUES AND CAPACITIES Room name

U-shaped

Schoolroom

Cinema

Free State

100

300

300

Banquet 300

Eland

45

100

100

100

Ribbok

40

60

60

60

Blesbok

20

30

30

30

Oribi

18

24

24

24

ALL YOU NEED TO KNOW Nearest town

Clarens (17 km)

Nearest airport

Bloemfontein, Johannesburg and Durban – all approximately 300 km away

GPS coordinates

S 28°30’216”, E 28°35’001”

Gate mes

Open-access park

Accommoda on

Hotel and chalets: 88 units AddiƟonal accommodaƟon: • Glen Reenen Rest Camp (34 units), • Mountain Retreat (8 units) • Basotho Cultural Village (24 units) Universally accessible units available in hotel and chalets

Cell phone recep on

All networks

Restaurant

Two à la carte restaurants

Shops and ATM

Curio shop at hotel and convenience shop at Glen Reenen

Fuel

All types available

MOKALA NATIONAL PARK

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HE MOSU and Mofele Conference Centres are part of the two lodges situated within Mokala National Park. Mokala is the newest of all the national parks and replaces the old Vaalbos National Park that was given back to the Sydney on Vaal land claimants. Mokala was officially opened on 19 July 2007 and currently covers 26 500 hectares. It has a variety of game but is primarily there for the protection of South Africa’s rare and endangered species – the black rhino, tsessebe, white-backed vulture, roan antelope, sable antelope and disease-free buffalo. CONFERENCING The two conference centres at Mokala National Park are well equipped to host any high-powered business or social gatherings. Weddings and team building can be catered for. ACTIVITIES Activities available in the park can be tailored to suit different group schedules. Activities include game drives and bush braais. There are two swimming pools at the camp.

VENUES AND CAPACITIES Room name

U-shaped

Schoolroom

Cinema

Banquet

Mosu

40

60

80

50

Mofele

40

60

80

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ALL YOU NEED TO KNOW Nearest town

Kimberley (84 km)

Nearest airport

Kimberley Airport (84 km)

GPS coordinates

Main Gate: S 29°12’775”, E 24°19’579” Lilydale Gate: S 29°04’236”, E 24°27’593”

Gate mes

Summer: Oct to Mar, 06:00 to 19:00 Winter: Apr to May, 06:30 to 18:30 Winter: Jun to Aug, 07:00 to 18:00 Summer: Sep, 06:30 to 18:00

Speed limit

40 km/h

Accommoda on

31 units and 10 camp sites. Universally accessible units available

Cell phone recep on

All networks

Restaurant

Two à la carte restaurants

Fuel

Modderrivier (50 km from Mosu recep on)

BEST PRACTICE

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The importance of

eventiquette Delegate no-shows as well as non-registered delegates arriving have major implications for an event. Using The RSVP Agency will take away the stress of delegate registration.

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SVP – FOUR LETTERS that have the biggest impact on an event. Knowing the number of people attending does not only help with catering, but the entire cost of the event – venue, entertainment, decor, guest speakers and so on. It is this very reason that all events require an RSVP.

WHY DELEGATES RSVP Guests accept an invitation knowing that they will not attend but do not want to be rude and decline. Some confirm and have every intention of coming but change their mind at the last minute. The RSVP Agency will contact registered delegates a few days before the event confirming dietary requirements in the hope that the guest will at least realise that they are expected to attend the event.

HOW TO DEAL WITH NO-SHOWS It is tricky with corporates to address noshows with their clients – The RSVP Agency acts as the middleman. If The RSVP Agency has confirmed a delegate’s attendance and they were a no-show, it is their responsibility to call that delegate the day after the event to enquire if everything is alright. Most often

there will be an apology and an excuse – hopefully the delegate will learn from this and think twice before doing it again. Other times it has been a legitimate reason – death or a board meeting has taken precedent. The corporate can then use this opportunity for to send condolences or offer to send a copy of the presentation. Where appropriate, The RSVP Agency recommends that on the invitation it states that should you accept and then not attend; either the division/department is billed for non-attendance and even in some cases the employee is billed directly. “South Africans seem to be of the opinion that if they are not paying for something then it’s alright that someone else sits with the cost. It is unacceptable that invited guests feel it’s okay to accept an invitation and then just not arrive and it’s time we as an industry started to educate the public that this is just bad manners,” says Terry Sutherland, CEO of The RSVP Agency.

ON THE OTHER SIDE OF THE COIN Of course there is the chance that you have people who don’t respond and then arrive.

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REASONS TO USE THE RSVP AGENCY INCREASE YOUR ATTENDANCE NUMBERS From the start of the invitation process, they are in constant communication with the invited guests. The RSVP Agency will also speak to your delegates to ask why they accepted but never attended. DETAILED REPORTS The RSVP Agency will be able to tell who has responded, when and what time of day the guest opened their invitation and so on. ROI REPORTS ON EACH CLIENT Find out how much you have spent on your customer over the course of a year. How many events he/she was invited to and how many they accepted and or attended. GATHER SPECIFIC INFORMATION Relevant information about the guest will be collected that helps to pre-populate specific information the next time they are invited to the same event.

The RSVP Agency always assumes this will happen and have printers on-site so that they can print and even change names on name tags. “You would be surprised how many people arrive at an event and bring an entourage with them and expect to be welcomed and catered for. This happens even if you have stated very clearly that the invitation is for one person only and is not transferable. Unfortunately this trend continues to grow rather than decline and creates untold problems for clients, event practitioners, caterers and venues, especially if the venue has a maximum number of guests allowed. This can get you into all sorts of trouble with health and safety and could result in your event insurance being deemed null and void – not something any company would want to be liable for,” says Sutherland. An educated client is a wonderful client and, as an industry, if we started with our customers and in some small way began to change the attitude of the delegate, we would take one giant leap towards making the events industry an industry to be respected, as it should be.

MEETINGS l SEP/OCT 2014 •

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BEST PRACTICE

Sizzle

sells seats There is no foolproof plan to guarantee delegate registration. However, for Helen Brewer, there are many considerations that reduce the risk of limited or no registrations.

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I

T SEEMED SUCH a great subject to plan a conference around. Everyone gave the impression that the conference would be a winner, while others proclaimed the conference was likely to be overbooked. So, why are there hardly any registrations? With low registrations, tension creeps over the planners and panic sets in. Deposits have to be paid; worse still, non-refundable deposits have already been paid. And to top it all off, presenters and service providers are beating down your door for final details. It’s a nightmare. What went wrong? Did it even go wrong? Perhaps not all the rules of the shifting goalposts of conferencing were quite understood. Below are a few ways to improve delegate registration.

PROGRAMME CONTENT Delegates are busy people with demanding schedules and as a result they will have no time to sit and listen to the same

negative sentiments are being spread, the conference is bound to be a disaster. Issues to take into consideration include: • accessibility (external and internal) • parking and parking payment • noise disturbances from adjacent meeting rooms • poor or limited catering • questionable hygiene standards.

FINANCIAL CONSIDERATIONS Charge structures can indeed determine certain perceptions. If a registration fee is far higher than average and the programme is very enticing, also having targeted senior management, it may seem advantageous to be there for a multitude of reasons. There are organisers that will consider a below average or very low registrant fee structure, which could be off-putting as attending delegates may question why the programme is so inexpensive? Be prudent – do an accurate calculation between set and variable expenses and effectively calculate a break-even number of paying attendees in order to make an informed decision. A further rule is to avoid making your attendees guess what is and what is not included within the fee. A lack of clarity could turn a possibly interested delegate into a non starter. old speeches, unless there are riveting revelations coupled with a well-executed Q&A session. These programme considerations are becoming more essential as Google and other technologies can get the same message across at any time, in the comfort of a would-be attendee’s home. If a business person sees the alternative – getting a copy of the presentation before the event or even following the conference online – it is likely they would opt for that rather than attend. So if there is nothing to pull them in, there is limited motivation for being there.

EXPECTATIONS

VENUE SELECTION

TIME FACTORS

If a targeted delegate has had a negative past experience at the same venue, it is likely to take something special and a dazzling programme to entice them to register. Word-of-mouth is arguably the most powerful communication tool and if

Timing is perhaps the most challenging concern of all. On the one hand, with plenty of time and insufficient registrations, it is possible to cancel, postpone or reschedule. On the other, especially at this economically problematic time, delegates are tending

Always make every effort to deliver that which is stated on the programme and in good faith. Presenters must be confirmed and subject matter should be definite. It is appreciated that unforeseen circumstances can occur, yet these should be infrequent in virtually uncontrollable situations. Delegates do not want to attend conferences where presenters actively try to sell the products or services they represent. Attempting, or allowing, a hard sell at a conference is a sure way of damaging organiser and presenter reputations.

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TYPES OF CONFERENCES USUALLY EXEMPT FROM NEEDING DELEGATES TO REGISTER CORPORATE GATHERINGS such as internal sales motivation meetings with professional presenters or highpowered client appreciation events – where no expense is spared with lavish gifts bestowed on all. Product launches and year-end functions can be included in this category. GOVERNMENT – SPONSORED CONFERENCES for both public and private sector participation. These events are at no charge with banquet tables groaning under the weight of food and refreshments. Hence there is uncertainty as to the real reason for being in the audience in the first place. Admittedly, the rent-a-crowd conferences of this nature are on a dramatic decline since the finance minister made noise about cutbacks. MEMBER ASSOCIATIONS, TRAINING ORGANISATIONS AND CONFERENCE PRODUCERS’ bottom-line is profit and at the very least need to break even with the incentive for the financial risk-takers to promote a further gathering rather than refunding the fees before paying the various expenses already incurred.

to register at the last minute, making it difficult to decide on proceeding or not. Certainly, a cut-off registration date can be included. The additional issues are due to so many conference organisers not sticking to the deadline date; delegates have become cynical and are unlikely to stick to the cutoff date. With the significant information overload that our business world experiences today, take into consideration who you are attempting to attract and what will move them from their offices to your conference. Remember: the bells and whistles are supremely important!

HELEN BREWER is a director of the MICE Academy. She has been involved in the MICE industry for over 35 years and has immense knowledge and experience to assist with best practice. Take the online Q&A test and start accumulating credits. miceacademy.co.za

MEETINGS l SEP/OCT 2014 •

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BEST PRACTICE

How to increase

your event attendance

Every single event practitioner wants to ensure that their events are well attended. Terry Sutherland shares her top tips on how to ensure great event attendance.

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HETHER YOU’RE tasked with running

an exclusive product launch or a high-profile awards evening, your event is nothing without its guests. If you want to avoid the embarrassment (not to mention the negative ramifications) of empty tables and unopened gift bags, take heed of the following advice:

‘FAILING TO PLAN IS PLANNING TO FAIL’ Planning an event without equipping yourself with the necessary information is like attempting to cook a gourmet meal without reading the recipe, or shopping for ingredients. If you realise that you don’t have any eggs and substitute flour instead, your flan is going to be a flop. Organising an event is no different – you need to make sure you gather as much information as you can prior to planning in order to ensure your event’s success. Make use of event data and reports.

STREAMLINE YOUR REGISTRATION PROCESS Ensure you don’t put guests off once they’ve arrived by making them stand in long queues. Even better, give them the option of registering prior to the event. If this isn’t possible, ensure you’re using event management software that streamlines this process for you. Instead of having to manually search through multiple (and often conflicting) spreadsheets, you’ll have all the information at your fingertips. If a guest declines at the last minute, or calls to ask if they can bring a partner, your software will reflect this in real time. In addition, event software will enable you and your members of staff to conduct the registration process from tablets or smartphones.

(correct spelling is crucial) and including some sort of personal detail, you’ll instantly up the chances of them accepting your invite. Save the dates, personal invitations, aide-memoires, SMS, follow-up surveys and thank-you mails all help to position your brand as one that values each individual guest – a powerful facilitator of brand advocacy. Don’t ignore the clients that have declined. Engage with them by offering to send a copy of the presentations or arrange for a one-onone to present the content or new offering. If they are important enough, send them the gift they missed by not attending the event – this will go a long way to showing your loyalty towards the client. Remember, just because

Planning an event without the necessary information is like attempting to cook a gourmet meal without reading the recipe they declined doesn’t necessarily mean they didn’t want to attend.

CREATE SOCIAL MEDIA HYPE The beauty of social media lies in its ability to expose your brand to audiences you otherwise wouldn’t have had any contact with. Creating hype around an event begins online – include details on your website and social media platforms, and stir up anticipation in the weeks and days prior by engaging with your guests. If news of your event keeps popping up in someone’s social media feeds, they’ll automatically want to be a part of something their peers are talking about.

DEAR JOHN – PERSONALISE YOUR INVITATIONS

SMART COMMUNICATING

We often stress this point and for good reason. If you’re sending out generic invitations, your event attendance rate is bound to be dismal. By addressing your guests by their first name

Ensure it’s as easy as possible to communicate any information about your event. If you suddenly have to change the venue, or have to delay the keynote address, you’ll be able to

send your guests an SMS. Not only does this safeguard against any miscommunications, it also further emphasises the professionalism of your brand – resulting in increased event attendance in future.

SEND A SAVE THE DATE When you’re planning a corporate event that involves substantial budgets and includes VIPs, it’s imperative that the right people are in attendance. In essence, an event is a form of marketing, which means that your message (the function) needs to reach the right target market (your guests). Don’t let your client’s and your considerable investment of time, energy and resources go to waste on guests who are merely space-fillers. Sending a ‘save the date’ prior to sending out your invites ensures that everyone has adequate notice of your event. A ‘save the date’ with the option to decline also means that you can then replace the invited guest with someone else or invite someone from the same company. Your event attendance isn’t determined by any one factor, which means if you want a full guest list, careful consideration needs to be given to each element touched on. A professional registration company will guarantee that your invitations, registration process and communication with guests are conducted with the utmost professionalism. By outsourcing this process to those with the necessary know-how, there’s no excuse for event attendance that is anything less than impressive.

TERRY SUTHERLAND is the founder of The RSVP Agency and has extensive experience in the development of RSVP solutions for clients across industries rsvpagency.co.za Take the online Q&A test and start accumulating credits. miceacademy.co.za

MEETINGS l SEP/OCT 2014 •

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BEST PRACTICE

The trouble with associations Trade associations are great fun, for the committee, but the jury’s out on how effective they are for their members, writes John Fisher.

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ON’T GET ME wrong, I like meeting people, my mother was one, but I find trade association activity just a little bit odd. They purport to speak on behalf of the industry about important issues and offer networking facilities – but for whose benefit? As an intermediary, my main aim in life is to meet new clients and there are no clients at trade events. Lovely as my industry colleagues are, they will never feed and clothe my demanding staff, so in terms of my value to the business, going to trade events is, at the very least, a little off focus and at worst a waste of time. It’s very easy to be a curmudgeon on this topic. After all, if you don’t get involved in your trade body you cannot really complain

that they are ineffective, can you? Sometimes you have to give back in order to gain a wider benefit. Anybody who has been involved with a consumer pressure group will know that it only takes a tiny number of committed people to cause a fuss for things to change. They don’t charge for their time and often personal life is put on the back-burner while you pursue what looks like a hopeless cause. It’s the same in business. You only ever get fully involved if you can see a commercial benefit. So the issue is how to make trade associations effective in terms of commercial gain. So what are trade associations for? I could be really boring and list off the articles and memoranda of the main event management trade bodies, but the truth is that very few

stick to what they are supposed to be doing. The three main objectives are supposed to be: influence legislation in favour of the industry, provide educational opportunities for member employees and establish basic standards of carrying out business so that buyers can trust trade association members. What, then, do most trade bodies spend their time doing? ORGANISING NETWORKING EVENTS – In other words, providing opportunities for direct competitors to meet each other face to face. Sounds crazy, doesn’t it? Although they are initially interesting, there are so many subjects that are immediately off limits that the conversation can be a little awkward. ‘How’s business? What projects are you running at the moment? Making any money? Who have you hired recently? Are you merging with Amalgamated Incentives yet? Did you really fire Janet/John or were they pushed? Want a job?’ These events are often sold to suppliers as being their chance to meet with intermediaries to present their services. The problem is that, as the intermediaries have no vested interest in talking to suppliers, they would much rather be talking to corporates. You tend to get 80% suppliers and 20% intermediaries, with the occasional corporate client thrown in who realise they are attending the wrong event.

RUNNING SEMINARS – On the face of it, this seems to be perfect as it is clearly an educational activity. But think back, if you will, to the last ‘industry seminar’ you attended. The vast majority are either product-pushing by the speaker, who tends not to worry too much that there are decent alternatives that work better than their product – we all know who they are. Or they are panels of talking heads giving their off-the-cuff opinions about a major piece of legislation but with no plan to do anything about it. Then there are the multitude of ‘association sessions’ that spring up around almost all of the major exhibitions that are only open to members. So to attend, all you have to do is be a member. Unfortunately, when you get inside as a member, you may discover that the sessions are all about someone pushing their product or whining about legislation that has already been passed. Does this sound familiar? TRAVELLING AROUND THE WORLD – Because the products of our industry are truly global we can use services from all over the world. For trade association committee members this is a licence to take at least three months off a year ‘attending’ regional

of a fraction of a per cent of it. That’s not a market report, that’s an anecdote! So, clever clogs, what would you do instead? First, I would like to see a ‘super trade association’ that represents all the other event management trade associations because legislators take notice of volume, not niche operators. You can still have niche associations for specific membership but they delegate their specific lobbying efforts to the main trade body. Second, I want my trade association to spend at least half of its time and resources developing policy on business issues and lobbying governments to be as lenient as possible when it comes to passing restrictive or just irritating laws that add friction to our growth. Third, I want them to spend the other half of their time educating their members on techniques, management, processes and procedures. From this would come an accepted bible of standards upon which clients can rely. This excludes holding obtuse seminars, breakfast meetings, drinks sessions, river cruises, exhibitions and all other networking- and selling-related activities. That’s what exhibitions are for. The commercial gain of having legislation that is less draconian and employees that operate to high, industry-wide standards is obvious. This is how you grow a sector. Last, I think anyone elected to a committee should be paid for their time, at least nominally, and for their travelling expenses. This money could then go back to their companies to partly justify their absence from the office to other employees. Any chance of this happening? Probably not in my lifetime.

There are so many subjects that are immediately off limits that the conversation can be a little awkward association meetings talking about exactly the same things they do domestically. To what purpose? You get invited to attend the trade association’s Far East chapter meeting in Singapore, which takes a week to get there, meet and get back. You’ll attend three or four ‘cocktail parties’ with suppliers you already know and speak for forty minutes on day three to a halffilled, post-lunch seminar room about ‘the market’, based on your personal experience

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 and speaks French and German

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EXHIBITIONS

The perfect partnership Exhibition organisers, exhibitors and visitors all have various requirements when it comes to exhibition venues. Martin Hiller takes a look at what these requirements are and how various venues are meeting them.

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XHIBITIONS REMAIN a powerful medium for sourcing new customers, engaging with existing customers, building brand awareness, launching new products and generating new leads. Developing strong business relationships is a key ingredient in the exhibition industry and it is therefore crucial that exhibition organisers have winning partnerships with exhibition venues, in order to ensure they get the best value for their exhibitors as well as their visitors. ‘An organiser may use a venue with the best facilities in the world, but if the relationship

46 • MEETINGS l SEP/OCT 2014

with that venue is not nurtured and they do not form part of the team, they won’t achieve success. Both parties have a stake in the sustainability of any exhibition,’ says Carol Weaving, managing director of Thebe Reed Exhibitions. Nigel Walker, director of Compex, agrees, ‘Both the venue and organiser have an interest in ensuring that the event is a success, repeated and grown. As such, the relationship is a partnership, not purely a rental agreement. In order to establish good relationships, exhibition organisers and venues need to consider myriad issues. Here are a few:

BUILD UP AND BREAK DOWN One of the greatest challenges facing any exhibition organiser is effective, yet fast buildup and break-down of exhibitors’ stands. With space being so limited and more exhibition shows happening, build-up and break-down times are getting even tighter. Added to this is the congestion and queueing when exhibitors try to get their goods into the exhibition venue at the same time, through limited access points. Good communication across the board to manage tight time lines effectively and a greater ease of access would go a long way towards making the exhibiting experience a positive one for the exhibition manager and their exhibitors.

EASY ACCESS AND PARKING The ease with which a delegate can get to a venue and the ability to find parking can make or break your event. It is vital that parking access is streamlined and that the personnel appointed to manage the area do so effectively. Don’t forget about signage – if the venue is combined with shopping centre parking or a car park, ensure visitors immediately know where to go. Wherever possible, the venue should manage this with the concerned parking lot to ensure designated parking areas are assigned for the show.

TECHNOLOGY Exhibitions are becoming more tech savvy. ‘Technology will continue to play a vital role in the MICE industry; not as a replacement for the face-to-face experience of meetings,

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MUST-DOS FOR A SUCCESFUL EXHIBITION LISTEN TO EXHIBITORS Many exhibitions fail because clients don’t listen to their exhibitors. DON’T RELY ON SPONSORS They need to be the cream on top not the reason for holding up the event. HAVE REALISTIC LEAD TIMES For large exhibitions, allow 12 to 18 months’ lead time to ensure a great result. EDUCATE YOURSELF Know the applicable laws related to the industry – that way you are protected and know your rights.

but as a means of facilitating meaningful engagement and interaction between event organisers and their attendees,’ says Megan Arendse, general manager: commercial and business development, Cape Town International Conference Centre. Social media has played a major part in changing the exhibition landscape. ‘It is almost unheard of for a conference not to be using social media to encourage delegate feedback and interactivity,’ says Bronwen Cadle de Ponte, general manager, CSIR International Convention Centre. Arendse agrees, ‘We have seen many event planners utilise platforms such as dedicated Facebook event pages and Twitter to inform their delegates and attendees of pertinent event-related information for meetings and exhibitions.’ Exhibition apps are proving very popular. These apps, geared at enhancing the meeting experience, can be downloaded on smartphones and tablets and are easily accessible. It is therefore important that venues are geared up to keep delegates connected at all times. Wi-Fi networks have become commonplace around the globe –

venues need to make sure that they keep up with this trend.

Exhibition venues need to be versatile in order ot host a variety of events. The Coca-Cola Dome is home to Sensation (above) and the Gauteng Homemakers Expo (opposite)

GREENING PRACTICES Sustainability is no longer a buzzword. Venues and exhibition organisers need to ensure greening initiatives are implemented and actually actioned before, during and after the show. ‘Ideally, we like to use venues that have an established greening policy as then you know they have a similar approach to reuse and recycling. In countries where the water is good to drink, we request jugs of tap water rather than bottled water. We encourage our venues to create themed menus that are locally sourced and sustainable,’ says Jacqui Reynolds, managing partner of On Show Solutions. At Thebe Reed, every exhibition or project they manage is sensitive to the natural environment. ‘We encourage exhibitors to do the same, by doing things like using electronic devices to promote their products instead of printed collateral, recycling used materials afterwards, using environmentally

friendly light bulbs and serving finger foods that aren’t individually wrapped and don’t require utensils,’ says Carol Weaving, managing director, Thebe Reed Exhibitions.

FRESH CONCEPTS ‘The business environment is tough and, like our international counterparts, venues and organisers must ensure they offer fresh, new concepts and services to rejuvenate the industry. Both need to offer unique and new ways of doing things to ensure that their event’s ‘wow’ factor is retained, while maximising their return on investment,’ says Ricky da Costa, marketing manager, Tshwane Events Centre. Take the online Q&A test and start accumulating credits. miceacademy.co.za

MEETINGS l SEP/OCT 2014 •

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The award-winning EAST LONDON INTERNATIONAL CONVENTION CENTRE (ELICC), is equipped with state-of-the-art technology and hosts events with meticulous attention to detail, from national and international conventions to virtually every imaginable event in between - cocktail parties, banquets, exhibitions, sporting events and weddings.

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3KRQH _ (PDLO LQIR#HOLFF FR ]D _ www.elicc.co.za

EXHIBITIONS

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FACTORS TO CONSIDER BEFORE BOOKING AN EXHIBITION VENUE

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WELL KNOWN Use a venue that is well known and conveniently situated – it is easier to market and gives the potential visitor a level of comfort and the event additional credibility.

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MARKETING OPPORTUNITIES The venue may assist you in various marketing and branding opportunities for the event.

service connections) is available in the exhibition halls and outdoor exhibition areas. Also remember to get ceiling heights as well as the floor loading capacity of both the exhibition halls and the outdoor areas.

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CAPACITY Find out if the venue matches your event needs – from entry to exit points, floor loading and extra rooms.

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AVAILABILITY As obvious as this sounds, exhibition venues are often booked years in advance. There may be other events on at the same time as yours, including build-up and strike periods. Find out what the impact will be. Also find out if the various exhibition halls and outdoor exhibition areas available are for the full duration of build-up, show days and breakdown.

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SIMILAR SHOWS Find out if the venue will discuss any potential conflicting/ competing events that may negatively impact upon your event within a shoulder period (two months either before or after your show), before they contract with said potentially ks conflicting event. This will help gauge the risks and success of your event.

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INFRASTRUCTURE Make sure you

know what infrastructure (electrical, water as additional

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PARKING Is there enough parking for all visitors, what are the costs and does the venue offer special rates?

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venue and also what the process is of getting the deposit back.

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LIABILITY Make sure that the venue has liability insurance. Coupled with yours, in case of ‘what ifs’, you will both be covered.

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T&CS Get a copy of the venue’s standard terms and conditions – including payment schedule, cancellation conditions and how long the venue will hold the booking. Remember: the more you know, the easier venue selection is.

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FLEXIBILITY This includes flexibility of

the chef to create themed menus and the operations team to source specific beverages.

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RESTRICTIONS Some venues want you to use their suppliers, at negotiated rates on your behalf. These suppliers normally include caterers, audiovisual, cleaning, security, and health and safety officers. If you can bring i our own suppliers, will there be in a surcharge? su

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DAMAGE DEPOSITS Find out who is responsible for any damage done to the

SERVICE AGREEMENTS Ask what service agreements are in place at the venue and how you, exhibitors and visitors can benefit by making use of them. Various service agreements include catering, Wi-Fi, a business centre, ATMs, baby-feeding rooms and a medical centre.

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ACCOMMODATION Exhibitors and visitors may be out-of-towners. As result, get a list of accommodation facilities close to the venue.

Take the online Q&A test and start accumulating credits. miceacademy.co.za

MEETINGS l SEP/OCT 2014 •

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EXHIBITIONS

THEY SAID IT How can exhibition organisers work better with venues?

Jacqui Reynolds, managing partner, On Show Solutions

A CLEAR BRIEF from organisers will help the venue to tailor their proposal, get to the proposed budget quickly and save time. We allow a long lead time for event logistics to avoid lastminute panic. For venues that work on a commission structure, it’s essential to agree on commission up front and know that venues will honour their contracts.

Megan Arendse, general manager: commercial and business development, Cape Town International Convention Centre

STRATEGIC collaboration is fundamental to the success of exhibitions and events. The CTICC relies on close working relationships with its clients to deliver the perfect event experience as clients understand their target market’s needs. Flexibility is another element that both exhibition organisers and venues need to be cognisant of. Matching the client’s needs with the venue’s capabilities is one of the cornerstones of a sustainable event.

Elaine Crewe, CEO, MMI South Africa

THERE NEEDS to be open communication; no one wants any surprises. It is important to have full transparency through the months leading up to the show. Both parties need to understand that it’s a team effort to make an exhibition successful. Venue owners need the organisers to be fully prepared while the organisers need venue owners to adapt to the different needs for each show.

Bronwen Cadle de Ponte, general manager, CSIR International Convention Centre

HIGHLIGHTING a clear vision for the event is the starting point in ensuring that both the organiser and venue have a mutually beneficial relationship. Another aspect will be for the organisers to attempt to familiarise themselves with the venue in order to be able to know the type of events each venue is able to cater for.

Mati Nyazema, executive director, Sandton Convention Centre

PLANNING FOR exhibitions is imperative. This is where the foundation is laid for the logistics, timing, responsibilities and last-minute adjustments around the event. This ensures there is less room for surprises on the day. Critically scrutinising all aspects of the event after it has taken place allows the organiser and the venue to identify possible areas for improvement as well as giving recognition for a job well done.

Carol Weaving, managing director, Thebe Reed Exhibitions

ORGANISERS should partner with venues when bidding for new business, jointly offering discounts for example. When the business is secured, joint marketing efforts lead to greater success. Generally, organisers and venues should offer a seamless package to the customer or client. Both parties should be up front on requirements so that quoting and negotiation can be smooth and a onceoff process.

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EXHIBITIONS

Planning an exhibition? Try these green venues... SANDTON The Sandton Conven on Centre (SCC) offers a number of benefits and value-adds to event organisers. The 12-storey conven on centre offers 22 000 m² of conven on, exhibi on and events space. The SCC has a large database of suppliers to ensure organisers have access to the best providers for their event. GREENING: The SCC is a recipient of Gold Cer fica on in the Heritage Cer fica on Programme. This cer fica on was con ngent on the formalised implementa on of interna onal standards and opera onal procedures. This has given the SCC the ability to record the building’s carbon footprint and implement energy-saving ini a ves. One has the peace of mind that the venue is working towards a sustainable future. sacoven on.co.za +27 (0)11 779 000

KWAZULU NATAL The Durban ICC offers the largest flat-floor, column-free mul purpose event space in Africa. The complex incorporates the Durban ICC Arena and the Exhibi on Centre offering clients 33 000 m2 of flexible exhibi on and mee ng space. This five-star facility has been voted Africa’s Leading Mee ngs and Conference Centre a staggering 12 mes by the World Travel Awards. GREENING: The Durban ICC is commi ed to being an environmentally responsible conven on centre. Over the past year, the Durban ICC is proud to report that it has recycled over 87 tonnes of its waste and achieved a 12% reduc on in energy usage, resul ng in an energy saving of 1.2 million kilowa -hours. The centre is dedicated to con nuous improvement in not only their service and events experience, but in all that they do to conserve resources, prevent waste and foster environmental sustainability. icc.co.za +27 (0)31 360 1000

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PRETORIA The CSIR ICC offers its clients value-added services such as on-site exhibi on management, parking shu les, uncapped Wi-Fi, accommoda on and transport services, organisers’ office and storage space and pre-event delivery service, speakers’ lounge, media booths, VIP suites and butler services and in-room services for VIPs – at no addi onal cost. GREENING: The CSIR ICC was the winner in the 2013 Imvelo/Lilizela Responsible Tourism awards: Best single resource management programme – waste management. The centre has recently joined Eskom’s Switch-Off campaign, which aims to raise awareness among consumers of how to ensure that energy is used wisely and efficiently, both in business and at home. The centre also has a worm farm that helps generate compost for its herb garden, which is opposite the front entrance. Delegates are encouraged to pick some fresh herbs to take home a er an exhibi on or conference. csiricc.co.za +27 (0)12 841 3884

CAPE TOWN Situated at the foot of the iconic Table Mountain, the Cape Town Interna onal Conven on Centre (CTICC) offers overs 10 000 m2 of flexible, mul purpose exhibi on space. Offering world-class facili es, services and professional staff, the CTICC is designed with great experiences in mind. Facili es include: 33 breakout rooms varying in size; state-of-the-art exhibi on and trade show space; an on-site hotel, the West in Cape Town; and over 1 400 secure parking bays under and adjacent to the centre with good transport links. GREENING: The CTICC is commi ed to reducing the carbon footprint of mee ngs and events and is con nually se ng the benchmark in terms of interna onal standards of best prac ce. The CTICC makes every effort to encourage and enable suppliers, clients and visitors to minimise their event footprint. To this end, the centre offers sustainable conference packages and event solu ons. c cc.co.za +27 (0)21 410 5000

PRETORIA The Tshwane Events Centre offers space, variety and flexibility to its clients allowing for truly memorable and successful events to take place. The centre strives to be not just a landlord but a partner. They have several support services and fullhouse turnkey service offerings to assist their clients’ logis cal and event planning needs. GREENING: Greening ini a ves include: turning animal waste (from the agricultural shows), as well as le over food, into organic compost thanks to a large earthworm farm on-site; the use of grey water and its own borehole system to irrigate the grounds; and retrofi ng the exhibi on halls and exterior lights with energy-saving bulbs. Future plans include a biodiesel plant that will convert cooking oil into diesel for the centres’ tractors and trucks. tshwane-events.co.za +27 (0)12 327 1487

SERVICE PROVIDER

SHELL SCHEME AUDIO VISUAL FURNITURE

SOLUTIONS

Spreading the magic For many years M-Net Cares has been committed to giving back to communities across South Africa, supporting a range of social causes.

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-NET CARES IS evolving into a new brand, simply titled

M-Net Magic in Motion. ’It will lend its considerable support to a cause close to home, that of developing talent in the field of film and television production, channelling much-needed funding into skills development, knowledge sharing, education and learning,’ says Kershnee Govender, corporate affairs director at M-Net. The first M-Net Magic in Motion Expo was held from 11 to 14 August 2014 at Marks Park in Emmarentia, Johannesburg. The main purpose of the event is to expose tertiary students to the many exciting career opportunities within the film and television industry. Compex’s Simon Lace explains, ‘Each day approximately 1 000 students from various academic institutions were transported to Marks Park. The students then walked through the whole production process in order to experience on a first-hand basis what goes into the making of a production.’ Various M-Net production sets, including Isibaya, Survivor and Idols were reproduced in order to enhance an on-set experience. All of this contributed to the students understanding exactly what goes into filming, as well as other career opportunities arising behind the camera.

COMPEX ADDS SOME SPARKLE Compex transformed the Marks Park cricket and baseball fields for the event, utilising 4 000 m2 of marquees, nearly sufficient to cover the equivalent of a rugby field. In addition, numerous other smaller stretch tents, carpeting, furniture, branding, goodie bags, exhibitions stands, lighting, staging, screens and audio and over half a kilometre of picket fencing was installed. The event was designed to be more than just an exhibition; it was an experience that was insightful, enticing and engaging, giving the individual the opportunity to turn imagination and ideas into reality.

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INFRASTRUCTURE

STAND DESIGN

21 YEARS: 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 meetings@compex.co.za www.compex.co.za

SERVICE PROVIDER

An event experience As a leading, fully integrated international provider of event solutions and services, GL events Oasys offers specialised expertise for every aspect of the events industry worldwide.

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T THE BEGINNING of 2013, GL events incorporated Oasys Innovations as a subsidiary, in order to expand the GL footprint in Africa. A new local entity: GL events Oasys was formed. The company operates in the three major segments of the events industry market: the organisation of trade fairs, conventions and events; the management of venues on behalf of local and regional administrations and services for events.

MEMORABLE OCCASIONS

The company strives to deliver memorable occasions and the fully integrated service offering leaves no stone unturned. Their full custom structure division further strengthens the GL events Oasys brand experience offering, with specialised marketing-orientated services for the design and execution of brand-related permanent and semi-permanent custom structures.

THE TEAM GL events Oasys consists of a diverse team, specialising in the technical, commercial, creative, marketing and management of projects, to ensure the success of any event.

Locally, GL events Oasys has gradually evolved over the past 30 years to become South Africa’s leading project management IN NUMBERS and infrastructure GL events Oasys has a formidable supplier; from global footprint exhibitions, events, • Offices in 91 countries conferences and retail • Over 3 700 employees product solutions, • Owns over 250 proprietary marquees and trade shows staging to furniture • Provides services to over hire and electrical 4 500 events that a racts infrastructure; all 11.5 million visitors across aspects of any brand the globe every year ed. event are covered.

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EVENTS Event project management is at the core of GL events Oasys. The project managers will tailor a solution to best suit any event’s objectives, budget and scope while ensuring timely exe execution and adherence to go governmental and municipal gu guidelines. Whether it is

a corporate function, sports tournament, a private gathering or a large-scale, multi-day outdoor festival, the company supplies an integrated solution to create a memorable occasion. The company’s primary objectives are superior service delivery and professional relationships with clients, both of which are crucial aspects of a successful event.

EXHIBITIONS GL events Oasys is one of the leading local exhibition stand design companies. With three branches throughout South Africa, the company is able to provide for your particular design and execution needs. Expertly designed and custom-built exhibition stands, fabric tension stands and system designs are conceptualised by a creative team and constructed by a dedicated custom build department.

FURNITURE AND HIRING With an impressive furniture inventory, GL events Oasys has the quantity, quality and variety of furniture to suit any occasion. The GL events Oasys stock inventory caters for every mood, functionality and ambience, furnishing your shop, event and exhibition with modern and comfortable furniture. No project is too big or too small for the GL events Oasys team, whether it is the Nedbank Golf Challenge, a small gathering, or a fullscale national marketing-retail renovation – service packages are tailored to suit any budget and needs.

MEETING PLACES

Mobile innovation for

world-class events The Johannesburg Expo Centre has launched an innovative new mobile app, which will provide a range of benefits to all of its exhibition, conference and event organisers and visitors.

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HIS YEAR HAS been a phenomenal one

for the Johannesburg Expo Centre (JEC). It turned 30, became the new home for Bauma Africa and launched its mobile app. ‘The JEC mobile app is an extension of our website with loads of additional capabilities,’ says Karabo Moikangoe, marketing and sales executive for JEC. ‘We are very proud of this latest launch and hope all our stakeholders will take full advantage,’ he added.

APPSTATIC According to Moikangoe, the JEC mobile app will provide detailed information on all the events being held at the venue, as well as the dimensions and capacity of all indoor and outdoor facilities at JEC. The GPS-enabled facility maps can be integrated with event organisers’ existing conference or exhibition floor plan. With multiple logins for organisers,

visitors and delegates, it also provides notifications of upcoming events, special offers, rates and galleries. Exhibition, conference and event organisers can generate additional revenue through the sale of sponsorship, banner ads and enhanced listing offers. Organisers can collate data on the most viewed content and popular sessions at any event. They can also use the app to send live updates and push alerts to inform users of the latest news and offers. It eliminates the tedious and time-consuming need to map out dimensions CLOCKWISE The JEC covers over 50 000 m2 of covered space and over 100 000 m2 of outdoor space making it ideal for any type of event; the JEC mobile app provides information on all the events being held at the venue, as well as dimensions and capacity of all indoor and outdoor facilities; this year the JEC hosted Ultra Music Fest – the world’s premier electronic music festival; all your conference needs will be catered for at the JEC; the Johannesburg International Motor Show calls the JEC its home

of indoor and outdoor floor space. In fact, organisers can save up to 80% on costs of app development for their specific event with this existing interface. The JEC mobile app also provides a valueadded proposition for exhibitors where they can create a unique profile to promote special offers and list key contacts for meetings. They can also list various session details and create QR codes that can be used on exhibition stands. For ev event visitors, the mobile app includes the ability abil to manage schedules, plan ahead a gain the most out of their visit to and a exhibition and event. The maps any p provide for easy navigation, and the a ability to connect with other delegates, s speakers and exhibitors on the c community section. ‘With an existing platform and layout a already in place, as well as integrated r registration and ticketing solutions, this is a highly cost-effective solution for all o organisers, exhibitors and visitors,’ our s says Moikangoe. The app works on b both iOS and Android devices and can b downloaded from the appropriate be a stores from the 1st of September. app

WORLD-CLASS EVENTS Hot on the heels of its new mobile app announcement, the JEC was recently selected as the new home of the Bauma Conexpo Africa, an international trade fair for construction machinery, building material machines, mining machines and construction vehicles, taking place from 15 to 18 September 2015. According to Elaine Crewe, CEO of BC Expo South Africa, the JEC meets all of the logistical and infrastructural requirements of a construction machinery and mining machines trade fair such as Bauma Conexpo Africa, including ample parking space for exhibitors and visitors. ‘The JEC is one of the largest trade fair venues in Africa,’ says Crewe. ‘There is over 50 000 m2 of fully equipped hall space and around 100 000 m2 of outdoor exhibition space available. Therefore, Bauma Conexpo Africa has the opportunity to grow,’ she adds. The premiere of bauma Africa in September 2013 attracted 754 exhibitors from 38 countries and 14 700 visitors from over 100 countries. Covering a total of 60 000 m2 of exhibition space (40 100 m2 net) this is the biggest event for the sector in Africa. In August, JEC was host to Interbuild Africa that, together with its co-located events – Glass Expo Africa, Plumbdrain Africa, EcoAfribuild, Woodpro Africa and Hardex Africa – constitutes the biggest building and

The JEC is one of the largest trade fair venues in Africa construction expo in Africa. The remainder of the 2014 events calendar sees the JEC host some of its most well-known events, which have helped earn the venue its reputation as a world-class exhibitions, conference and events venue. With 40 000 visitors expected at this year’s event, Electra Mining 2014, the biggest mining, industrial, machine tools and electrical trade show in Southern Africa, will take place from 15 to 19 September 2014. Electra Mining Africa is currently ranked among the top three mining shows in the world. Other events include: Soweto Festival, Soweto Marathon and Trans Africa Trade Show to name a few.

INDUSTRY TRENDS AND GROWTH According to Craig Newman, CEO of JEC, recent events held at the venue have demonstrated a highly positive trend, not only for event organisers but for the industry as whole. ‘We’re seeing increased visitor numbers at both consumer and trade show events. In fact, exhibitors are reporting back to these event organisers that their participation at these events is demonstrating measurable business value and positive business leads. ‘Having been earmarked as one of the country’s most important industry sectors to attract foreign visitors and global investment, the conferences, exhibitions and events industry is constantly looking at new ways to innovate and continue to attract that foreign investment that has become such welcome industry trend. ‘As one of the leading exhibition, conference and event venues in South Africa today, we will continue to do our part to keep contributing towards that innovation and growth by constantly improving our range of services,’ he concludes.

CRAIG NEWMAN (left) is the CEO of the Johannesburg Expo Centre KARABO MOIKANGOE (right) is the marketing and sales executive of the Johannesburg Expo Centre

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MEETING PLACES • Gauteng

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Where business meets style Want your event to have a certain je ne sais quoi about it? Crowne Plaza Johannesburg – The Rosebank is the place for you.

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HAT IS THE KEY to pulling off a

MEETINGS RECOMMENDS

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LOCATION

Located in the cosmopolitan suburb of Rosebank, with convenient connections to O.R. Tambo International Airport and the Gautrain, the hotel is a short distance from the Sandton business district, the Sandton Convention Centre and the famous Rosebank African Craft Market – all easily accessible by the complimentary shuttle to the Crowne Plaza Johannesburg – The Rosebank Gautrain station and Rosebank’s conference technology Rose Rosebank Mall. and modern decor, combined with their dedicated service, full MEETING PLACES business services vices and hig high-speed gh-spee wireless Internet, have Crowne Plaza Johannesburg – resulted in their conference facili es becoming synonymous with success. The Rosebank is the place to

glittering big function or bigvisibility event? For Bronwen Shaw, recent Top 40 Women in MICE award recipient and director of sales and marketing for Crowne Plaza Johannesburg – The Rosebank, the most critical components are the right venue and the right team.

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

meet. Whether it’s a sales meeting, conference or party with friends, the conference staff at the hotel are committed to the success of your event. The largest of the seven meeting rooms, Dalasi and Pula, provides comfortable theatre-style seating for up to 300 guests and serves as an elegant cocktail venue.

VENUES AND CAPACITIES

The four smaller meeting rooms boast the latest conference technology: digital signage, ceiling-mounted projectors and screens, teleconferencing facilities and personally controlled, flexible light and temperature settings – all within a tranquil environment. The Executive Boardroom, emphasised by natural lighting, boasts audiovisual connectivity, and a large LCD screen in addition to video conferencing capabilities. Complimentary Wi-Fi is offered to all hotel guests and conference delegates.

Images from Kat Grudko Photography

SIGNATURE EVENTS Crowne Plaza Johannesburg – The Rosebank is the home of SA Fashion Week. Twice a year, for the last six years, the hotel transforms into a fashionista’s haven as it hosts the highlight on the fashion events calendar. The food and beverage manager at Crowne Plaza Johannesburg – The Rosebank, Michael Hogeweg, gives us the rundown from the runway. ‘The logistics behind an event such as this are phenomenal. It is an absolute takeover of the entire property. Five marquees are shipped in and the parking lot is converted from tarmac functionality to runway glam. The hotel lobby is overtaken by a bustling fray: chic welcome girls, press hotspots, a DJ station, sponsor displays and let’s not forget the trendy fashionistas and celebrities.’

Room name Na a Cedi Dinar Kwacha Pula Dalasi Dalasi/Pula Execu ve boardroom

Theatre 18 30 60 40 100 160 300 –

Schoolroom 10 20 40 3 60 96 180 –

While the SA Fashion Week production company, Runway Events, takes care of the actual event, Crowne Plaza Johannesburg –The Rosebank provides a venue that matches the standard of the big names and runway fashions featured on the catwalk. The logistics behind an event such as this are gargantuan: the City of Johannesburg is involved ensuring the event’s temporary structures meet health and safety standards; fire wardens come to inspect exits and fire extinguisher placements and local residents are informed of and invited to the event. The hotel also plays host to a number of the show’s side events: meet and greets, cocktail parties, quiet locations for media interviews, and of course after-parties at the hotel’s Circle Bar.

Banquet – 32 40 36 80 100 184 –

Cocktail 32 4 70 50 100 180 30 –

Boardroom 10 16 – – – – – 14

U-shape 7 20 30 24 40 50 100 –

complimentary express breakfast and refreshments, the lounge is open day and night for your convenience.

CATERING Indulge at the restaurants: Fresh Restaurant uses fresh ingredients to capture the art of good food; Butcher Block Steakhouse is renowned for its lazy-aged steaks and fabulous seafood; and at Rosebank Cafe, spoil yourself at the chocolate and sweet bar or with light deli-style meals and fine coffee on the go. Unwind in one of the hotel’s characteristic colour-changing pods – the Circle Bar combines impeccable cocktails and service in a hip environment, providing the perfect setting for a unique Joburg night out.

ACCOMMODATION Crowne Plaza Johannesburg – The Rosebank is a luxury four-star hotel. The hotel’s 318 elegantly furnished rooms and suites provide beautiful views of upmarket Rosebank, complemented by sophisticated furnishings and contemporary design, perfect for the convenience of both the discerning business traveller and leisure guest. Serving

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

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MEETING PLACES • Gauteng

At the heart

and style, while aiming to create a positively unforgettable guest experience.

LOCATION

ACCOMMODATION

A world-class brand combined with local hospitality, the Holiday Inn Sandton, Rivonia Road is one of the ultimate destinations on the Johannesburg MICE scene.

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MEETINGS RECOMMENDS

Experience an unsurpassed warm and friendly welcome upon entering this luxurious Sandton hotel. Conveniently A full-service four-star hotel, located in Sandton Central, Holiday Inn Sandton, Rivonia Road Holi it is Gauteng’s corporate, offers e all the services and facili es financial and shopping mecca that event prac oners expect.

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MEETING PLACES With one of the best views of Joburg’s skyline, Holiday Inn Sandton, Rivonia Road’s ninth floor is the perfect location for any business or leisure occasion. With its natural lighting, professional modern furnishings and preassembly area, the ninth floor is an ideal luxury conferencing and events venue. The largest venue, the Cullinan Suite, offers a luxurious venue for events as well as hosting a maximum of 260 delegates in theatre-style seating. With a fully functioning kitchen also located on the ninth floor, all your catering requirements can be taken care of. Two levels of ample parking are provided underground. Delegates are provided with access key cards for security and exclusivity.

of your event NE OF THE most sought-after conference hotels in Sandton, Holiday Inn Sandton, Rivonia Road is an extremely stylish venue for corporate and other events. The hotel offers premier quality and service, providing the ultimate in comfort

and a highly sought after destination for the cosmopolitan individual.

Holiday Inn Sandton, Rivonia Road’s 301 spacious and classically decorated rooms provide the ultimate in comfort and style. Each soundproof room (with blackout curtains) contains locally sourced furniture of the highest quality, wood-panelled storage

RAZZLE AND DAZZLE Located on the ninth floor, the opulent Skye Bar affords guests dazzling panoramic views of Joburg and surrounds. The decor shows the incredible a en on to detail and luxury, The Skye Bar is served by an external li with running lights, and has become a Sandton icon.

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

Theatre – – – 40 50 70 90 90 115 260

Schoolroom – – – 36 36 50 65 65 65 115

spaces and granite-topped surfaces in the bathrooms. State-of-the-art beds, imported from the United States, have cushioning designed to create the ultimate sleep experience. Even the pillows are special, with a combination of a soft and firm support that, together, gives you the best sleep you’ve ever had.

Banquet – – – 30 30 50 48 48 60 108

Boardroom 12 16 12 12 16 12 20 20 20 –

U-shape – – – 2 12 30 25 25 25 –

opportunity to catch up with the day’s news on LCD televisions with overhead bubbles that transmit sound directly to their tables.

CHAT

Giving extra value and convenience to organisers, exhibitors and visitors is the aim of the team at Holiday Inn Sandton, Rivonia Road. Mee ngs chats to (from le ) Safiyyah Variawa, Theodorah Monyane and Mikhailla van Buuren who are making a difference.

SAFIYYAH VARIAWA

Banqueting coordinator • How do you handle the challenges of organising a great conference? I deal with the challenges head on and with a positive attitude, making sure the client is always at ease. We have a very open-minded team that works exceptionally well together and we help each other where we can.

THEODORAH MONYANE

Banqueting coordinator • What are the best attributes of your conferencing facilities? Definitely our location – we are conveniently located in Sandton, the heart of Gauteng’s business district. • What is the most rewarding part about your job? When my conferencing clients leave satisfied and eager to return.

MIKHAILLA VAN BUUREN

CATERING On the ninth floor of the hotel, there is the Skye Bar and swimming pool, where guests can exercise or recline on an outdoor deck overlooking Sandton. The dining area on the ground floor takes care of guests’ culinary requirements and also gives them the

QUICK

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

Conference and events reservations manager • What are your tips for the perfect conference? The devil is in the detail – in order to deliver the best conferencing experience possible, the key objectives of any event need to be identified and dealt with within the deadlines.

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TALKING POINTS

INDUSTRY VIEWS On IBTM Africa

2015

Networking and education Shinu Pillai lets us know what African suppliers can expect from IBTM Africa 2015.

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T THE HEART of every Reed event you’ll find innovative ideas, quality networking and practical education; that includes IBTM Africa. Created as a table-top format, the idea is to facilitate one-on-one, prescheduled and mutually matched appointments with hosted buyers – coming from 17 countries this year.

BE PART OF IBTM AFRICA 2015 SHINU PILLAI is the exhibition manager of IBTM Africa

BELOW City of Cape Town as well as Cape Town International Convention Centre looks forward to welcoming hosted buyers and African suppliers of IBTM Africa

The best reasons for attendance should come from those who participated. Colin Martin, destination manager: South Africa for Pacific World, says; ‘I have been very impressed by the organisation and the programme. We were glad we had the opportunity to meet new buyers with fresh ideas, which will give us the opportunity in future to tailor our programmes even more to suit our clients’ individual needs. I also appreciated the layout of the show; it made the individual buyers feel comfortable to talk to each supplier. The appointments I had were of good quality and I’m really happy we attended.’ Zukiso Makalima, group sales manager of Leisure Hotels South Africa, says, ‘It’s a very well-organised event. There’s a high quality of buyers from a variety of countries around the world, it’s well worth the visit and we will definitely attend next year.’ The impact that IBTM Africa had on the industry this year is expected to pave the way for the 2015 event as suppliers not only return hungry for international inbound business but also to build on their regional and pan-African contacts for events, meetings and incentives that are being placed on the continent.

SELECTING HOSTED BUYERS For IBTM Africa 2015, we expect the event to be larger, so we are increasing the number of suppliers and buyers to 60. The IBTM Global Events portfolio has similar events on four continents so our international team of experts

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can personally invite those that match the criteria for the event. For example, they must be able to prove that they organise and make budgetary decisions for meetings, events, incentive travel, product launches, conferences and international conventions in Africa. Once this process has been done, then they will be qualified to participate. The IBTM Global Events portfolio of events has built a sophisticated network of Hosted Buyer programmes across the world and at its heart are three core values: drive business, build networks and learn. When a buyer is qualified to join the programme for IBTM Africa, they will be able to request their own personal diary of face-to-face appointments (before the mutual matching takes place) to connect with new suppliers, customers and business partners. As a hosted buyer, the programme gives complimentary five-star accommodation and transfers, a substantial contribution towards international flights to Cape Town, access to all of the exclusive networking events and of course the IBTM Africa Forum.

AFRICAN SUPPLIERS AND HOSTED BUYERS Every hosted buyer is expected to undertake 36 appointments over the course of two days. However, because IBTM Africa is a ‘closed’ event, we have also designed it so that networking time means everyone is together in one place, whether it be tea/coffee breaks, lunch or the social functions in the evenings – it’s all about building new business contacts together.

TO BOOK A STAND IBTM Africa is limited to 60 exhibitors; places are allocated on a first-come basis. Don’t delay, book today. Contact Shinu Pillai, exhibition manager: IBTM Africa, at shinu.pillai@reedexpo.ae or +971 4 364 2815. ibtmevents.com/IBTM-Africa

FRANK LEE

SPEAKING

An exhibi on industry expert’s frank views

It sure is silly season Frank Lee wants industry to keep its head down, hard hat on and hope for the best.

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HAT’S WITH ALL these new international exhibition organisers buying out our local companies? The latest is Messe Frankfurt acquiring a major stake in South African Show Services (SASS). Don’t get me wrong, I think it’s fantastic that we have all this international interest in our industry; I just hope it doesn’t hurt the local organisers.

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 EXSA – giving a voice to the industry

What does our yearly subscription payment go to? HOW DO WE SOLVE A PROBLEM LIKE EXSA? What’s going on? One event so far – and that was for the signing of the memorandum of understanding. Organise some social events and talks! What about advertising our association and industry? What does our yearly subscription payment go to? Our association is a vibrant, exciting industry with absolutely no direction. Can I help in any way? Email me: frankleespeaking2014@gmail.com.

Dear Frank EXSA has excellent relationships with various media houses where we promote our industry. We print 15 000 copies of the EXSA Resource Guide, which is distributed at Meetings Africa and Markex. Our voice is being heard not only locally but internationally – we are associate members of numerous international associations. On hosting events – there have been workshops on fire safety and first aid in Gauteng. The Western Cape branch has held three functions this year and KZN held a successful breakfast meeting at Indaba and will host a second networking meeting for members soon. I’m not sure where you have been hiding. Come along to one of our regular Suppliers Forum meetings for a chat. Kind regards Sue Gannon, general manager: EXSA

The year of convergence 2014 has been a year of new trends emerging – from pre-show marketing to technology and sustainability, writes Aimee Delagey.

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CCORDING TO THE third annual Trend Tracker report by Global Experience Specialists in the US, 2014 is ‘the year of convergence’. This means that exhibitions and conferences are becoming even more efficientt and more digital.

TOP TIP

SUSTAINABILITY

As marketers try to trim the fat off exhibitions to improve efficiencies in both the planning process and stretch budgets for innovative designs, budge sustainability has become a susta key is issue. According to Justin Hawes, co-founder of the Event Greening Forum (EGF), the exhibition industry has in the past been extremely wasteful with their resources. ‘EGF is compiling a list of certified green materials that exhibition companies will be able to make use of. The demand for greener options is always increasing and without small processes like this being implemented, we cannot move to a greener, cleaner future,’ says Hawes. Venues have also embraced sustainability with recycling processes on-site as well as electricity-saving measures. As we enter one of the busiest periods on the exhibition calendar, with Africa Aerospace and Defence, Electra Mining and a number of other consumer exhibitions taking place, these trends will no doubt be seen.

Organisers can use Facebook and Twi er posts to announce their show’s highlights, create a countdown, h and share the show’s mes, prices and loca on.

PRE-SHOW MARKETING

AIMEE DELAGEY is the marketing manager for EXSA and is passionate about the events industry and the various minds behind it

EXSA RESPONSE

With a rise in integrated marketing strategies, organisers and exhibitors have had to divide their budgets for integrated campaigns – they are advertising their brand before, during and after a show. This is no small feat. The idea is to tease possible visitors into visiting the show. The more creative and interesting the campaign, the more likely they will visit. A great example of this is the recent Showbiz Entertainment Arts Expo (SEAexpo) organised by C-Major Productions. SEAexpo hosted an innovative online twitter interview with self-described leading ‘social influencer’ Rich Simmonds to chat about the arts. This created a social media buzz around the event.

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TALKING POINTS

INDUSTRY VIEWS SAACI's take on keeping current

Moving with the times With 2015 fast approaching, Adriaan Liebetrau takes stock of the year that’s been and what SAACI has in store for us.

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INCE MY APPOINTMENT as CEO of SAACI almost six months ago, so much has happened in our association and in our industry at large that it is hard to believe the end of 2014 is around the corner. it seems like only yesterday that we announced particulars of SAACI’s five-year strategic plan. Yet we have made considerable progress in implementing it.

committees to create a more conducive environment for implementing the business plan and the ‘champions’ of the eight strategic pillars have been hard at work. A lot of progress has been made in the formation of the Council of Event Professionals, which will create a recognised certification for members of the business events industry.

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

MEMBER COMMUNICATION We have stepped up member communication and we have taken a long, hard look at member benefits, fully realising that times continue to be tough and that members of associations like ours need real return on investment. We have restructured re our national board and our branch

We will soon, and finally, have accurate statistics h about our industry a

INDUSTRY VIEWS

AIPC on the role of conference centres

Plans to expand the number of SAACI branches are afoot, with our first sub-branch being formed in Tshwane. In the next couple of years, we will also have branches in neighbouring countries. We are working closely with the SA National Convention Bureau on various fronts, but most importantly, we will soon, and finally, have accurate statistics about our industry, on which to base marketing and other decisions. The establishment of Association Hub in Rosebank, at our head office, was an important stepping stone and in many ways we are moving with the times. Let’s focus on what is left of 2014 and gear up for 2015, when we plan to take SAACI to new heights.

Choosing an event destination From competition, to selecting a venue and changing event content, Geoff Donaghy gives us a peek into the event landscape for 2015.

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O ONE KNOWS exactly what the future will bring, but there are a number of things we can expect just on the basis of where trends are leading now. First, our business clearly tracks the state of the economy, so as the latter improves, so will our own business activity. Content, formats, technology and what delegates expect will be very different, and we will have to adapt and respond to these developments to stay relevant.

safety and security, ease of access, overall cost structure and attractiveness to delegates are most important. Two rapidly emerging factors for centres in recent years have been technology and connectivity (to respond to growing delegate communications expectations) and the quality of the experience offered in both the centre itself and the immediately surrounding area, as many delegates spend the bulk of their time in and around the facility. Centres that can respond to these factors have a better shot at the available business.

COMPETITION

GEOFF DONAGHY is AIPC President, CEO of International Convention Centre Sydney and Director of Convention Centres, AEG Ogden

Competition will remain intense. That means everyone needs to work harder and find new ways to distinguish themselves from their competitors. Location decisions will be made on a range of factors including both venue and destination matters. If any one of these is not acceptable it can result in a loss of business, as planners need the full ‘package’ of features in order to make their event a success. In terms of the venue, key issues are size, configuration and flexibility of space, available services, cost and management reputation. For the destination, issues such as the quantity and quality of available accommodation,

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UNKNOWNS We also need to respond to the fact that we may be facing any number of unknowns. This means not just creating more flexible facilities and services but also embracing, rather than avoiding, change. As the industry continues to evolve, so will the needs that centres have for programmes and tools that help them respond effectively. AIPC will continue to monitor changing conditions and expectations and develop new ways for members to access useful resources and interact more effectively with one another to benefit of the world of experience among our membership.

Purchasing for your green exhibit

INDUSTRY VIEWS

For Lorraine Jenks, when building and decorating an exhibition stand, only sustainable products and services will be used.

on keeping green with EGF

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LORRAINE JENKS is an author, speaker and sustainability facilitator. She is the founder of Hotelstuff.co.za as well as Greenstuff. co.za and is a committee member of the Event Greening Forum

HE CONCEPT OF green procurement is daunting. It can be a minefield of allegory, misinformation, conflicting research, controversy and constantly evolving definitions of green criteria. South Africa is rife with ‘green washing’, which is when a manufacturer deliberately provides misleading information about how green the product is. For a large exhibition to be formally classified as green, a professional audit is the first step. Perceived to be expensive, the benefits are, in fact, substantial – excellent energy cost savings and the discipline of accurate consumption measurements. Companies like Heritage SA or Green Stay will assess your energy and water use and advise on waste management.

WHAT YOU CAN DO IMMEDIATELY Everything bought, used or consumed at your exhibition should be chosen with care. Buy locally whenever you can, because that will enhance the economic and social health

of a region, promote small economies instead of corporate institutions, and negate the large transport carbon footprints. Each product purchased should be selected based on its overall greenness. That means evaluating the environmental consequences of a product through all the different stages of its life cycle – where and how raw materials are sourced, the manufacturing process, handling, transport, safety, and finally, the disposal of the product.

BE FIRM WITH YOUR SUPPLIERS. The manufacturer of a product should be able to furnish you with information on the level of green compliance at each level of his supply chain too and he should continue to monitor these for as long as his company remains a preferred supplier. Greening the event industry is not about cost; it is about price. It is not about being better than your competitor; it is about everyone collaborating to clean up our industry. Be the green champion – it’s actually easier than you think. MEETINGS l SEP/OCT 2014 •

Sports & Events Tourism Exchange

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28 – 30 October 2014 ICC, Durban

SPORT

EVENTS

TOURISM

EXHIBIT

ATTEND THE CONFERENCE

VISIT THE EXHIBITION

BE PART OF THIS DYNAMIC BUSINESS TO BUSINESS PLATFORM

GROWING SPORTS & EVENTS TOURISM IN AFRICA

ATTEND. MEET. INTERACT

Book your stand and be part of the official event diary and schedule one-on-one meetings with International and Local Corporate Buyers

CONTACT US TODAY!

The SETE Conference will provide a platform for debate and exchange of ideas that will contribute to building and enhancing the Sports and Events Tourism Industries in South Africa and Africa General Information: Rene Staack +27 (0) 11 549 8300 | Rene@ThebeReed.co.za

www.sportsandevents.co.za Organised by:

Hosted by:

29 October 2014 09h00 -17h00 30 October 2014 09h00 -17h00 Register online for complimentary access as a trade visitor: www.sportsandevents.co.za Click the “Register as a trade visitor” button Book a stand: Julie Powell +27(0)84 595 3898 | JulieP@ThebeReed.co.za

/SETE.ZA

@SETE_ZA Conference Host:

TALKING POINTS

INDUSTRY VIEWS On ge ng the perfect shot

Shoot those delegates

Photographers need to be able to get the shots that their client wants while still adding their personal touch, writes Theomien Viljoen.

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VENT PLANNERS WANT photographers to capture candid or natural photographs that convey a mood. Long gone are the days of orchestrated shots. There is a focus on natural, in the moment, narrative.

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CREATING MOMENTS

Not sure where to look for the right venues and suppliers, speakers and team building service providers? Look no further – SA Conference online is the deÀnite online point of reference for Ànding venues, products and suppliers for the meetings, conferencing, events and exhibition sectors.

SACONFERENCE directory

The SA CONFERENCE website will simplify your purchasing decisions.

A corporate client spends thousands on an event and they definitely want to have memories that are well photographed. Good photographers will make suggestions to event planners before the event on what they think will work well. It is important that the event planner and photographer work together in order to not only meet the client needs but exceed their expectations. Besides satisfying the client, having a great working relationship is beneficial for both. It means repeat business for the photographer and the event planner can use photographs as a selling point. At times, clients can’t envision an event, even if the event planner uses descriptive language. Photographs can evoke a mood and convince a potential client to hire them. Karl Lagerfeld said it best, ‘What I like about photographs is that they capture a moment that’s gone forever, impossible to reproduce.’

THEOMIEN VILJOEN loves capturing the essence of people’s stories either through her lens or her pen

Start exploring today

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IMPORTANT THINGS TO INCLUDE IN A BRIEF EVENT BASICS Date, venue, time. AIM OF THE EVENT What does the client what to achieve. Are the photos delegate keepsakes or will they be used to market the event in future? GUEST LIST From celebrities to CEOs, the photographer needs to know who the important people are that need to be caught on camera. SPECIAL MOMENTS If there is going to be an awards ceremony or someone jumping out of a cake, the photographer needs to know. TRUNNING SEQUENCE Give a copy of the event programme to the photographer, so they know when things are going to happen. THE VENUE Is there anything unusual about the venue – is it in an abandoned building or on top of a mountain? If possible, let the photographer go to the venue a few days before in order to get a feel for the place and determine where the best place is to take the photos.

INDUSTRY VIEWS On effec ve partnerships

Empowering women to lead Providing recognition to the many outstanding women in the MICE industry has many positive outcomes, writes Bronwen Shaw.

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AYA ANGELOU ONCE SAID, ‘How important it is for us to recognise and celebrate our heroes and she-roes.’ Important indeed; that is why Crowne Plaza Johannesburg – The Rosebank partnered with Meetings magazine for the 2014 Top 40 Women in MICE initiative.

THE LIST BRONWEN SHAW is the director of sales and marketing for Crowne Plaza Johannesburg – The Rosebank

INDUSTRY VIEWS On reward programmes

The women on this list are not just event practitioners – it covers everyone in the industry from motivational speakers and exhibition organisers to venue personnel. ‘For you to have made the list, we considered everything from your ability to motivate those you work with and the influence you have over your clients and peers, to the amount of money you generate, to simply the passion you have for this industry,’ says Martin Hiller, editor of Meetings. This initiative has been well received by the industry. ‘It is such a fresh take on Women’s Month and recognising the women in our industry,’ says Zelda Coetzee, chairperson of SAACI. For Nina Freyson-Pretorius, CEO of The Conference

THE FUTURE With such great feedback, Meetings plans to grow this initiative. ‘We may have missed some phenomenal women and you may not agree with all those that made the list. If this is the case, let us know, as we want to grow this initiative,’ concludes Hiller. Crowne Plaza Johannesburg – The Rosebank is proud to be part of this industry first.

Because you deserve it BusinessClub is a way of saying thanks for choosing IHG for your conferences, meetings and business travel, writes Mikhailla van Buuren.

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MIKHAILLA VAN BUUREN is the conference and events manager for Holiday Inn Sandton, Rivonia Road

Company, ‘Initiatives of this nature provide an opportunity for women to reflect on the contribution that they and many other women make across all areas of society.’ The Crowne Plaza Johannesburg – The Rosebank is proud to be associated with this initiative. The hotel’s stylish decor, dedicated service and its ability to host avant-garde events have resulted in us becoming synonymous with success… a perfect fit for the Top 40 Women in MICE. On the 4 September, the hotel hosted a networking function for the Top 40 Women as well as other role-players in the industry. This function provided a platform to share ideas, provide solutions and cement new relationships.

REWARD PROGRAMME is a smart business practice. Giving event practitioners rewards points for their room blocks and group meetings helps support brand loyalty. Opportunities for planners to get more points can further their group business relationship with the hotel or the hotel brand. Of course once points have been collected, what they can be redeemed for has to be amazing as well. At Holiday Inn Sandton, Rivonia Road and Crowne Plaza Johannesburg – The Rosebank, every time you spend on conferences, meetings or residential accommodation, you earn BusinessClub points. These points are redeemable at participating hotels and at certain South African restaurants and retailers in the BusinessClub network. If personal rewards are a no-no at your company, we’ve got you covered too. Use your points to treat clients to a delicious dinner, or perhaps host your year-end function at one of the hotels.

example, if you spend R30 000* you will earn 21 000 points, which is equivalent to a R250 voucher.

WHAT WILL YOU CHOOSE? You will be able to redeem your points in three different ways. BUSINESSCLUB VOUCHERS You can convert your points into BusinessClub vouchers to redeem against meetings, accommodation or food and beverages at IHG hotels. TIME FOR YOU VOUCHERS Spend your vouchers anywhere from local retail stores to your favourite restaurant. We have partnered with well-known retailers. IHG REWARDS CLUB Exchange your BusinessClub points for air miles or free nights at any participating airline or hotel.

JOIN TODAY Join now and life will instantly become more rewarding. Email businessclub@extrabold.co.za and a dedicated sales manager will get back to you to assist you through the process.

HOW IT WORKS For every rand spent, you will earn a point that will be redeemable at participating retailers, hotels and airlines. For

*Spend-to-points conversion is a guide only and will fluctuate according to foreign currency exchange rates.

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T H E B A C K PA G E

Who invited Murphy? As meeting practitioners, most of us have become familiar with Mr Murphy who arrives uninvited to many of our events. Miss Meet wants him banned.

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N EVENT PRACTITIONER will perceive that there are four possible ways in which ssomething can go wrong, and circum circumvent these; then a fifth way, unprep unprepared for, will promptly develop. T Thi Thiss is thanks to Mr Murphy, whose pr presence turns a fairly smooth ru run of events into an absolute pan panic station.

SO WHO IS THIS MR MURPHY?

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

SSomewhat of a high-maintenance guy and to be frank, just a plain nuisance, Mr Murphy is an event manager’s worst nightmare. According to popular nigh definitions, Murphy’s Law is a supposed definit law of nature, expressed in various humorous popular sayings, to the humo effect that anything that can go effec wrong will go wrong.

OPEN RELATIONSHIP In case you think Mr Murphy has a ‘thing’ only for you, don’t be flattered. I have chatted to some colleagues and apparently he is a bit of player and not a one-woman guy. He has been caught red-handed strutting his stuff before, during and after numerous events of late. Here are just some examples of his more recent shenanigans that various event practitioners have experienced. THE OLD MAN IS SNORING ‘It never rains in Joburg in winter – until this year when we decided to host our client’s first ever “Winter Wonderland” event on the balcony and deck of their new offices.’

BLUE-LIGHT BRIGADE ‘There is a specific government official that has a record of never being on time – in fact, he is renowned for being up to 45 minutes late on average. The morning of the event, there was a pile-up on the highway into Sandton where our event was being held. Most of our event guests were stuck in this traffic, so normally the government official’s tardiness would be a good thing, except he had an escort of vehicles leading him through the traffic, getting him to the venue on time. He delivered a tremendous opening speech but only 35% of our confirmed guest list actually got to hear him.’ FULL ATTENDANCE ‘We have always had between a 10% and 15% no-show at our events. But of course, as Murphy would have it, at an event we hosted in August there was a shortdelivery of rather costly goodie bags on the day of the event. We only had a 6% no-show rate and some angry delegates.’ There are many conflicting thoughts and arguments around the theory of Murphy’s Law. Regardless of your conviction, Murphy’s Law is an effective planning tool – as long as you don’t become so focused on it that you lose all sense of reality and the positive in situations and people. Assume that the worst is going to happen and take reasonable precautions to either prevent it from happening or start practising your response to it if it does happen. The bottom line is that good planning beats Murphy’s Law almost every time. If all else fails, just don’t invite Mr Murphy to the party.

Thanks to Mr Murphy, whose presence turns a fairly smooth run of events into an absolute panic station.

INDEX TO ADVERTISERS 3D Group 3D Deco African Hotels & Adventures CLA Brand and Event Engineering Compex Canopy Tours City of Johannesburg Clico Boutique Hotel Concept G

68 • MEETINGS l SEP/OCT 2014

OBC 16 IFC 15 53 3 2 & 20 7 18, 19 & 51

Conceptual Eyes Crowne Plaza Johannesburg – The Rosebank CSIR International Convention Centre Emperors Palace GL events Oasys Holiday Inn Sandton, Rivonia Road Intercape Johannesburg Expo Centre

28 58 & 59 14 17 50 60 & 61 1 6, 56 & 57

Lion Park Panda Hospitality Holdings Premier Hotels South African National Parks Sports & Events Tourism Exchange The Blue Train Tshwane Events Centre Tsogo Sun Vibrant Media Marketing

10 IBC 48 31 – 38 65 OFC 55 23 13