www.saconference.co.za
SEP/OCT 2013 • Issue 51
Year-end functions to suit your budget
10
golden rules for event planners Service providers must work with conference venues
Mozambique for your next incentive
SPOTLIGHT
Conferencing en route Reasons to use the Gautrain
11 must-use venues
We are more than just service providers; we are brand ambassadors� Gill Gibbs, ConCept G
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Uptown luxury and down-to-earth hospitality in the heart of our vibrant city. Superb business and event venues. 106 rooms for deluxe after-work unwind. Recharging gourmet meals and pick-me-ups. After-hours Cape Town outside our door. TLC in the CBD. Stay with us and we’ll stay with you!
cape town’s favourite stay for people on the go 60 Corporation Street, Cape Town, South Africa | +27 (0)21 465 7050 | www.townhouse.co.za
14
On the cover
T GAUTRAIN has THE pproved popular with m meeting professionals. W We take a look at rreasons to use the G Gautrain as well as ppopular venues along tthe route
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in this issue Spotlight ConCept G’s Gill Gibbs proves that experience and passion are the driving forces behind a successful company
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Meeting Places Regional Focus The Eastern Cape is hitting all the right notes
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Global Village Mozambique is gaining popularity as an incentive and conference destination
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Features SPOTLIGHT CONCEPT G
How to All you need to know for organising a successful golf day
24
Year-end Functions From trends to tips and budgets, we have your event covered
26
Conferencing Taking a look at the various trends shaping the conference and exhibition industry
34
In The Know Mice Speak How safe is your event? ABTA Column Basic skills training is a must in Africa APIC Column Event content and format are changing
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41 42 43
Reward And Development GLOBAL VILLAGE
Mozambique
Team building Technology takes centre stage in the latest team building craze Brand Yourself The best way to market yourself on social media
44 46
Regulars Ed’s letter A warm welcome In The News Information that you need to know
3 10
Sound Bite Chef Benny shares his top tips for conferencing catering FEATURE
Year-end functions
SOUND BITE
Chef Benny
Sandton to Hatfield Gautrain rail and bus operations service a multitude of attractions, events or places in Gauteng. For information on bus routes, travel and fare schedules visit www.gautrain.co.za
Call Centre: 0800 Gautrain SMS “Alert” to 32693 for service updates
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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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Phone: +27 (0)43 709 5200/5202 | Email: info@elicc.co.za | www.elicc.co.za
ED'S LETTER
Creatiting Experience i cess
Publisher Elizabeth eth Sh Shorten Editor Martin Hiller (Martin@3Sm (Martin@3Smedia.co.za) Smedia.co.za za) Chief Sub-Editor Claire Nozaïc Sub-Editor Patience Gumbo Head Of Design Frédérick Danton 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 Distribution Manager Nomsa Masina Distribution Coordinator Asha Pursotham Events Coordinator Neo Sithole
ADVERTISING Tazz Porter +27 (0)11 467 6224 tazz@connect.co.za | +27 (0)82 318 9308 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 Sep/Oct 2013 © Copyright. All rights reserved 2013 www.saconference.co.za SUBSCRIPTION R290.00 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.
It’s just a flap to the left
I
AM a fan of the roaring twenties – the fashion, the cars and, of course, the music. After watching the latest film adaption of F Scott Fitzgerald’s Great Gatsby, I knew that I wanted to throw parties like Jay Gatsby. But, then, when I started thinking of the logistics – from health and safety inspections to catering that includes a variety of dietary requirements, to the clean-up the next day – I decided that I would rather attend a Gatsby-inspired party than be the organiser. And I know that I am not alone. A Great Gatsby theme is proving a popular choice for year-end functions. On page 26, get tips on how to organise a successful yearend function. But before we can party like its 1920, there is still work to be done. For this issue, I boarded the Gautrain, in order to bring you venues that are located in walking distance from the stations and on the bus route. On page 18, we showcase some of the standout venues. Moving out of Gauteng, we explore business tourism in the Eastern Cape. The SAACI 2013 annual congress and exhibition was held at The Boardwalk International Convention Centre (ICC) in Port Elizabeth. The Boardwalk ICC opened in December 2012, and I am impressed with the state-of-art facility. It is no surprise that South Africa is still ranked as the top association congress destination in Africa and the Middle East, hosting 106 international conferences A NEW LOOK in 2012, with an economic value of Meetings brings you a R662 million, attended by 52 587 delegates over fresh, vibrant new look, 414 days. With such impressive statistics, things and content that focuses on are definitely looking up for business tourism. creating unique experiences for the event organiser Also in this issue, we provide you with a practical and delegate. guide to hosting a charity golf day, get some We want to know what catering tips from MasterChef South Africa judge you think. Chef Benny Masekwameng, and show you how you Please e-mail your thoughts can use social media in your next event. and suggestions to Till nextt time, martin@3smedia.co.za and don't forget to visit saconference.co.za for more on the MICE industry
ENDORSED BY
VENUE
MY FAV
FINDS
Welgelegen Manor is an hour’s drive south of Johannesburg on the Mpumalanga Highveld. This magnificent, beautifully decorated 1912 homestead has been restored to its former glory. Steeped in romance and history, Welgelegen is the perfect getaway for a weekend with family or friends, ideal venue for an intimate wedding, small conference or special occasion. Meetings recommends Welgelegen as its proximity to Johannesburg and Pretoria makes it perfect for business breakaways. welgelegenmanor.co.za
MEMBER OF
ENTERTAINMENT
In each issue, Meetings offers advertisers the opportunity to promote their company’s products and services to an appropriate audience by booking the prime position of the front cover, which includes a two-page feature article. The magazine offers advertisers an ideal platform to ensure maximum exposure for their brand. Please call Tazz Porter +27 (0)11 467 6224 | tazz@connect. co.za +27 (0)82 318 9308 to secure your booking.
: It was Julius Mamela in the study with a candle stick. You make think that this is an unlikely scenario but with South African Murder Mysteries anything is possible.. Having a murder mystery as entertainment at your next event is sure to make it unforgettable. Meetings recommends South African Murder Mysteries because it is hilarious – you just might ‘kill yourself laughing’. Turn to page 29
MEETINGS l SEP/OCT 2013 •
3
T Building personal relationships CEO of ConCept G Exhibitions and Events, Gill Gibbs’ hands-on approach, experience and, most importantly, passion are the driving force behind the co company’s growing success, as Martin Hiller discovers.
Gill Gib Gibbs
4 • MEETINGS l SEP/OCT 2013
HREE years ago, ConCept G was the new kid on the exhibition block, armed with a vision to build personal relationships, produce work of an exceptional standard and constantly evolve to meet the needs of its clients. It is for this very reason that the green butterfly has become synonymous with ConCept G. “The butterfly is known for its transformation through metamorphosis. Similarly, ConCept G has emerged as an established name in the exhibition industry,” says Gibbs. The reason for the green butterfly is also significant as it is a unique and rare species. With passion and unparalleled commitment, ConCept G has carved a reputation as a specialised exhibition and event infrastructural supplier that goes beyond the ordinary, allowing for imagination and creativity to unfold. This has set ConCept G apart from other companies. FROM CONCEPT TO REALISATION By overseeing the initial discussion phases, the design process and final presentation through to the installation and completion, she is able to have input in all aspects of the project. “This ensures successful project realisation,” states Gibbs, who is supported by a dynamic, passionate and committed team of designers and production staff. ConCept G’s new premises in Kya Sand, Johannesburg, houses a proficient production facility for both bespoke and system projects. “Being
SPOTLIGHT • Gill Gibbs • CONCEPT G
able to supply our own infrastructure, both custom and system, means that we have complete control of the project ,” says Gibbs.
their stands. One of the projects that we recently realised had a photo booth and it was a huge success . The photos had the name of the client and the exhibition printed at the bottom of the photo strip This means that the stand and related experience will be remembered long after the exhibition is over,” says Gibbs.
BRAND AND SERVICE AMBASSADORS ConCept G is about building and maintaining
ACCOLADES During this year’s IFES 2013 World Summit in Cape Town, ConCept G was awarded the IFES 2014 Conference logo competition. There were over 30 entries from across the globe. The logo will be used throughout the year on all official correspondence for the IFES World Summit 2014, which will be held in Delhi, India. “Logo design is not our core business, but we encourage our designers to get involved in various ANDREW GIBBS, MD of ConCept G, forms the other half of the company. aspects of design as it keeps He and Gill have over 28 years’ them relevant and up-to-date combined experience in the industry. with design trends, which “The industry runs through our veins has a direct positive impact and when we evoke our passion for on their stand concepts,” the project, the outcome is positive and rewarding” says Andrew Gibbs. explains Gibbs.
Our clients trust us with their brands and it is our responsibility to come up with a solution that not only promotes but enhances the brand” relationships with clients. “We are more than service providers; we are brand ambassadors for them. Our clients trust us with their brands and it is our responsibility to come up with a solution that not only promotes but enhances the brand. At the end of the day, our clients need to be proud of their stands and as a result they will be proud to be associated with us,” says Gibbs. By working closely with clients in the initial discussion phases, Gibbs is able to get a better understanding of their requirements. “This allows us to go beyond the brief in order for us to create the best possible solution.” By living ConCept G’s tagline, ‘Going beyond the ordinary’, Gibbs is all about providing a complete solution and service package . As a value-add, ConCept G shares its expertise with clients so that together they can create a solution that will attract people to the stand. “We let our clients know what they can do to increase foot traffic to
BEHIND CONCEPT G
“A positive exhibition experience creates sustainability in our industry.”
WELCOME TO THE FAMILY The Gibbs are dedicated handsIn June, Marcelle Farrell (née Vermeullen) on owners who have the ability to joined ConCept G as the new design understand their clients’ requirements manager. Marcelle has a wealth of and translate them into a stand that is beyond the ordinary. experience in exhibition, event and interior erior design and was a fundamental part of the design team for the SA Pavilion at the World Expo in Shanghai, China in 2010. She is a perfect fit for ConCept G as she is not only creative but innovative. Her appointment will bring further insight and fresh ideas to the well-established design department. FUTURE METAMORPHOSIS ConCept G will continually evolve in order to showcase a more fresh, forward-thinking and unique approach within the exhibition or event space while maintaining and developing relationships with clients and focusing on going beyond the ordinary.
BELOW ConCept G's philosophy of going beyond the ordinary has resulted in stands that have surpassed clients' expectations
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MEETINGS MEETINGS l SEP/OCT l SEP/OCT 2013 • 2013 •
Hitting all the right notes Known for its friendly people and natural beauty, as well as being the birthplace of Nelson Mandela, the Eastern Cape is fast becoming one of South Africa’s top conferencing destinations.
B
OASTING two international convention centres,
a variety of top-notch venues with conferencing facilities and picturesque landscapes forming the backdrop for smaller meetings, team building and incentive travel, it is no wonder the Eastern Cape is becoming a firm favourite for business travel.
THE REGION Nelson Mandela Bay Metropolitan Municipality (Port Elizabeth, Uitenhage and Despatch) and Buffalo City (East London, Mdantsane, King William’s Town and Bhisho) have
CONFERENCING IN THE EASTERN CAPE?
a number of good facilities for hosting conferences and events. Strategically positioned for investors, business tourists and conference delegates, both of these metros have many venues capable of hosting conferences, company functions and corporate events. The smaller towns, game reserves and coastal towns located between these metros known for their beauty as well as their fauna and flora. They offer various venues that cater to the needs of the conference delegate and business traveller.
TRY
Bush, beach, forests and established conferences coupled with great team building activities, the exquisite Eastern Cape is truly a business and leisure tourist’s dream destination.
6 • MEETINGS l SEP/OCT 2013
The B Boardwalk International Convention Centre is a recent addition to Port Elizabeth, having opened in December 2013. The R1 billion development includes a five-star hotel with 140 rooms, covers 3 000 square metres and can accommodate up to 1 700 delegates seated cinema style. suninternational.com/boardwalk
The historic Hogsback Inn is just over an hour and half’s drive from East London and offers conferencing facilities for up to 120 delegates. Delegates can experience the hamlet’s natural beauty that is thought to have been the inspiration for The Lord of the Rings by JRR Tolkien. hogsbackinn.co.za
Cape St Francis Resort Conference Centre is an hour’s drive from Port Elizabeth. It is set in a refreshing environment that promises to revitalise delegates and engender corporate team spirit. The conference centre can accommodate up to 300 delegates. capestfrancis.co.za
REGIONAL FOCUS • Eastern Cape
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REASONS TO CHOOSE THE EASTERN CAPE
1 ROOM WITH A VIEW
The natural beauty and vast landscapes of the Eastern Cape ensure that your meeting, conference or team building activity will be surrounded by natural beauty. From deserts to beaches, forests to game reserves, there is something for everyone.
2
THE FRIENDLY CITY Port Elizabeth is fondly known to many as the friendly city, but this honour also extends to the rest of the Eastern Cape’s residents who are always willing to go the extra mile.
3 BIG FIVE
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5
The numerous game reserves are not only home to the big five but also to a plethora of fauna and flora. Conference delegates can go on game drives during breaks and enjoy all what nature has to offer. A trip to the Eastern Cape is not complete without catching a glimpse of these animals in their indigenous environment. HISTORY The Eastern Cape is home to famous liberation leaders, colonial resistance and the 1820 Settlers. In addition to conference content, delegates can learn first-hand about South Africa’s history. ADVENTURE Well-situated campsites, hiker’s huts, forest huts or farm-style lodges offer the very best, affordable and comfortable nature escapes for team building activities.
6 CLIMATE The Eastern Cape enjoys a high
level of annual sunshine so visitors can make the most of it and soak up the sunshine. In summer, temperatures range from 16 to 30°C, while winter temperatures range from 7 to 22°C.
7 FESTIVALS Numerous annual festivals held
throughout the year, and meetings and conferences can be organised around them, ensuring that delegates can maximise their stay in the province.
The high-tech state-of-the-art
East London International Convention Centre
includes a 650-seater auditorium, an exhibition floor space for 90 stands and can accommodate up to 2 200 delegates seated cinema style. elicc.co.za
The Kelway Hotel is
The exclusive new Jemima’s
situated just a few minutes from the airport. The hotel offers 63 rooms, conference facilities, secure parking and a restaurant. The Kelway is ideal for conferences, product launch or brainstorming sessions. thekelway.co.za
for hosting smaller meetings in East London. The venue can accommodate up to 28 delegates and is equipped with state-of-the-art audiovisual equipment. jemimas.co.za
Bunker on Bailie Guest Lodge is a great venue
GETTING THERE The Eastern tern Cap Cape is easily accessible by air, road and rail. The two largest airports are in Port Elizabeth and East London and have daily flights on various local airlines to Johannesburg, Cape Town and Durban. There is adequate road infrastructure linking these cities with the surrounding game reserves, smaller towns and coastal towns peppered throughout the Eastern Cape.
MEETINGS l SEP/OCT 2013 •
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MOZAMBIQUE
The Indian Ocean’s hidden gem With picturesque Indian Ocean beaches, unspoilt coral reefs and welcoming residents, it is no surprise that Mozambique is gaining popularity as an incentive and conference destination.
A
FTER many years of civil war, Mozambique
has emerged into what can only be described as an energetic, welcoming and beautiful country. The Mozambican writer Mia Couto once described his country as “a veranda that overlooks the Indian Ocean”. What could be a better backdrop for conferencing? After a full day of speeches and presentations, delegates can enjoy the 2 470 km Mozambican coastline.
Maputo, where the inspiration for Nando’s was first born, both local and South African acts entertained the 375 delegates, who enjoyed the experience. • In May 2013, the Nepad Business Foundation in Partnership with USAID held a conference in Maputo with key stakeholders from the public and private sector, and development partners. • In June 2013, Maputo hosted the Southern African Development Community (SADC) ExtraOrdinary Summit.
NOTEWORTHY EVENTS • In 2012, global brand experience agency VWV Group held a conference for Nando’s in Mozambique to celebrate ‘25 years and still playing with fire’. In
8 • MEETINGS l SEP/OCT 2013
GETTING TO MOZAMBIQUE You can get to Mozambique by road, rail and sea from neighbouring countries, but air transport
GLOBAL VILLAGE • Mozambique
MUST-USE VENUES The four-star Pestana Rovuma in Maputo is a hotel for both business and leisure. It combines comfort with ambience. The conference facilities can accommodate up 300 delegates in a cinema-style seating. pestana.com/en/pestana-rovuma
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REASONS WHY YOU SHOULD CHOOSE MOZAMBIQUE
HISTORY Part of the conference/incentive programme can include excursions to the many local architectural, cultural and heritage sites across Mozambique. BEACHES Delegates can experience the many unspoilt beaches and the warm waters of the Indian Ocean. BUSH Mozambique also offers great game viewing opportunities in the Gorongosa National Park and the Great Limpopo Transfrontier Park.
Situated in the heart of Mozambique, Polana Serena Hotel has recently emerged from an extensive renovation programme, which has resulted in the presentation of a landmark historic building whose classic charm has been fused with the ultimate in world-class amenities. Offering 142 rooms, many of which are spacious suites, the ‘grande dame’ of Maputo now also offers a choice of three restaurants: the all-day dining Varanda Restaurant, the Delagoa finedining experience in the French style, the Aquarius Sushi Bar and the Polana Bar. Conference facilities can accommodate up to 250 delegates in a cinema-style seating. serenahotels.com/serenapolana
SEAFOOD Mozambique is well known for its variety of seafood dishes, which will delight delegates.
Pestana Bazaruto Lodge is one of only a few exclusive hotels on Bazaruto, the largest island of the Bazaruto Archipelago, approximately 600 km north of Maputo. The lodge has an outdoor pool, games room and a Business Centre, equipped with computers, laptop connections and Internet access. pestana.com/en/ pestana-bazaruto-lodge
PEOPLE The residents of Mozambique are willing to go the extra mile for visitors.
is recommended. Maputo International Airport is Mozambique’s main gateway. Most destinations served from the airport are in Africa, but TAP Portugal operates a service to Lisbon, Portugal, while Qatar Airways operates flights to Doha. Roads are in variable conditions throughout the country, speed restrictions are enforced in small villages and although you can now reach many places in a normal two-wheel drive.
ENTERING MOZAMBIQUE • A valid passport, which must be valid for longer than six months from the date of return from Mozambique, is required. • Citizens of South Africa, Zambia, Zimbabwe, Botswana and Swaziland do not need a visa; other passport holders do require one. • If you plan on driving, you will need a driver’s licence, vehicle registration papers and a temporary import permit, which is available at the border. • International certificate of vaccination is required for yellow fever if arriving from an infected area.
If you are looking for a venue for a next incentive trip, then Pemba Beach Hotel and Spa is a must. Representing a fusion of Arabic and African inspired influences, this Mozambique hotel impresses with its sweeping compilation of Arabian-inspired buildings, colonnades, turrets and archways sprawling over 100 acres. The hotel offers 102 rooms, all with sea views and individual balconies, providing a truly sumptuous rendition of Mozambique’s east coast living. pembabeachresort.com
FLASH STATS
LANGUAGE Portuguese (offi (o cial) CURRENCY Mozambican metica CAPITAL Maputo CLIMATE Summer (Sep to Feb): 22 to 31°C, winter (March to Aug): 13 to 24°C, rainy season (mid-Nov to April).
MEETINGS l SEP/OCT 2013 •
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IN THE NEWS
Are men better cooks than women? O
ver the past year, Elephants in Main Street’s hottest new team building event, Chef Masters, has generated enormous debate and controversy. Participants have laughed, listened and learned. Its findings have been interesting when you compare them to the latest research. Three out of 10 women believe their men are better cooks than they are, it has been revealed. Not only are many men better cooks than their wives or girlfriends, but many women also said their other half is more adventurous when hen it comes to cooking. For years, the common assumpumption has been that the kitchen hen is a woman’s domain. But it seems men are becoming biggger fans of cooking than ever ver before. Perhaps this is one of the reasons why the Chef Masters sters has become such a hit. A study of 2 000 Brits found that a third of women reckon their other half is the best cook in the household, while another 36% say their husbands or boyfriends are usually the ones who experiment with the more exotic dishes. Nearly two fifths believe it’s down to the rise in popularity of celebrity cooking shows, while 37% think male chefs like Curtis Stone (pictured) and Gordon Ramsay have helped to make m it a more popular hobby. Research is research, search, but Elephants in Main aiin Street’s Chef Masters’ experience x xperience is unforgettable. For more information elephants.co.za or info@elephants.co.za
P/ /OCT T2 2013 0 01 13 • 10 • MEETINGS l SEP/OCT
Radisson B Blu lu H Hotels
GET ON THE GRID
T
he Events Manager Grid (EMG) has been established to provide an exchange of information, advice and experience between those responsible for the organisation and management events. The grid brings innovation to the MICE and strives to identify changes and developments within the industry. EMG was officially launched in August at 54 on Bath. Pictured at the launch, from left, Lebo Gunguluza, group chairman: Gem Group; Kabo Malimabe, EMG; Philadelphia Mahlalela, managing executive: EMG; Sanele Zulu, managing director: Izani Talent and Signature Speakers; Lillian Hlabangane, sales manager: Groups at Tsogo Sun; and Martin Hiller, Meetings editor. For more information, contact Philadelphia Mahalela on oferta@intouchconsultingsa.co.za or +27 (0)76 534 7209
has launched launc unche hed Experience Experie Meetings, an interesting new concept for meetings. It consists of three components, namely: • Brain Food – an innovative and responsible food and beverage solution developed by Radisson Blu Hotels’ skilled chefs and nutritionists to ensure that guests eat healthy and are focused at all times during a meeting. • Brain Box – a breakout room designed to elevate efficiency and stimulate creativity. • Free Internet – available in all Radisson Blu Hotels and Resorts, it ensures that meeting delegates are connected at all times.
THE NUMBER GAME
T
he executive manager of the National Convention Bureau, Amanda KotzeNhlapo, shares what the meeting industry will do for South Africa. Me Meetings will bring in R2.6 billion into South Africa over the next four years. SSouth So u Africa has secured 88 international association meetings, to be held to be held h over the next four years. Of these secured conferences, 38 will take place in 2013 and bring in R680 million, 21 will be in 2014 (R588 million), 17 will be in 20 2015 (R693 million), 10 will be held in 2016 (R649 million) and two in 2017 (R57 million) million). These meetings will draw almost 200 000 delegates to South Africa.
TSOGO SUN JOINS 49M
“It’s a privilege for Tsogo Sun to demonstrate our commitment to the environment by pledging l ith 49M to t a 10% reduction d ti in i energy ourselves with usage. At Tsogo Sun, we continually revisit our environmental strategy that is in operation across all our properties –over 90 hotels and 14 casinos – to ensure that ongoing progress is made in protecting the environment and preserving it for future generations,” says Rob Collins, chief marketing officer, Tsogo Sun. Collins (pictured left, with Andrew Etzinger, senior manager, Eskom, at the signing of the pledge).
IN THE NEWS
Prokard rewards programme relaunched
T
he Protea Hospitality Group has relaunched its loyalty programme, Prokard, in order to provide more value for members. Danny Bryer, group director of sales, marketing and revenue, says that the new Prokard value propositions have been created because of the evolving needs of the approximately 100 000 loyalty cardholders. “We conducted focus groups with our existing loyalty members and through our guest feedback we realised that expanding and enhancing the value proposition and simplifying the redemption process further would make Prokard even more user-friendly and rewarding,” says Bryer One of the major changes to the loyalty programme structure is the introduction off the Prokard Bronze Card, which is Prokard’s new entry-level card and is offered complimentary to guests who stay at Protea Hotels and African Pride Hotels. The Silver and Gold Prokard memberships remain, and members are entitled to numerous privileges that include early check-in, late check-out, complimentary room upgrades and discounts of up to 10% off the Best
HE SAID IT
Available Rate, up to 5% off special offers advertised on proteahotels.com and up to 20% off accommodation when travelling in Africa. Prokard Gold members also enjoy discounts of up to 50% on the food portion of their restaurant bill in participating hotel restaurants. Bryer states that Prokards are particularly sought after for executive travel. “With the Prokard system, VIP guest loyalty members earn ‘Prokard Rands’ while staying at a hotel on business, which they can use for their family holiday travel. “There’s absolutely no point being a member of a travel industry loyalty programme if you can only redeem your rewards when a leap year happens to coincide with a blue moon in February. It needs to be simple, present true value and create wonderful travel experiences for members, which is what the new Prokard value proposition does in spades,” explains Dyer.
The success of the South African business events industry is reflected in the fact that the International Congress and Convention Association has ranked South Africa 37th on its list of the world’s top business events destinations, and 15th on its list of long-haul destinations, while we have come out tops as the number one business tourism destination in Africa. Marthinus van Schalkwyk, Minister of Tourism
For more information on the Prokard Rewards Programme visit proteahotels.com
MEETINGS l SEP/OCT 2013 •
One of Growthpoint's green office buildings: Lincoln on Lake in KZN
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SOUND BITE
More than just chicken or beef H
OW has the food and beverage industry changed over the past five years? Conference
venues are concentrating on more bite-size portions rather than having buffets. A typical conference menu would be: • Mornings: Instead of big fruit, hotels offer strawberry skewers, pastries, cupcakes, muesli and yoghurt. It is all about healthy light food. •Tea break: In the past, at tea breaks, sandwiches were served. Now, hotels offer freshly baked biscuits with tea or coffee. If sandwiches are to be served, a great idea is for delegates to choose their own fillings. The chef can make it for them, while they wait. • Lunch: Venues have action stations with the chef cooking the meat. Starch is also served on the tables with the salads. • Afternoon tea: Try sorbet stations as you give your delegates something sweet that will boost their energy.
Catering can make or break your event. Meetings caught up with MasterChef South Africa judge Chef Benny, who shared his tips for successful catering.
what the restaurant has to offer and gives guests a chance to have an idea of what to order the next time they eat at the hotel. Chefs are sourcing ingredients that are sustainable.
What would you say is the number one mistake people make when it comes to catering for conferences? Doing the same thing and not coming up with new innovative ideas.
Use different ingredients and play with colour. Just don’t over garnish the meal or touch the food too much that it becomes unhealthy to eat.
What are some budget busting conference catering ideas? Source local produce and use seasonal ingredients. Have a relationship with your supplier as they will always advise on the fresh produce and give you lower prices.
Conference centres must be clever about what they serve and know the benefits of what it has to the person they are serving it to”
What are some of the trends you see in the food and beverage industry? Definitely show cooking. This entails the chef showcasing his skills to guests by preparing their food in front of them for their entertainment. Some hotels have big windows that show the kitchen with the food being prepared, and this is also to show the guests that their kitchens are hygienic. Cape Town hotels also offer tasting sessions. Seven-course meals are served in small portions. This is a teaser of
Conference centres must be clever about what they serve and know the benefits of what it has to the person they are serving it to.
What are your top tips for catering? Know who you are catering for and be knowledgeable about the dishes you are cooking. Presentation is very important, the more creative the better.
How do you present ‘plain’ food in way that makes it look appealing to delegates? Use fresh produce and action cooking stations to display your skills.
What has been one of your most difficult catering challenges?
I had to cater for 1 004 people in an outdoor venue in Cape Town. The challenge was preparing different main courses with little time. We had to pull all our resources together and it worked out in the end.
What dish are you asked to make most often? I get a lot of requests for my grilled lamb chops with deep fried pap, cream spinach, crushed nuts with chilli and red wine source.
How did you decide you wanted to become a chef? I wanted to be an engineer but there was no money to send me to university so I helped my mother who had a catering company. In 1999, I graduated from Natal Technikon with a diploma in
CHEF BENNY Affable, easy-going, yet possessing an impressive wealth of professional culinary expertise, Chef Benny is the quintessential people’s person, a master of his craft who acknowledges his roots even as he continues to impress his most exclusive and discerning patrons. Chef Benny, Tsogo Sun’s very own celebrity chef, rose to fame as a judge of MasterChef South Africa. He is passionate about the flair and quality of South African food and believes that South Africa’s offerings are on a par with the highest international standards. Catering Management. I joined the Hilton Hotel in Durban as a trainee and gained valuable experience. I then toured the world to promote local food at events hosted by South African embassies. I joined Tsogo Sun in 2006.
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GAUTRAIN | GUIDE
GAUTRAIN
Keep calm and Gautrain on With speeds of 160 km/h and access to commercial hotspots, the Gautrain is a safe and reliable means of public transport. As a result, venues along the Gautrain route are proving popular with event organisers. Martin Hiller takes a look at various venues and what they have to offer. FOR MORE VENUES along the Gautrain and its bus routes visit
saconference.co.za
ROSEBANK
Crowne Plaza Johannesburg – The Rosebank see P19 54 on Bath Hotel see P19 Courtyard Rosebank Summer Place
SANDTON
PARK STATION
Protea Hotel Parktonian see P18
Constitution Hill see P18
Intercontinental Jhb Hotel see P21 Radisson Blu Sandton see P20
Radisson Blu Gautrain see P20
Reef Hotel see P18
Sandton Sun see P21
Skyline Gardens
Balalaika Sandton Hotel
The Bannister Hotel
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PRETORIA
HATFIELD
Arcadia Hotel see P22 Manhattan Hotel see P22
City Lodge Hatfield
Southern Sun Pretoria
Village River Lodge
Stay Easy Pretoria
Court Calssique
Morning Star Express Hotel
Brooklyn Theatre Pretoria Zoo CSIR
CENTURION
Centurion Lake Hotel
Protea Waterfront Hotel Irene Country Lodge Centurion Lifestyle Centre Supersport Park
MIDRAND
Mecure Midrand
Protea Hotel Midrand Gallagher Estate Vodaworld Town Lodge
OR TAMBO
Emperors Palace
Protea Hotel OR Tambo Southern Sun Hotel OR Tambo City Lodge Civic Centre
MARLBORO
Mulaudi’z Alexandra Tours
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15
GAUTRAIN | STATIONS
Did you know?
OR TAMBO INTERNATIONAL AIRPORT Tribute to the nation Changes
in the light colour schemes express the diversity of the African nation. The station is located at the airport terminal complex. The OR Airport Station serves as one of the three corner ports of the entire rail network.
Each Gautrain station is themed according to its direct environment.
MIDRAND PARK STATION
Mining
With its history of gold and diamond mining, you will find the station underneath the existing Johannesburg Park Station precinct, north from the Johannesburg central business district.
ROSEBANK
Gateway to Gauteng
Midrand station is positioned above the ground next to the Old Pretoria Main Road. Tiles in the South African flag colours have been arranged to form the shape of Africa.
CENTURION
Retail Well known for its shopping, retail and entertainment, look out for the entrance to the Rosebank Station along Oxford Road.
SANDTON
Commerce
Architecturally designed to represent two mining shafts, Sandton Station is the station where man meets machine. The station is situated underground on the corner of Rivonia Road and West Street.
MARLBORO
Music, art & culture Alexandra Township represents the diversity in African art and culture. Jazz legend and Apartheid icon, Hugh Masekela lived there with his former wife, legendary singer, Miriam Makeba. The station is located above ground next to the N3 highway and Marlboro Drive, close to Alexandra.
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Rail history
Sports
The station is positioned above ground on the east of Centurion Lake and is close to SuperSport Park. The tiles inside the station are placed in such a way that it looks like markings on different sports fields. The outside tiles are laid in the form of an athletic track.
PRETORIA
The station pays tribute to South African rail history. The station is next to the existing Pretoria Station building, railway lines, platforms and the historic Herbert Baker station.
HATFIELD
Academic A range of academic institutions is found along the Hatfield route. The Gautrain Hatfield Station is decorated with tiles that represent graduation caps. The station is easily accessible from the N1 and N4 highways, situated within the Hatfield business node.
GAUTRAIN | TIDBITS
Meetings en route
Since the opening of Park Station in Johannesburg, there has been a dramatic increase in the demand for the Gautrain and its bus services.
N
UMEROUS venues located near the Gautrain stations and on its bus routes are benefitting from the convenience that the Gautrain offers delegates. Radisson Blu Gautrain' GM, Mark Wernich, notes that being located near the Gautrain has not only hugely benefitted the Radisson Blu Gautrain, but also Johannesburg. “The Gautrain makes it possible for us to attract conferences and meetings to Sandton without worrying about complicated travel arrangements for delegates as well as organisers.” Melissa Dempster-Todd, director of sales and marketing, The Crowne Plaza Johannesburg – The Rosebank agrees: “Being located near the Gautrain has allowed our guests quick and easy access to OR Tambo International Airport, Johannesburg CBD, Midrand, Centurion and Sandton. With the Gautrain opening we have broadened our market, we have nonJohannesburg companies are more willing to explore hotels they would have typically avoided due to these frustrations, which in turn leaves a less stressed event organiser.” Lauren Berkowitz, director of sales and marketing, Radisson Blu Sandton, says: “Since the Gautrain is currently a popular mode of transport from the airport into Sandton, our location of only 500 m away from the station is an advantage; it makes the hotel and conferencing venues easily accessible for conference delegates.”
CONTINUED GROWTH The average weekday passenger trips on the train has increased from 26 000 at the beginning of April 2012 to 42 000 at the end of March 2013. In February and March 2013, the total number of monthly passengers on the Gautrain system exceeded one million. “With traffic and petrol costs at an all-time high and the threat of e-tolls, being able to use the Gautrain takes the stress and hassle assle out of getting to/from your conference orr meeting venue. It is now easy to travel from outside
8 1
2 3
areas into Braamfontein,” says Debbie Prinsloo, marketing manager, Protea Hotel Parktonian All Suite.
4
GAUTRAIN BUS SERVICE
5
The Gautrain bus service supports the train ridership and to improve the total trip quality and experience of the commuters. The average daily bus trips has doubled from 9 000 per day in April 2012 to 18 000 a day in March 2013. Since March 2013, 26 bus routes are in operation, with the addition of the UNISA/ Groenkloof and Emperors Palace routes. You must have a valid Gautrain Gold Card to board a Gautrain bus. Cash is not accepted on the buses. One Gold Card is required per passenger. You can use your Gold Card over and over again. Every second bus is equipped for easy wheelchair access.
6 7 8
REASONS TO USE THE GAUTRAIN
TIME SAVING If you live in Pretoria, you do not need to wake up at 04:30 to ensure that you arrive at your breakfast event at 07:30 in Johannesburg and vice versa. It is the quickest and safest trip you will take between the two cities. STRESS RELIEVER You will not get stuck in traffic, ensuring that you will arrive not only on time for your function but you will also be calm. COST EFFECTIVE With petrol being at an all-time high, it makes financial sense to use the Gautrain. TIME MANAGEMENT You can catch up on your reading or work on your way to the function. By July 2014, you will be able to use smart devices. NETWORKING You never know who you will be sitting next to; it’s a good place for networking. GO GREEN By using the Gautrain, you can halve your carbon footprint as you will be spending less time on the road. SAFETY FIRST The Gautrain prides itself on passenger security. BE MERRY With end-year functions just around the corner, use the Gautrain if you are drunk. Just make sure you have someone to fetch you when you arrive at your destination station.
Crime thriller writer, Stuart MacBride, centre, and his team are pictured on the Gautrain during the ‘Murder on the Gautrain’ game which formed part of the 2013 Bloody Book Week.
FOR DELEGATES ON THE MOVE Meetings brings you its top ideas on how to use the Gautrain as part of your event.
•
Include a preloaded gold card as part of the conference package. On the first day of the conference have a member of your organising committee meet delegates at their preferred station to give them their card. This will be the first contact you have with delegates so use this opportunity to set the tone of your event.
•
Market your event around a station or route. Use the distance from your chosen venue as a marketing tool. Delegates may want to attend your event knowing that they can use the Gautrain to get there. The Gautrain Facebook page, which has nearly 25 000 followers, promotes events that participants can attend by using the Gautrain.
• Accompanying person’s programme. From the Union Buildings in Pretoria to Soccer City in Johannesburg, fascinating places, attractions and destinations are scattered along Gautrain’s train and bus routes. Plan the accompanying person’s programme around these attractions.
• Different venues. There is no need to limit conferences to one venue. Have the conference in Pretoria and let delegates see the sun set over Johannesburg’s iconic skyline as part of your cocktail party.
• Secret destination launches. Keep delegates guessing where they are going by including a bus trip as well as a ride on the Gautrain. There are many great venues along the route that are perfect for any type of activations or product launches.
• Gautrain as the venue. If your type of event or a part of it allows, hold it on Gautrain.
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GAUTRAIN | VENUES
PARK STATION
Constitution Hill
A
T
o keep abreast of the massive improvements taking place in Braamfontein and surrounding areas, the Protea Hotel Parktonian All Suite has been doing vast upgrading and modernising. Part of this massive upgrade is the addition of the Skylevel, situated on the 24th floor of the hotel. The Skylevel has two executive boardrooms with state-of-theart conferencing facilities, a gymnasium and a pool deck. A stroll around the Skylevel provides a breathtaking 360-degree view of the amazing Johannesburg skyline. Another six venues and four boardrooms offer all the flexibility required to host a successful function. Seating accommodates up to 450 delegates. The 300 one-bed roomed suites have a separate lounge, service area with bar fridge, tea- and coffeemaking facilities, and a desk. All rooms have balconies. The entire hotel has Wi-Fi and offers 500 MB free per day. The Protea Parktonian Hotel All Suite appeals to both the domestic and international business traveller and continues to be the hotel of choice among clients who are looking for a true Johannesburg experience.
DISTANCE FROM PARK STATION The Protea Hotel Parktonian All Suite is within walking distance from the Gautrain Park Station. Complimentary shuttle to and from the station for guests and delegates is available.
t +27 (0)11 403 5740 | parktonian.co.za
Constitution Hill is a charming historical venue for unique events.
DISTANCE FROM PARK STATION Constitution Hill is in walking distance from Park Station and is on the Gautrain Bus Route.
t +27 (0)11 381 3100 | constitutionhill.org.za
African Sky Reef Hotel Johannesburg
L
ocated in the financial district in Johannesburg, African Sky Reef Hotel Johannesburg offers well-appointed, modern accommodation in 120 en-suite rooms. The hotel is situated close to all major business centres and is just five minutes from city hall and the Gautrain Park Station. Business travellers favour the African Sky Reef Hotel Johannesburg as a refreshing location, central in the CDB for important conferences and business meetings. The hotels offers two wellappointed conference rooms that can seat up to 80 delegates each or integrated into
one venue to sit 160 delegates. Please contact the banqueting team for your requirements.
DISTANCE FROM PARK STATION African Sky Reef Hotel Johannesburg is only five minutes away from Park Station. The hotel is on the Gautrain bus route.
t +27 (0)11 689 1000 | reefhotels.co.za
Johannesburg to Pretoria Gautrain rail and bus operations service a multitude of attractions, events or places in Gauteng. For information on bus routes, travel and fare schedules visit www.gautrain.co.za
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Call Centre: 0800 Gautrain SMS “Alert” to 32693 for service updates
iww | 2478 bs
Protea Hotel Parktonian All Suite
s a multipurpose heritage site, Constitution Hill offers a variety of indoor and outdoor venues available for conferences, live performances, banquets, product launches, cocktail evenings, private functions and corporate events. The site boasts 13 venues spread over three buildings: the Fort, which is used as a conference room and seats 90 people cinema style; the Fort Atrium, a double-volume space that accommodates 50 people standing; the Slovo Courtyard, which seats 100 banquet style or 350 standing; the Old Fort Courtyard, with a view of the skyscrapers of Hillbrow, accommodates 130 people; the Mandela Courtyard, which accommodates 130 people standing; and the Old Fort Parade Ground, a large square framed by the ramparts and accommodating 1 000 people standing. Constitution Square, a piazza, is great for large public events accommodating up to 1 000 people standing, or 380 banquet style.
ROSEBANK STATION
54 On Bath
D
iscover a contemporary and fashionable haven on Bath Avenue right in the heart of Rosebank, Johannesburg’s trendy suburb. The hotel offers a truly fashionable stay, whether you’re on business or simply taking a relaxing break. There are three well-appointed and flexible meeting rooms for up to 120 guests and a boardroom for 20 on the second floor.
DISTANCE FROM ROSEBANK STATION 54 on Bath is in walking distance from the Rosebank station. The hotel has a complimentary shuttle to the Gautrain.
GAUTRAIN | VENUES
Crowne Plaza Johannesburg – The Rosebank
L
ocated in a quiet, picturesque neighbourhood surrounded by Jacaranda trees, Crowne Plaza Johannesburg – The Rosebank boasts seven conference venues, with largest able to accommodate 300 delegates. The hotel offers unique conference packages or can be custom-made to your requirements. It features a large lobby area that can easily allow for vehicle launches, as well as space to erect marquees for larger events. As the hotel has a large amount of rooms (318), larger residential conferences can be accommodated. Complimentary Internet is available to all delegates. There are two corporate shuttles to Rosebank and Parktown.
complimentary shuttle to the Gautrain to allow guests easy and safe access during peak times and for those that do not wish to walk.
DISTANCE FROM ROSEBANK STATION
t +27 (0)11 344 8500 | 54onbath.co.za
Crowne Plaza Johannesburg – The Rosebank is within walking distance (200 m) from the Rosebank Gautrain station. The hotel has a
t +27 (0)11 448 3600 | rosebank.co.za
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GAUTRAIN | VENUES
Radisson Blu Hotel Sandton
SANDTON STATION
T
his exceptional conference venue in Sandton is the perfect venue for corporate meetings, banquets and weddings. All events are serviced by the hotel's professionally trained staff. Free high-speed wireless Internet access is available throughout the conference centre for registered conference delegates. The hotel boasts eight exceptional conference rooms. The largest function room spanning 320 m2 and is divisible into three separate rooms. Most meeting rooms are illuminated by natural light and all come equipped with the latest audiovisual equipment.
Radisson Blu Gautrain
B
oasting beautifully appointed guest rooms, exceptional hospitality and extensive meeting facilities, The Radisson Blu Gautrain Hotel Johannesburg is a popular choice with discerning business travellers. This hotel offers 216 exquisite guest rooms, a contemporary restaurant and a lounge bar. The hotel is situated directly across from the Gautrain Station and affords guests easy access to Pretoria, Soweto, Johannesburg city centre and OR Tambo Airport, which lies 35 km away and provides local and international flights.
DISTANCE FROM SANDTON STATION Radisson Blu Hotel Sandton is only 500 m away from the Gautrain station. The hotel provides a complimentary shuttle that transports guests to and from the station.
t +27 (0)11 245 8000 | radissonblu.com/hotel-johannesburg
DISTANCE FROM SANDTON STATION Radisson Blu Gautrain is situated diagonally across the Sandton station, a mere 55 steps from door to door.
t +27 (0)11 286 1000 | radissonblu.com/hotelsandton-johannesburg
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MEETINGS DESIGNED TWO IDEALLY LOCATED STYLISH PROPERTIES IN SANDTON. FREE HIGH-SPEED INTERNET, 100% SATISFACTION GUARANTEE, BRAIN FOOD AND YES I CAN! SERVICE
FOR SUCCESS Contact us for more information and specials.
RADISSON BLU HOTEL SANDTON
Corner of Rivonia & Daisy Road, Sandton, Johannesburg T: +27 11 245 8000 functions.sandton@radissonblu.com
RADISSON BLU GAUTRAIN HOTEL
Corner West and Rivonia Road, Sandton, Johannesburg T: +27 11 286 1000 reservations.gautrain@radissonblu.com
SANDTON STATION G A U T R A I N | V E N U E S
T
he 231-room 5-star hotel, is located in Sandton, the heart of Johannesburg’s economic hub. Complimentary Wi-Fi throughout the hotel, a boardroom and easy access to some of the city’s best conference facilities ensure that business travellers have the best facilities at their fingertips. With an all-day dining restaurant on-site and access to several other outlets, there is something to suit all dining needs. Aside from its convenient location alongside the renowned Sandton Convention Centre, the hotel is also situated adjacent to luxury shopping destinations, Sandton City and Nelson Mandela Square. For those who wish to explore the area, the hotel’s concierge can provide excellent insight into the best tours, activities and heritage sites that the city has on offer.
Intercontinental Johannesburg Sandton Towers
O
pened in 1984, the Sandton Sun has a long and illustrious history. A pioneer fivestar hotel in the area, it is the first choice for business and leisure travellers. There are 334 luxury rooms in tiered status. For meetings, the state-of-the-art business suite comes complete with a range of business and VIP facilities and eight boardrooms. The large banqueting centre offers a choice of seven venues catering to any event from weddings to conferences. The hotel is connected to both the Sandton Convention Centre and Sandton City shopping mall.
Sandton Sun
DISTANCE FROM SANDTON STATION The InterContinental Johannesburg Sandton Towers is in walking distance from the Sandton station. The hotel also offers a complimentary shuttle to and from the Gautrain station.
t +27 (0)11 780 5555 | icsandtotowers.com
DISTANCE FROM SANDTON STATION Sandton Sun is 900 m from the Sandton station. The hotel also offers a complimentary shuttle to and from the Gautrain station.
t +27 (0)11 780 5000 | sandtonsun.com
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GAUTRAIN | VENUES
PRETORIA STATION
Arcadia Hotel
O
ffering various venues to suit different needs of delegates, Arcadia Hotel provides packages for day conferences, which include a multimedia projector, free Wi-Fi and parking. The hotel conference packages are value for money, with absolutely no hidden costs. Arcadia Hotel offers friendly, caring hospitality to the conference delegates.
Manhattan Hotel
T
he upmarket three-star Manhattan Hotel is conveniently situated outside the Pretoria CDB. The hotel aims to give its guests more luxury features that offer value for money. The hotel offers a wide range of conference venues to suit everything from a small initiate workshop to large conferences of up to 200 delegates.
DISTANCE FROM PRETORIA STATION
DISTANCE FROM PRETORIA STATION
Arcadia Hotel is 4 km from either the Pretoria or Hatfield station. Delegates who stay at the hotel are able to use the free shuttle to and from both Gautrain stations. For those who do not stay at the hotel, a nominal fee is charged for the use of the shuttle.
Manhattan Hotel is the closest hotel to the Pretoria station. The Pretoria Gautrain station is a mere 250 m from its doorstep. Even though it is a walking distance, the Manhattan Hotel offers a free shuttle to and from the Gautrain station.
t +27 (0)12 326 9311 | arcadiahotel.co.za
t +27 (0)12 392 0000 | manhattanhotel.co.za
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COMPLIMENTARY GAUTR AIN SHUTTLE FOR OUR GUESTS. Because we know time is very precious and to make your life a little easier, our complimentary shuttle service runs 7 days a week during the Gautrain’s operating hours.
Do you live an InterContinental life?
For more information please call +27 11 780 5555, e-mail us at reservations@icsandtontowers.com In over 170 locations across the globe including HONG KONG t L ON D ON t N E W YOR K t PA R IS
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HOW TO
Tee off to a great event QUESTION I have to organise my company’s annual charity golf day and don’t know where to start. I really want to put together a golf day that will be enjoyed by all players and raise a lot of money for my company’s chosen charity.” Lee van Nispen, 27Four Individuals
ANSWER Before organising a golf event, the organiser needs to understand the purpose of the event: Is it to raise money for charity, for fundraising or for a corporate that wishes to use the event to host key clients?
T
HE purpose of the event impacts on the decisions and choices you will need to make. Although Van Nispen is organising a charity golf day, many of the tips below can be used for other types of golf events.
LOCATION, LOCATION, LOCATION The success of your golf day is hugely influenced by your budget and the choice of course. Although the reputation of the course is important, you do not need to choose a well-established course. The type of tournament that will be played and the handicaps of your players are also deciding factors in deciding your course. Remember that club facilities also need to be taken into consideration when choosing the golf club. Ensure that the club house will be able to accommodate all the players at the prizegiving ceremony. Negotiate with the golf club that the PA system, podium, as well as catering, are part of your golf day package. Golf takes all day and refreshments
Sponsorship is also a popular way to raise money; sell branding opportunities in prominent places such as the 18th hole or the first tee
24 • MEETINGS l SEP/OCT 2013
are served at the halfway mark. Depending on your needs, you may have a gala dinner with the prize giving. “Don’t forget to ask for tables and tablecloths for the prizes at the prize giving and to check with the club if they can cater for special dietary requirements. In the case of kosher and strictly halaal meals, check if they are able to source these for you, what the surcharge per head will be and also the lead time for ordering,” advises Irene Hattingh, owner of Irene Hattingh Services, who has organised many golf days. Another factor to remember is that most golf clubs have a formal dress code that they expect all members and visitors to adhere to. MAKE SOME MONEY First things first – decide on the initial player fee. This is an effective and quick way to raise money. You could ‘sell’ mulligans, which gives the player another try, on the first tee. You could also ‘sell’ double or quits for getting onto the green on a par 3. For example, players can buy another turn and if they get onto the green they will receive half their money back, but if they miss, they lose all their money. Just remember that mulligans and double and quits are only for sociable events as scores are not entered into the handicap system. You can also have a photographer on the first tee and sell the photos afterwards. “Just check
GOLF FEATURE
SAY WHAT?
IMPORTANT GOLFING TERMINOLOGY EXPLAINED • F FOUR OUR BALL BA Four players compete in a round of golf. • INDIVIDUAL Individual scores of each player are recorded. • BETTER BALL Usually played in pairs, the best score of the team on a particular hole is used. • ALLIANCE Four players in a team and the best score of the four on a particular hole is used. • STABLEFORD Points are awarded in relation to a fixed score on each hole. • SCRAMBLE Players play from one position. For example, a team of four players all hit their drives (first shots). The next shot is played, again by all four players, from the position of the best drive. Play continues in this manner until the ball is holed. • FOURSOMES A form of play in which two players play against two others, with each side playing one ball and playing alternative shots. Mixed foursome would relate to two men and two women making up a four ball. • MEDAL PLAY A type of competition, also known as strokeplay, in which the lowest total score (number of strokes) wins.
with the golf course if they have any restrictions in terms of selling as some courses may not approve of you selling or handing out shooters as new liquor licence laws do not allow alcohol to be served out on the golf course,” advises Hattingh. Sponsorship is also a popular way to raise money; sell branding opportunities in prominent places such as the 18th hole or the first tee. Remember that a successful golf day needs prize giving and if your company is not providing prizes themselves, you will need to source prizes. EXTRA HANDS Remember you will need someone to collect the cards after each round and calculate the winning score. If you have a scoreboard, it will need updating – don’t worry, the golf club will assist with the scoring function. If you are running any competitions, it would be a good idea to have assistance with that as well. “In addition to the event specifics, I always like to find out from the club if its staff will be available on the day to score for us. What this entails is that they will collect all the score sheets as players come off the course and then work out the scores and place the teams according to the number of prizes available. It’s also good to find out if the club will manage the start of the field for you, most of them do and it forms part of their service offering to the client,” continues Hattingh. WHAT ABOUT THE NON-GOLFERS? If you have non-golfers attending your golf day, plan something for them to do. Your chosen golf club could have a spa, which is a relaxing option for the non-golfers. You could also organise golf carts to drive them around so that they can get information about the current leaders or anything else that is going on with the group.
Meetings recommends: For corporate and charity golf days, a better ball stableford competition is your best option as all players will be on an equal footing. Go for a shotgun start – groups start on one of the holes and play until they play each hole. This will ensure that everyone ends at the same time.
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Make it memorable For many companies, the year-end function is a long-standing tradition. Martin Hiller explores various options and trends that will suit any budget so you can say adieu to 2013 in style. T the core of the year-end function are employees as this event is for them. Angie van Wijk, director of Creative Occasions and Ideas, says that the number one mistake that companies make is not taking their employees into consideration. “Companies need to take their employees’ age group, gender, ethnicity and religion into consideration. The younger generation will prefer something different to the older. It is very important to include the entire
26 • MEETINGS l SEP/OCT 2013
company in the planning process. A good idea would be to have employees cast a vote on what they would like to do or go.” TRENDS Stephanie Moss, MD of Stephanie Moss Solutions, says that a major trend is to have a themed year-end function. “Create a memorable theme that can be taken through to the food, decor, gifts and entertainment. But make sure it fits the purpose of the event and find an overarching key message that ties in with the company’s ethos or message.” Maia Jordaan from Creative Collective echoes this. “Vintage and retro themes are currently the most requested themes as clients are being inspired by recent movies such as The Great Gatsby.” VENUE CHOICE For Van Wijk, selecting a venue that is accessible to all employees is a must. Other requirements are the venue’s capability to pull off your theme, catering options and to take budget constraints into consideration. In order to ensure that you get value for money, look at many venues and what they offer. “There are so many beautiful venues to choose from, so take some time and ensure that you choose the perfect venue to suit your event,” she advises. ENTERTAINMENT According to Van Wijk, entertainment is a must at yearend functions. “Entertainment gives your event that
YEAR-END FUNCTIONS
5 1 2 Social Socialite ialit lit ite an and d businesswoman Edith Venter shares her tips for creating a memorable occasion with Meetings
3 4 5
TIPS FOR YOUR YEAR-END EVENT
INVITATION It all starts here. You need to create an expectation of something not to be missed. Create an invitation that will be enticing to your guests.
CATERING This is a wonderful way in which to bring in the year-end theme. BEVERAGES The bar is always very important in any event. Plan your beverages around your event. VENUES Choose your venue on your theme. If it is going to be a formal event then your venue should cater for this. If it is less formal then have fun with the different venues. DECOR Depending on your budget this is what will really create the theme and the ambience you are wanting.
Vintage and retro themes are currently the most requested themes as clients are being inspired by recent movies such as The Great Gatsby something special and will have everyone talking about it until the next year-end event.” According to Moss, long sets of entertainment that require people to sit and watch are slowly becoming outdated. Photo booths are proving a popular must-have at year-end functions. BUDGET If budget is an issue, don't worry. There are many ideas out there that one can be assured to find the perfect solution to match your company’s wallet. According to Jordaan, most venues, hotels and restaurants have year-end packages or alternatively you can have your year-end function at your company’s offices. “If your offices allow, have something at work. Get employees to dress up, and decorate the reception area according to your theme.”
MEET THE
EXPERTS
(From left) Maia Jordaan from Creative Collective; Angie van Wijk, director of Creative Occasions and Ideas; and Stephanie Moss, MD of Stephanie Moss Solutions.
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YEAR-END FUNCTIONS
Venues to suit any budget With so many choices and varying budgets, Meetings shares its top venue picks and ideas for year-end functions
Budget
R
0 3 350 to
MPUMALANGA
GAUTENG
CAPE TOWN
Celebrate New Orleans-style
G Theatrical dining
S
tardust Restaurant in Rondebosch, Cape Town, is not your average restaurant. The waiters are professional performers or students from art schools around Cape Town. During the evening they will serve and entertain you. The menu offers Mediterranean cuisine and three-course meals, varying from R195 to R350 per person.
t +27 (0)21 686 6280 | stardustcapetown.com
raceland Hotel Casino and Country Club in Mpumalanga offers a choice of multipurpose venues, catering for groups of 20 to 800 guests. Choose from the four specially priced buffets or four-set menu options, tailored to suit your palate and your budget. Packages vary from R155 to R255 per person. Special is valid from 15 September to 15 December 2013.
t +27 (0)17 620 1296 | graceland.co.za
MidRange
EMPANGENI, KZN
R
3 350 to 5 500
Party like it’s 1920
W
ith an indulgent menu that includes caviar, duck, quail eggs, oysters, beef wellington, cheese boards and macaroons, Crowne Plaza Johannesburg – The Rosebank, The Greatest Gatsby themed year-end functions are a must. The hotel’s existing decor, chandeliers, beaded curtains and rich velvet fabrics will transport you to the roaring twenties. Crowne Plaza Johannesburg has negotiated fabulous decor and live entertainment packages that can be customised. Packages range from R300 to R500 per person depending on client’s needs.
t +27 (0)11 448 3600 | therosebank.co.za
CAPE TOWN
Unique experiences
Contemporary Christmas
Eat your heart out
elebrate in comfort and style at Umfolozi Hotel Casino and Convention Resort, situated in Empangeni, KwaZulu-Natal. The resort’s modern multipurpose convention centre offers a choice of venues catering from 20 to 350. Starting at an affordable R155 per person, Umfolozi’s year-end packages include a choice of three specially priced buffets or a set menu, which will suit all tastes and save on the party budget. Special is valid from 15 September to 15 December 2013.
Townhouse Hotel & Conference Centre in Cape Town can host intimate groups of 30 and larger groups of 150 plus. Its tailor-made packages feature Michelin standard menus at highly competitive prices. The venue is able to assist with decor and entertainment suggestions. Accommodation in the newly refurbished rooms is available for those who don’t want to drive home afterwards. Packages range from R300 to R500 per person depending on client’s needs.
With so many venue choices accommodating from 10 to 10 000 guests, Expo Centre Johannesburg is the ideal place to host an elegant and unforgettable year-end function. The venue prides itself on professionalism, flexibility and hospitality. Expo Centre Johannesburg offers its clients world-class service and aims to ensure that their client’s experience always exceeds their expectations. Add to that the superb in-house catering and you have the perfect year-end function venue. Packages range from R300 to R500 per person depending on client’s needs.
t +27 (0)35 787 8269 | umfolozicasino.co.za
t +27 (0)21 465 7050 | townhouse.co.za
t +27 (0)11 494 1920 | expocentrejhb.co.za
C
28 • MEETINGS l SEP/OCT 2013
YEAR-END FUNCTIONS
HighEnd
Kill yourself
R+
500 5
GAUTENG
High above the City of Gold
W
ith 360-degree views that stretch from FNB Stadium in Soweto to the Sandton skyline and beyond, Randlords is the ultimate address for exclusive year-end functions in Johannesburg. Ample off-street parking is located on two basement levels. The space can facilitate a plated dinner for 120 people or a cocktail party for 450. Price on request.
laughing Since 1999, South African Murder Mysteries has been providing unforgettable entertainment for events, which has left guests wanting more.
I
WAS looking for a fun theme for our sector’s Imbizo, with a small budget and a group of 72; I contacted South African Murder Mysteries,” says Margie Klugkist, conference organiser at Royal HaskoningDHV, who was not quite sure how this form of entertainment would go down with engineers. “To my surprise, everyone, including the very conservative, took to this game like professionals. Acting and dressing up was their forte. I did not even recognise our CEO who was dressed up as a tarty lady with a serious hormone problem, sporting a full moustache.”
t +27 (0)11 489 1930 | randlords.co.za
Experience pure luxury
T
he Saxon Boutique Hotel, Villas and Spa is an exclusive private retreat, set on 10 acres of landscaped gardens in Sandhurst, Gauteng. The Dining Library is an ideal venue for a cocktail year-end function. From flowers to a string quartet, the he Saxon can assist with all the necessaryy arrangements. Price on request.
t +27 (0)11 292 6000 | saxon.co.za
THE CRIME SCENE For one night, your guests will be the stars of the show – characters in a hilarious criminal plot. All of the stories that you can chose from are South African, so that means you have an adventure that is far more accessible to your guests, allowing them to laugh at the satire of their favourite gripes. The game is played around the dinner table and regular breaks are taken for guests to enjoy their meal. Each murder mystery comes with its own host who will guide guests through their crime caper. Guests are given clues, can bribe the police for reports, and at the end of the evening there
are prizes for those of who manage to solve the murder. THE MURDER WEAPON All costumes and props are supplied. “This means that everybody can then choose their own hats, wigs, dresses, jackets, fake boobs, gangster jewellery on the day, at your venue, as part of the show. There is a lot of fun in playing dress up together, helping your friends and colleagues choose the right costume for their criminal characters,” says Kenneth Collett from South African Murder Mysteries. This also allows the event organiser to focus on finding the perfect venue and choosing a mouth-watering menu. South African Murder Mysteries will do sound and lighting for an additional cost. WHODUNNIT Having a murder mystery ensures that your guests will be entertained. It is highly interactive and, most importantly, fun. “Truly a most rewarding experience that we would recommended to anyone who needs something different at a corporate function or team building exercise,” says Shereen Daniels, Metropolitan Employee Benefits. THE VERDICT “The use of costumes and character impersonations added to the excitement. We would highly recommend South African Murder Mysteries as entertainment for any corporate function,” Dilip Makanjee, head: Credit Change and Systems, Absa. Shows are hosted countrywide. samurdermysteries.co.za
Take some time and ensure e that you choose e the perfectt venue to suit uit your event
SPECIAL SP
Book your corporate year-end Murder Mystery Party or team build and receive a FREE Mys birthday Murder Mystery for you and your friends. birt Subject to availability so book early, call for T&Cs. Sub When booking mention “Meetings Magazine” Wh to q qualify. To book call South African Murder Mysteries on 0861 503 504 My
MEETINGS l SEP/OCT 2013 •
29
YEAR-END FUNCTIONS
10
GOLDEN RULES FOR EVENT PLANNERS
Year-end function planning is as important, if not more so, as the many other company events throughout the year. Proper planning ensures high expectations going forward for the organisation’s number one asset – the employees. The MICE Academy shares its 10 rules for successful year-end planning.
1
BUY-IN Make sure management buy in to the overall recommended arrangements. Start with a themed, designed objective with an appropriate strapline, which shows the importance of the personnel to the company, together with a high positive expectation.
2
PLANNING Plan the theme and entertainment around objectives There should be a main focal point indicating the overall theme.
3
SEATING ARRANGEMENTS Decide on personnel demographic seating arrangements. Planners should break down atmospheric barriers that may be present. The most conducive seating are round tables of 10. Long tables or large squares inhibit dialogue and should be avoided.
4
TIMELINES Once the objectives, theme and demographics have been considered, it is time to seek the appropriate venue. At the very latest, the first three rules should have been agreed by mid-year.
5
VENUE SELECTION The theme, entertainment, demographics, capacity of the gathering as well as transport arrangements must be taken into consideration when selecting a venue.
6
INVITATIONS, ACKNOWLEDGEMENT AND REWARD Make the invitation an important occasion in which management requests the employee’s presence, to which personnel should individually respond by a specific date. Employers should take this opportunity to show how important the personnel as individuals are to the company.
7
BUDGET CONSIDERATIONS Although a budget is usually allocated at the very outset and line items added along the way, with rule five and six decided upon, the budget should be regularly updated in order to ensure that any adjustments to the line items are taken into account.
8
ADMIN ASSISTANCE This is indeed the time to ensure there is admin backup. Of course, prior to the function, internal personnel should be utilised. However, for the actual day of the function it should be external individuals who understand the on-site organising and coordinating tasks.
9
CONTROL AND MONITORING It is imperative that the planner keeps a finger on the pulse on a regular basis, particularly as the event date draws closer, daily intervention and updates are essential.
10
REMEMBER RULE ONE Keep the internal stakeholders informed. It is important to refer back to the objectives that were committed in written format at the beginning.
MEETINGS l SEP/OCT 2013 •
31
! " ! !# $ ! % ## & ' ! ( ) ) * # % +,-- . ) )
/ 0 % # # # 1 ## 2 3 4. & 5) & ) & 5 6 #
YEAR-END FUNCTIONS
A GASTRONOMIC AFFAIR If you are planning to have your end-of-year function at a restaurant, you might bump into one of these celebs at one of the restaurants listed below
TURN ’N TENDER Nicolway Shopping Centre
W
ith a lively ambience, slick service and a private function room, Carte Bl Blanche’s Derek Watts is a regular at T Turn ’n Tender. “They make the best ssteaks in town,” says Watts who p prefers his steaks underdone with c chimichurri sauce and is impressed w with the restaurant’s award-winning win wine list.
Choosing the right venue The venue makes the event. With this is mind, Maia Jordaan from Creative Collective suggests the following checklist when choosing a venue THE VENUE Venue can accommodate required number of guests Easy access to the venue Venue has sufficient parking Venue staff are accommodating
Yes Yes Yes Yes
No No No No
Yes Yes Yes Yes
No No No No
Yes Yes Yes
No No No
VENUE HIRE INCLUDES Other: Catering Waiters Tableware and linen Venue hire makes provision for set up and breakdown Set up time Breakdown time Time venue closes Venue overtime costs
RED CHAMBER Hyde Park Corner
T
h reason why radio and television he personality Ashley Hayden is a regular p at this Chinese restaurant is because tthe food is simply delicious. “I find it h hard to fault their service and food, w which are completely wonderful,” ssays Hayden. With so many dishes tthat leave you fully satisfied, it is hard h for Hayden to choose any favou favourite dishes.
Venue allows for entertainment Venue has adequate restrooms Venue will look good in photographs
FOOD AND BEVERAGES Venue does catering
Yes
Venue provides catering for
o Kosher o Vegetarian o
Minimum amount required to spend on F&B per person: Venue has preferred vendors
Yes
1. 2.
BEIRA ALTA Montecasino Montecasi
T
his restaurant’s Portuguese fare hits investigative reporter Devi Sankaree Go Govender’s taste buds every time she v visits the restaurant. “They make tthe most delicious peri-peri prawns, a and once you eat their Portuguese c chicken you really won’t try anything els else,” promises Sankaree Govender.
ASSAGGI Illovo
T
his restaurant is a firm favourite of Morning Live presenter, Leanne M Manas. “It serves the most incredible IItalian food. Everything is fresh and tthe homemade pasta is what really ssets it apart from other restaurants. Its standard is always exceptional,” It says Manas. say
32 • MEETINGS l SEP/OCT 2013
No
Halaal
No
3.
Year-end functions with a difference
E
lephants in Main Street offers a range of high impact, innovative team conference events that provide world-class year-end experiences for corporates. With 20 years’ experience and operating across five continents, Elephants in Main Street is able to design and deliver a range of unique interactive experiences that not only reward performers and shape a culture but also dovetail with year-end function requirements and turn these events into celebrations that leave lasting positive memories that finish the year on a high. Chef Masters, Flash Mob, Teamistry Wine Blending, and DJ Nights are just some of its outstanding experiences that truly activate and reposition a year-end function. The company has a range of interventions that respond to needs, from surviving a tough year where your team worked tirelessly to acquire or protect market share to a year of exceeding budgets and building on successes of previous years.
SPECIAL All readers of Meetings will receive a 15% discount on any activity booked. You will be able to select from nearly 50 new activities and get a quote emailed to you in less than 10 seconds. T&Cs apply. elephants.co.za
Staying on
MOZAMBIQUE
trend From innovative catering to technological advancements, Martin Hiller looks at the various trends that are shaping the conference and exhibition industry.
O
VER the next four years, business tourism will
contribute R2.6 billion to the South African GDP. According to the International Congress and Convention Association (ICCA), South Africa is still ranked as the top association congress destination in Africa and the Middle East, hosting 106 international conferences in 2012, with an economic value of R662 million, attended by 52 587 delegates over 414 days. With such impressive stats, it is no surprise that conference and exhibition venues are continually improving their offering. But not everything is rosy.
CONFEX BUSINESS There has been a significant drop in conferencing business in Gauteng for the third quarter of 2013, while conferencing in the Western Cape and KwaZuluNatal has remained steady. “I believe this could be attributed to the plethora of venues that sprang up in the period before the 2010 World Cup. While the number of conferencing venues has increased, the market has not grown at the same level, resulting in conferencing business being spread thinly around the larger number of venues. This is particularly
34 • MEETINGS l SEP/OCT 2013
CONFERENCING
the case for conferences of 300 and less, affecting the smaller venues,” says Sandton Convention Centre executive director, Matifadza Nyazema. The Sandton Convention Centre has been able to ride the storm by securing a number of international events, such Mati Nyazema, as One Young World, the 59th executive director Commonwealth Parliamentary of Sandton Convention Centre Conference and WADA (World Anti-Doping Agency), all of which combine conferencing and exhibitions. This trend is commonly known as confex business. Ricky da Costa, marketing and property manager at Tshwane Events Centre, agrees that positive growth in the conference sector will come from confex business. “What is becoming prevalent is the growth in conferences combined with small exhibitions; this seems to be a favoured approach compared to a large exhibition with smaller conferences attached to it.” A possible reason for the success in conferencing
There has been a significant drop in conferencing business in Gauteng for the third quarter of 2013, while conferencing in the Western Cape and KwaZulu-Natal has remained steady
10
QUESTIONS TO ASK...
When deciding on a conference or event venue, it is important to ask the following questions:
1 2 in the Western Cape is that international exhibition organisers view Cape Town as the springboard into Africa. According to Rashid Toefy, CEO at Cape Town International Convention Centre, there has been a growing trend of international exhibition organisers partnering with local organisers to gain a foothold in the local market. “The recent acquisition of one of South Africa’s premier food, beverage and lifestyle exhibitions, the Good Food & Wine Show, by international group Fiera Milano SpA, bears testament to Cape Town’s desirability as a sought-after exhibition destination.”
3
TECHNOLOGICAL ADVANCEMENTS
8
For Eugene Oelofse, marketing manager of Premier Hotels & Resorts, which manages the East London International Convention Centre, technological advancements have and are continuing to change the way in which conferences are conducted. Internet accessibility through Wi-Fi is becoming a standard requirement. “Conferences are now being streamed live all around the world or guest speakers
4 5 6 7
9
HOW ACCESSIBLE IS THE VENUE? Making it easy for delegates to attend is a top priority when deciding on a venue. You must make sure that the venue can be reached by public transportation. Make sure that there are attractions nearby as delegates may want to do something during downtime. DOES THE VENUE OFFER COMPLETE MEETING PACKAGES? Affordability is a major factor when choosing a venue. Complete meeting packages are a great way to save. HOW BIG IS THE SPACE AVAILABLE? The larger the property, the more the event planner has to work with. At a large venue, breakaway sessions can be added to the event’s programme. WHAT ARE THE VENUE’S WI-FI CAPABILITIES? With the increase of ownership of smart devices, it is important to ensure that delegates are connected at all times. IS THERE AV ON-SITE? Having to hire AV companies may be an extra cost, but using the venue’s own AV technician can help one stay within budget. IS THE KITCHEN ABLE TO CATER FOR DELEGATES’ VARIOUS DIETARY REQUIREMENTS? With South Africa’s melting pot of cultures, it is always important to make sure that you are able to cater for various dietary demands. DO BREAKS DICTATE THE EVENT PROGRAMME? If your event needs flexibility, make sure the venue is able to provide all-day refreshment stations. WHAT IS THE DISTANCE FROM THE VENUE TO THE DELEGATES’ ACCOMMODATION? A successful event involves having the learning and living in the same area. WHAT ARE THE DISTRACTIONS IN THE VENUE? Various venues have direct access to recreational facilities such casinos and shopping centres, which may reduce delegate attendance after registration.
10
WHO WILL BE THE MAIN POINT OF CONTACT? Speaking to one specific person ensures a better line of communication.
MEETINGS l SEP/OCT 2013 •
35
CONFERENCING
We believe that event organisers will be increasingly put under pressure to deliver unique events”
Karabo Moikangoe, marketing and sales executive of Johannesburg Expo Centre, adds: “There is a breakaway from the standard catering and set-up of venues as we’ve previously known it. By catering, I mean the change in menus and ideas, and by set-up of venues, I mean more nonconventional set-ups for conferences.”
MAXIMISE TIME SPENT
ABOVE Karabo Moikangoe, marketing and sales executive, Johannesburg Expo Centre TOP Boardwalk International Convention Centre
are transmitting through live video feeds,” says Oelofse. Toefy agrees: “Technology will continue to play a vital role in changing the current meeting architecture of events. We believe that event organisers will be increasingly put under pressure to deliver unique events in order to combat the trend of declining attendance figures.” Clients expect services like Wi-Fi to be standard and are no longer willing to pay for these conveniences.
CATERING One of the key success factors of any event is the catering and convention centres need to stay on trend. There is less demand for gala dinners as cocktail functions are more cost-effective on a stringent budget. “Menu options are changing. People are looking for healthier options – low GI foods and snack packs as opposed to sit down lunches,” says Oelofse.
THEY SAID IT
Organisers and delegates want to minimise the time they spend out of office and at conferences. Conferences have become shorter and more direct, allowing delegates to get to the point and move on. “Proximity to the airport is important as delegates and speakers do not want to waste hours in the traffic,” Brett Hoppé, general manager of the Boardwalk Casino and Entertainment World.
AGILITY IS KEY The architecture of conference and events is evolving, and it is important for the industry to be flexible and adapt and innovate in this space. “Meeting professionals and venues need to be able to adapt to schedules and programmes on-site in order to cater to the real time immediate feedback of their clients,” says Toefy. There has been a definite shift towards more aggressive bargaining terms and conditions as event organisers are under pressure to deliver worldclass events within stringent budgets. “Price sensitivity has become a reality with every booking, but at the same time the standard that is expected by delegates has risen,” says Oelofse.
How can exhibition hib bi i and conference centres work better with service suppliers?
Bronwen Cadle de Ponte, marketing and sales manager, CSIR International Conference Centre
I
t is important for venues and suppliers to engage regularly and on an ongoing basis to discuss trends, patterns and problems and proactively work together to identify areas for improvement and collaboration.
Brett Hoppé, GM, The Boardwalk Casino and Entertainment World
Eugene Oelofse, marketing manager, Premier Hotels & Resorts
U
vent coordinators must come and spend time on-site; by knowing the venue, understanding the intricacies of setting up for a conference and what can be done at the venue, they will be able to advise their clients better and help make the event a truly great occasion.
nderstand your client’s needs, budget and expectations. Start with a full checklist of requirements. Venues need to know what is expected of them.
36 • MEETINGS l SEP/OCT 2013
E
Rashid Toefy, CEO, Cape Town International Convention Centre
I
t is essential that meeting and event planners and coordinators have a thorough understanding of their clients’ needs and are always looking at what would best suit the clients. This will assist them to make an informed decision and select a venue that meets both their requirements and that of their clients.
Julian Cohen, owner, Avstage
T
he most significant change for service providers has been the ever-reducing of set-up time allowed in venues. The supplier should make the venue and client aware of the manpower and time required to make sure that the set-up runs smoothly. This is a controversial question in our industry. Consistency should be the name of the game.
Nigel Walker, director, Complete Exhibitions
T
he focus should always be on doing the right thing, in the right way, for the optimal benefit of the client. The relationship between a venue, an organiser and a supplier is not static; the interaction between all parties will vary depending on the needs of the client and the specific event.
HALF THE SUCCESS OF AN EVENT IS WHERE YOU HAVE IT. HALF THE SUCCESS OF AN EVENT IS THE TEAM THAT DOES IT.
THAT’S WHY YOU WANT THE BEST OF BOTH. At the heart of South Africa’s business hub, the Sandton Convention Centre is the leading, most prestigious, multipurpose exhibition and convention centre. From pre-event planning, right up to the preparation and presentation of each meal, our professional team pursues every detail to great success. World-class facilities with the latest technology can accommodate every expectation. Combine the perfect location with an outstanding team, and be assured of a winning event at the Sandton Convention Centre. View our service offering and state-of-the-art facilities at www.saconvention.co.za
SANDTON CONVENTION CENTRE Telephone + 27 11 779 0000 | Facsimile + 27 11 779 0001 | Email scc.info@tsogosun.com
Johannesburg | South Africa
THEY SAID IT How can conference and d exhibition centres work better with
event organisers?
A
Liz Hart, managing director, Siyenza South Africa
ll venues hosting events need to be multifaceted to afford the event organiser the flexibility to cater for the client’s requirements. In today’s world where there is a deluge of information, the event organiser is challenged to be more innovative with event concepts to meet the need for ‘something different’. This creates an element of pressure for all organisers and, by establishing close collaboration with the venue management, helps to deliver a superb end result for the client. However, issues around security and safety hinder some concepts and this is a realistic requirement but, moving forward, venues need to consider and factor in the need to deliver more for all clients.
T
Rose Setshoge, senior marketing manager, Hypenica
he conference and exhibition industry in Africa has grown significantly in the past decade; markets are identified and brought closer to solutions. Customers identify conferences and exhibition they ought to attend annually. However, there is a significant amount of work that goes on behind the scenes – interaction between venues and organisers, which at times can be challenging. It is vital for organisers to understand rules and regulations of a specific venue especially if the relationship is new; both parties must ask questions about the objective so that available facilities and possibilities can be pointed out. Sure, open communication means that venue organisers will be able to offer best service and experience, hence potential longterm business.
A
Carol Weaving, managing director, Thebe Exhibitions & Projects Group
n exhibition or conference centre can have the best facilities in the world, but if its relationships with service providers are not nurtured and do not form part of the team, it won’t achieve success. Service providers are at the very core of delivering on promises made to clients, such as exhibition and conference organisers. Venues should partner with their service providers when bidding for new business, jointly offering discounts for example. They should also offer incentives for suppliers who offer competitive deals, such as longer term contracts. Generally, venues and service providers should offer a seamless package to the customer or client.
V
Amanda Margison, managing director, Scan On Show
enues and organisers should have open forums offering updates for disclosure purposes to try and ensure the best possible results for both organisers and venues alike. It’s important for venues to ensure that the costs quoted to organisers at the initial phase of the proposal are inclusive of all smaller elements, like drayage, electricity, waste and so on, to avoid any surprises during planning phases and budgeting.”
MEETINGS l SEP/OCT 2013 •
39
Furniture Rentals
Lounging
Events Launches Exhibitions
Furniture Sales Domestic Hospitality Corporate
CafĂŠ
Tel: 087 135 1057
Cocktail
Showroom 31a 5th Street, Wynberg, Sandton Branches Cape Town and Johannesburg W.W.W.FIRSTIMPRESSIONS.CO.ZA
IN THE KNOW• MICE SPEAK
HEALTH & SAFETY
A must
End users (buyers) are increasingly including health and safety into their requests for proposals (RFP). Instead of being viewed as a daunting task left to the insurance broker, a standard service offering should be an integral part of the submitted proposal. CCORDING to legislation, there are no service providers for any MICE undertaking that can be considered ‘immune’ from the role that needs to be played out in ensuring health, safety and security are in place. It is worthy to remember that if there is any mishap that has caused severe inconvenience, injury or harm to an individual or a collective thereof, rest assured everyone and anyone can be litigated against as a part of the responsibility in ensuring the well-being of the guests, attendees, participants and/or delegates. In most instances, planners in particular are under the misguided impression that it is the prerogative of the venue to ensure health and safety are in place. And there is some truth in this but certainly not completely. Let’s face it, the larger the gathering, the venue’s internal security management will ensure the appropriate city/town security services are notified and a plan of action emerges. These types of gatherings, however, do not exonerate the client of the venue, planner or subcontractors from being fully aware of their responsibilities. For the intermediaries that are tendering for a number of events, it is high time to become proactive and offer a health and safety service in order to secure the contract. It stands to reason that a major client company wishes to ensure its personnel, customers and the like are in the hands of intermediaries that ‘know the ropes’. It means a learning curve for the intermediaries in relation to inclusion within the RFP.
RISK ASSESSMENT The risk management plan is only possible once a list of the potential risks both internal and external have been determined. Internal risks are programme (for example adventurous team building exercise) and attendees (for example nursing profession with an unforeseen major catastrophe) on the day of the event. Type of possible emergency
Probability High
Low
1
5
Human impact High impact 5
Property impact
External risks are reaching and accessing the destination and event facilities. Hence the intermediary is to have a risk plan assessment in the form of a table for completion by the intermediary. As soon as the brief and venue are finalised, the intermediary should complete the table below per line item, preferably together with venue security management. As shown in the risk assessment, line items could include the following: • External - access to the venue (roads and/or other means) - service delivery hot spots en route. • Internal - secure car park - entrance, corridors, public spaces - space rented by the end user (not corridors or public areas) - engineers’ certificates for fire and exhibition stands - air conditioning certificate of maintenance. If any of the columns are three and above (see table) it is time for action between the external factors, venue and their security management. Once this is completed and discussed with the stakeholders, the client has to be advised in order for an insurance assessor to be informed accordingly and a premium placed on this short-term insurance risk. The potential risks for the average event where there are capacities around the lower hundreds are usually limited. It is important to have an open mind of the possibilities in relation to the particular event being undertaken. High capacities and potentially high-volatile groups are dealt with by the qualified security management who will ensure all is in place long before the event commences. Whether a perceived high or low risk, the risk assessment table should be in the proposal as a service with the assurance that it is undertaken well in advance of all events, irrespective of capacity or type.
Business impact Low Impact 5
Internal resources Weak 1
External resources
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.
Total
Strong 5
MEETINGS l SEP/OCT 2013 •
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IN THE KNOW • ABTA
Skills
training in Africa During recent trips to Angola and Ghana to host the African Business Travel Association (ABTA) forums for local travel industry professionals, the issue of basic skills training was identified by delegates as a key challenge in these regions.
M
Another fairly big concern is the lack of communication between travel agents and travel suppliers
Y question was: “Just how basic are we talking?” The responses to my question, though not particularly surprising, caused a bit of concern – not because of the level of skills training required, but because of the severe lack of access to training and attitudes towards how this training should come about.
BASIC ISSUES
MONIQUE SWART is the founder of African Business Travel Association. The organisation creates business travel communities across Africa for travel industry professionals
Delegates spoke of a myriad of issues pertaining to lack of skills, including basic telephone skills and etiquette, reservations processes and client details often not being recorded, with the result that if flights get cancelled, no one knows how to reach the client. The lack of basic computer skills including how to work on Word and Excel were also identified.
YOU GET WHAT YOU ASK FOR Then the forum also looked at the role of a travel agent consultant. Making recommendations on better routings, cheaper options, current discounts and promotions and so on does not seem to be something ‘consultants’ are trained to do. Yes, there are some fantastic travel management consultants in both regions that operate on a far higher global
42 • MEETINGS l SEP/OCT 2013
standard, but for the most part, the industry is in need of some basic training. Most delegates indicated that they were waiting for someone to train their staff. It was mentioned that the local travel agent’s associations should take the lead, but they stated that they can’t do that without the government and tourism ministries getting involved – a constant backwards and forwards as to who should be responsible for this training. The option of mentorship and on-the-job training was mentioned, but it was clear that the concept of tackling the issue head on and training up your own staff in lieu of lack of access to training facilities and options is not something previously considered. A brave delegate also mentioned that they might consider mentoring their staff but the staff weren’t particularly interested in learning and that many companies were hiring cheap labour – individuals with no skills and even less motivation – and were therefore faced with trying to upskill staff who had very little interest in anything but their monthly paycheck and finding ways to sneak into the office late and undetected. Another fairly big concern, which plays into all of this, is the lack of communication between travel agents and travel suppliers, specifically airlines and hotels. It would seem that suppliers don’t value the role that travel agents play as a sales channel and do not strive to have partnerships in place with travel agents who can do what agents are meant to do: sell their product. It is therefore not surprising that a client will not get what they ask for, as the consultants who should have knowledge on a range of products and services have very little contact with the suppliers whose products and services they are meant to sell. So giving clients alternative options and recommendations can be a bit difficult.
NO QUICK FIX So, what is the solution? Well, the honest answer is that these regions (as with the majority of African countries) face a long and fairly uphill battle. Possible solutions include the development of basic skills courses that can be delivered to local industry staff via local partners and affiliates, access to online skills training allowing individuals to participate in continuous professional development from the comfort of their computers, ABTA events focused on increasing communication between travel agents and suppliers in order to encourage stronger, mutually beneficial partnerships, and a closer collaboration of ABTA with local travel agent’s associations and government bodies to try to facilitate more involvement in the funding and delivery of industry training. The road will be long, but the first steps have been taken, and ABTA feels excited and privileged to be a part of building a new and more professional era in the African business travel industry.
IN THE KNOW • APIC
The changing event landscape One of the realities that both convention centres and meeting planners need to address is the rapid evolution in event content and formats.
T
HIS is driven by factors ranging from
new technologies and changing delegate expectations to shifts in programme requirements and increasing engagement by participants in shaping the event structure itself. These shifts can require a significant investment of effort by all concerned – often with little time to do it. Organisers know the importance of responding to changing expectations if they are to retain attendance and those expectations are changing daily. Many features that were considered luxuries even a year or so ago – like sustainability programmes or available connectivity – are now simply a given, while others, such as the availability of content through multiple media and remote technologies, are moving rapidly in that direction. To add even more of a challenge, this is all coming at a time when event finances are still challenged from years of global economic recession.
NEW DEMANDS There
a good return on their investment. So it makes sense that now more than ever, centres and planners should be collaborating on how to deliver that experience as powerfully and cost effectively as possible.
KEY FACTORS There are two keys to achieving this. The first is creativity and the second is transparency. In the creativity department, the need is to anticipate new programme demands as far in advance as possible in order to create a better opportunity to address them. This means an ongoing dialogue between the planner and the centre during the period between booking and delivery in order to take full advantage of new services and programme options that may be developed in the interim. As for transparency, again it only makes sense to get all the expectations on the table and keep updating these as conditions evolve so there are no surprises on either side. With the long lead times characteristic of many events there can be a tendency to make decisions about spatial and servicing requirements under one set of circumstances and only revisit these after there have been significant changes, often with big cost implications. By keeping this conversation active and updated, the surprise factor can be minimised – and in the meantime, everyone can be on the lookout for greater savings and efficiencies.
COMPLICATED WORLD
AIPC member centres recognise has been a signifi cant drop inthat the world Centres have their own issues in this regard. of meetings and conventions is an increasingly conferencing business It’s a lot easier to change a programme on complicated one, but paper than it is in to reconfigure a building they also understand that Gauteng forthat the third may have been designed and built to meet the desired outcome – a quarter oftime, 2013, while different conditions. At the same many successful event that of the new services now so much in demand meets the “relevance test” conferencing in the are costly to support – but organisers are for delegates – remains Western Cape and not always willing to pay the extra expenses the same. The consensus associated withKwaZulu-Natal delivering them. However, view and the goal they are GEOFF has DONAGHY is the centre product is constantly evolving and that creates new opportunities to revisit how changing event requirements can be supported. In the end, only one thing really matters for both parties – and that is to ensure the delegate has the best possible experience and comes away from the event feeling they got
the president of the AIPC. The organisation is committed to recognising excellence in convention centre management.
setting for themselves, is that by working together in a creative and open atmosphere, both they and the organizers they work with can make sure that happens to everyone’s benefit.
UPCOMING EVENTS
Women’s Leadership Forum 20 November • Sandton Holiday Inn • Rivonia
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XSA, in partnership with SAACI, are excited to announce a one-day conference targeting women in the events industry. The conference/forum will feature speakers in many aspects of the industry, including the economy, highlighting the importance of women, as well as branding yourself, juggling your career, stress management and lots more
EXSA Awards ceremony 21 November • Expo Centre • Johannesburg.
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he 2013 edition of the awards will honour the best trade and consumer shows in their various categories, the best stands and the best companies in the exhibitions industry.
EXSA’s 2014 Conference
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ext year’s EXSA conference will be held from 26 to 28 January. “We are looking forward to engaging with our colleagues in KwaZulu-Natal and to meeting with all our members in this vibrant province,” states Nigel Walker, EXSA’s chairman. A call for speakers has gone out.
Young PAST EVENTS Professional’s l’’ Forum
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he inaugural Young Professional’s Forum was held on 22 August 2013. The
newly launched forum welcomed all young professionals in the industry under the age of 35 from the perspectives of organiser, services
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and venues. They will meet every few months in varying venues around Johannesburg.
TEAM BUILDING
Bringing technology to team building In the Zone has a brand new offering ng that is taking technology use in team building to the next level.
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AUNCHED in April, In the Zone takes the popular treasure hunt concept and adds cutting-edge technology to create a GPS challenge range of games that can be played in either an urban or rural setting. There are a number of games to choose from to improve teamwork, strategic thinking skills and communication, and they can be tailored to meet the team building objectives. “We haven’t used technology for technology’s sake. The smartphone and tablet revolution has allowed us to raise the bar and create a unique event that gives a more interactive team building experience,” says Gerry Skerritt, In the Zone CEO. Regardless of which game you choose, each team will receive a Samsung Galaxy tablet preloaded with your unique event and packed with a range of features that will engage and motivate ti t your team. HERE’S WHAT YOU’LL GET: • Interactive maps The Google Maps interface shows you where your team is on the map and more crucially, where the other teams are. The GPS technology will track your progress and only allows questions or challenges to be activated when you are in a particular location.
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The smartp hone and tablet revolution has allowed us to raise the ba r and create a un ique event that gives a more intera ctive team build ing experience .”
• Li Live scor scoreboard A live scoreboard score updates teams updat throughout the throug Gerry Skerr itt, CEO, game iin order to In the Zone build co competition and excitement. exc • Ques Questions and challenges challen The gam game includes a variety of clues, questions and ttrivia i i th thatt will test the teams and get them working together. The questions and challenges can be general knowledge, task-based and can include client branded media. Photo and video challenges add a creative touch and will be shown during the results session to bring the event to a memorable finale. The applications are almost limitless and we have designed and run a host of varied events based on very diverse briefs. In The Zone t +27 (0)82 659 4000 | inthezonesa.com
CASE STUDY Exploring Africa THE BRIEF In August, a division within Standard Bank held a conference at their training centre in Midrand. The conference theme was Exploring Africa and was attended by delegates from 18 African countries. In The Zone was tasked to come up with an activity that would encourage the delegates to get to know each other better and be reminded of the key lessons learnt at the conference. The activitities needed to be challenging, really stretch them and involve every single team member.
THE RESPONSE In The Zone set up a game with 18 hotspots (GPS locations where the various challenges could be activated) around the training centre that were overlaid on a map of Africa. Each hotspot represented an African country where Standard Bank is located. Using a mix of general knowledge, creative challenges, activities and work-related questions, the teams had 90 minutes to complete the game after a 20-minute y briefing. A penalty system was introduced where teams nts n ts for every minute ts lost 5% of their points v ving they were late arriving at the final rendezvous.
THE OUTCOME In The vided the Zone facilitators divided group into 25 teamss of six, a team ach making sure that each g graphics was a mix of demographics T and job functions. The
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teams were briefed, issued with their tablet and were soon on their way. Each team’s tablet was programmed to send them to a different hotspot for their first challenge but after that they could choose where they wanted to go and complete the other challenges in any order that they wished. Teams discovered that they needed to cooperate with other teams, make choices and even do risk assessments before attempting a challenge. They discovered that walking away by pressing the ‘pass’ button is sometimes a great business decision. Being a very task-orientated group, teams finished most of the tasks and many avoided penalties for being late. After the In The Zone activity, teams returned to the auditorium for an address by the final speaker of the day. During that time, In The Zone facilitators did the scoring of the teams and put a presentation together of the photos and videos captured during the game. An ou later, late , teams tea s watched watc ed their t e exploits e hour in fits of laughter.
CLIENT FEEDBACK Than Thank you for a great teambuilding event. The guys really reall enjoyed it and it is a direct result of all your hard work. The video went down really well and I am sure if we watch it at our next team me meeting everyone will remember all the fun f they had. Thanks again and looking loo forward to seeing what you yo guys come up with ne next year.
GERRY SKERRITT is the CEO of In the Zone and a director at Dream Team Catalyst. Skerritt is renowned locally and overseas as a top-class speaker, motivator and trainer. He is well known for his innovative and pioneering pioneerin approach in the t field of behaviour behav modification and creative thinking skills. skill
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PERSONAL DEVELOPMENT
Building a powerful network Anyone who is in business, and particularly those starting a business, realises very quickly the need for a network, writes Ryan Hogarth
Everything that you do on social media should be geared to improving those perceptions. So the question to ask here is: “How do I want to be perceived?”, then work to build that perception through excellent delivery of your services. Another factor to consider is the merging of our personal and professional lives. There was a time when these were distinctly separate. You arrived at work in the morning, engaged in business and then went home in the evening where your personal life took over. The emergence of the Internet, social media and smartphones changed all of that. We are constantly connected with the consequence that we do business at all hours, we are friends on social platforms with clients and colleagues and it is hard to know where our personal and professional lives begin and end. The truth is they do not. Your personal brand is the combination of your personal and professional life as portrayed on social media platforms. And before you decide that “this is not for you”, remember that if you are not actively branding yourself then you can be sure that others are doing it for you.
BE SEEN
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E live in an era where peer recommendation is gold. Everyone has a glitzy looking website that tells its visitors how good your business is, how committed you are to customer service and includes testimonials. But all this is trumped by someone in your network telling another that you are perfect for the job.
It is through network interaction that your brand is built. This is where the world sees you in action. By definition, a network should be mutually beneficial, which is to say, it is not all about you. One of the biggest complaints against any individual in a network is “we only hear from her when she needs something.” It is the most common and fatal flaw in networking – to only interact with it when you need something. This is where social media shines. Think of the followers you have on Twitter or the friends you have on Facebook and how you would communicate with them face to face. Make it a habit to interact. Read what others are saying and interact. Share, comment, like, retweet and respond. This lets people know you value their efforts, that you are actually reading what they have to say and find their contributions valuable. This is probably the most important aspect of network building. In fact, your interaction with others is more important than what you are saying. It’s the digital version of being interested instead of interesting.
A POWERFUL NETWORK Modern networking is closely associated with personal branding. Everyone needs to be thinking of themselves as a brand and how to constantly improve that brand. A brand is defined for our purposes as a collection of perceptions in the mind of the consumer. How are you perceived? How is your business perceived? The answer to these questions tells you the state of your brand.
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BE FINDABLE If I google you and don’t find you, you may as well not exist. Be on as many platforms as you can comfortably deal with. Facebook, Twitter and LinkedIn are a must. If you can manage it then have a blog and a YouTube channel. If you have a website, link to your social accounts and vice versa. Make it easy for people to find you.
PERSONAL DEVELOPMENT
BE ACTIVE Be proactive about linking up with people you want in your network. Follow potential and current clients on Twitter or Facebook or LinkedIn. Find out what their preferred platform is and connect with them there. Networking is not a passive sport. Meet, greet, interact!
DON’T SELL. HELP The fastest way to kill your network is to sell on the platforms. You don’t like it when you see it so don’t do it to others. Instead, look to help. When you see people tweeting or facebooking that they need assistance, provide it if you can. Offer suggestions or guidance. This helps to brand you as an expert, makes you approachable due to your willingness to communicate and interact, and in your area of expertise you become top of mind for your network. Always be looking for ways to help others. It really will be the most powerful weapon in your arsenal. This might be as simple as writing LinkedIn recommendations for people you’ve worked with. This is enormously helpful for them.
DON’T BE POPULAR You are not trying to be the most popular person out there. When you approach networking with that view, you will struggle. Get into your mind that you are there to learn and to share. Learn from your network and share what you learn. This is what makes you popular and makes you valuable within your network.
BE POSITIVE When someone comments or posts negatively about you, do not respond angrily. Take a breath, write your response, take a walk and then reread what you wrote before you post it. Sometimes negativity is there to help you learn more about yourself and to grow or expand as a person. Try to be objective, take the positive and ignore the blatantly negative. The way you interact when you are angry or upset will do more to define your brand than what you say when everything is good.
CONNECT OFFLINE The global nature of social media means you will be connected with people all over the world. However, where possible meet up with people you’ve connected with online. If you’re travelling to Cape Town or New York, look to meet up with your connections in that area. It’s a wonderful way to strengthen bonds. Most importantly, be there on social platforms, be you, interact and enjoy the socialness of social.
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WAYS TO USE SOCIAL MEDIA FOR EVENT PLANNING FACEBOOK BUSINESS PAGES are a great way to build hype around an event. By using status updates to announce details you can generate excitement about the event. Get fans involved by asking and answering questions about the event, introducing speakers and tagging pictures with attendees on your Facebook wall. If you plan to have more events, you can use Facebook to keep in touch with your fans during downtime.
LINKEDIN is the best place to market your event. LinkedIn is all about professional connections and is a great way to establish leads and to promote your event. Use the LinkedIn event platform to send invitations to your connections; once they RSVP the event will show up on their home profile and then their connections will see it.
TWITTER is a great tool to track your results. With only 140 character long messages you can build a following for your event. First you must create a hashtag (# sign followed by a name). Promote this hashtag on your website, Facebook page and printed marketing material. You can use twitter to announce event details such as new speakers or sponsors. Remember to tweet during the event as well. HELPFUL TIP Don’t get too clever with your hashtag. If available, use the name of the event.
NEVER LOSE A CONTACT AGAIN If collecting business s cards ards is not your thing, then try CardMunch (iOS, Free). Affiliated with LinkedIn, CardMunch uses your iPhone camera to photograph cards and convert them into contacts. The images are transcribed by humans for improved accuracy. As you might expect, the contacts can be converted easily into LinkedIn connections. Android and BlackBerry versions are under development. Meetings recommends CardMunch as you will never lose another contact because you misplaced a business card.
RYAN HOGARTH is a speaker, writer, social business strategist and MC. He has ie written for Die ess Beeld, Business gs Tech, Meetings and Human w. Capital Review.
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T H E B A C K PA G E
The truth about event management Half the people I know think I bake cakes for a living while the other half thinks I jump out of them at parties, writes Miss Meet.
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HE typical conversation around my occupation goes something like this: Me: I am an event project manager. The interrogator: You are so lucky. That is such a great job! I’ve always wanted to do that. And of course it is a great job, that’s why I do it. However, the conversation usually shifts at a rapid pace from my definition of my great job to envy on the part of my interrogator. They usually cannot express enough how they wish they could also spend time hobnobbing with celebrities, drinking cocktails, dining in expensive restaurants, travelling to exotic destinations and getting lots of freebies. I am always in two minds about whether or not I should reveal the truth or let them keep me on that social pedestal where they have placed me in their mind. But, in an attempt to not overcrowd the meeting and event industry with overzealous event managers and job seekers with a false sense of occupation, I then choose to set the record straight about what I actually do for a living.
massive part of what I do. Personally, I find this part hugely rewarding as it gives me the opportunity to: • Meet and engage with people. Just so you know, very few of my suppliers employ celebrities, so this is not the ideal hunting ground for that celeb-hungry groupie in case you were wondering. • Apply my resourcefulness. • Troubleshoot and brainstorm with the team of suppliers on implementation and roll-out of activities and actions. Event administration is another element that can take up a lot of time. This entails, for example, RSVP and registration management, financial management and tracking and the allso-desirable filing, faxing and copying. Yes, believe it or not, event managers file their own papers! The actual event, which appears to many to be a golden opportunity of glitz and glam for the event manager, is usually a blend of extreme multitasking, production schedule management, resource management and the resolving of the odd crisis that is bound to pop its head out. This is paired with complete and utter sensory overload, which is caused by a non-stop array of phone calls combined with staff, guests and suppliers, all trying to get your undivided attention at the same time. And if the above explanation does not suffice, then I usually invite my interrogator to work with me on an event to get the complete feel of what it entails. I can also recommend this as a test to the potential employer. Taking someone on-site at an event usually sifts the social groupie from the serious and passionate event manager and coordinator. After all, doesn’t the proof lie in the pudding… or is it in the cake?
I orchestrate platforms on which my clients meet their objectives
MISS MEET, a professional event manager, is a new columnist for Meetings. Sharing her personal experiences within the meetings, events, incentive and exhibition industry, Miss Meet promises to show us the light-hearted side of the industry.
THE TRUTH I orchestrate platforms on which my clients meet their objectives. A lot of time is spent in briefing meetings, preparing project plans, production schedules and event manuals, nothing too glamorous about this. Management of an event’s logistics entails anything from attending to aspects of risk, safety and security management to literally being on your hands and knees moments before guests arrive at the event, putting the last minute sponsor items into a goodie bag. Supplier management forms a
INDEX TO ADVERTISERS Arcadia Hotel
22
Gautrain Management Agency
Club Mykonos Resort
23
First Impressions
Complete Exhibitions
39
InterContinental Johannesburg Sandton Towers 22
ConCept G
OFC
Crown Plaza Johannesburg – The Rosebank Elephants in Main Street International
48 • MEETINGS l SEP/OCT 2013
19 33 & IBC
OBC 40
Johannesburg Expo Centre
30
Oasys Innovations
11
Premier Hotels & Resorts Protea Hotels Parktonian All Suite
2 18
Radisson Blu Hotels & Resorts
20
SA Murder Mysteries
31
Sandton Convention Centre
37
Sandton Sun
21
The Townhouse
IFC
Tshwane Events Centre
38
2477 | iww cp
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