Meetings November December 2023 by 4MalMediaManagement

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BIG INTERVIEW

NOVEMBER DECEMBER 2023 • Issue 109

I know I have contributed to the environmental problem we are now dealing with. But now that I know better, I want to do better, and I want to leave the events industry better off than I found it.” John Arvanitakis, CEO and founder of Chat’r Xpereience

THE A TO Z OF EVENT TRENDS IN 2024 Elevate your event, with Elegant Experience

Meetings & Inspire Rentals celebrate Charles Drewe Charles Drewe’s 40+ years career in the hospitality industry established him as a legend thanks to his warm leadership style, determined work ethic, and knack for bringing success to every property he managed. www.theplannerguru.co.za

MEETINGS l NOVEMBER/DECEMBER 2023 • R55.00 (incl. VAT)

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NOVEMBER DECEMBER 2023

CONTENTS @theplannerguru

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06 COVER STORY: MEETINGS & INSPIRE RENTALS CELEBRATE CHARLES DREWE We were fortunate to have hospitality industry legend Charles Drewe reminisce about his life with us. We don’t have enough pages to share all his funny and fascinating tales, but we are honoured to able to share some of them with you.

08 BIG INTERVIEW: BUILDING A BETTER FUTURE When it comes to doing business better, John Arvanitakis, CEO and founder of Chat’r Xperience, is not taking any shortcuts. Here he shares his vision and values for the company – and therefore his clients and partners.

10 SUPPLIER SPOTLIGHT: ELEGANT EXPERIENCE From booking MCs to developing tailor-made industrial theatre and everything in between, Elegant Experience has a full toolkit to add an experiential edge to any event or occasion.

12 FOCUS: THE A TO Z OF EVENT TRENDS IN 2024 Find our which trends several professionals across the event planning spectrum anticipate will have a big impact on the local events industry next year and beyond.

DESTINATIONS

20 Why these SA cities make great event destinations 22 11 reasons to choose the Waterberg 24 MEETING SPACES: TOP TEAM BUILDING VENUES Discover some of the best places and spaces to host a team building event at, and why, according to those who plan them.

30 BEST PRACTICE: WHY WELLNESS MATTERS

12 24

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Attendee wellness means more than scoring brownie points. Meetings unpacks some of these benefits and how to employ them.

TALKING POINTS 34 AIPC 35 AAXO & EGF 36 PCO Alliance 37 SAACI & EXSA 38 SACIA 39 SITE Africa + TEBCO-SA

REGULARS 03 Ed’s comment 04 Tidbits 29 Event Diaries 40 Only #eventprofs

MEETINGS l NOVEMBER/DECEMBER 2023 •

ANNOUNCEMENT

INDUSTRY LEGENDS Inspire Rentals and Meetings magazine have partnered to bring you a series of interview features in which we recognise and honour some of the greatest trail-blazing icons the local MICE, hospitality, and business tourism industries have seen – by giving them the platform to share their stories with us, as well as their successes, insights, and maybe even some secrets… (Let’s hope!) To launch our inaugural feature, we bring you none other than Charles Drewe. Many of you may know Charles from his Midas touch with several local hotels. But did you also know that he was a special advisor to the Madagascan president, or that he proposed to his wife ten days after meeting her? Find out more about Charles and the interesting stories he has to share, on page 6. If you would like to nominate our next legend, please do, by sending an email to editor@4mal.co.za. It can be anyone who stands out for their notable achievements in the meetings, incentives, conferences, exhibitions, events, hospitality, and business tourism ecosystem. If you would like to sponsor one of these profile features – and show your support for the people who have led the industry forward – please contact Vanessa at vanessa@4mal.co.za or on 084 805 6752. We encourage you to get involved and make this an industry-led initiative. This is our chance to give thanks and honour these individuals for what they have done for our industry, and therefore for us.

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ED’S LETTER

Managing Editor Pippa Naude (editor@4mal.co.za) Design Antois-Leigh Nepgen Contributors Bheki Twala, Cheryl Norwood-Young, Devi

Paulsen-Abbott, Glenton de Kock, Kevan Jones, Lee-Ann Alder, Morwesi Ramonyai, Natasha Heiberg, Sven Bossu, Tes Proos Photo credits Unsplash, Raw Pixels & supplied Production Antois-Leigh Nepgen Sales Account Manager Vanessa Bisschoff

FINALLY – THE HOLIDAYS ARE HERE!

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Publisher Antois-Leigh Nepgen Directors Belinda Siegruhn, Steve Siegruhn

4Mal Media Management 36 Republic road, Unit 38 The Palm, Eastleigh, 1609 Tel: +27 (0)72 738 7993 antois-leigh@4mal.co.za Meetings NOVEMBER DECEMBER 2023 © Copyright 2023. All rights reserved. www.theplannerguru.co.za SUBSCRIPTION R330.00 per annum | enquiries@4mal.co.za ISSN 1684-9264 NOTICE OF RIGHTS Meetings is published bi-monthly by 4Mal Media Management. This publication, its form and contents vest in 4Mal Media Management. All rights reserved. No part of this book, including cover and interior designs, may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any information storage and retrieval system, without permission in writing from the publisher, nor be otherwise circulated in any form of binding or cover other than that in which it is published and without a similar condition being imposed on the subsequent purchaser. The authors' views may not necessarily reflect those of the publisher or associated professional bodies. While every precaution has been taken in the preparation and compilation of this publication, the publisher assumes no responsibility for errors, omissions, completeness or accuracy of its contents, or for damages resulting from the use of the information contained herein. While every effort has been taken to ensure that no copyright or copyright issues is/are infringed, 4Mal Media Management, its directors, publisher, officers and employees cannot be held responsible and consequently disclaim any liability for any loss, liability damage, direct or consequential of whatsoever nature and howsoever arising.

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It’s been full throttle for the events industry as I’ve put this edition of Meetings together, so the upcoming holidays could not come any sooner. Here’s my recommended reading list to keep you entertained and informed over the break.

common topic recently is how flat out busy everyone is; “But I am grateful for the work, and I would far rather have this than the alternative,” is always the quick rejoinder. It’s true, being busy is invaluable after the forced hiatus of Covid. But let’s also be honest about how badly we need the upcoming summer break. In part we need a break to prevent burnout. With smaller teams while clients have bigger dreams, the pressure is real. On page 30 we talk about wellness at events, with the addendum that you need to find ways to apply these same practices to yourself and your team. I hope you can achieve this balance. Another great benefit of the upcoming break is that it presents an opportunity to digest all the ways that our industry is evolving, and to contemplate how you and your business can benefit from these changes. From the growth of the African market to the relentless advances in the tech space and the urgency to become more sustainable, there is a lot to consider. We unpack it all in our hefty trends report from pages 12-18, including insights from several of your industry peers.

more about it on the opposite page – and then go straight to page 6 for our inaugural interview with none other than Charles Drewe. It’s a must-read! Other features in this issue that also showcase the incredible standards of excellence in the local events industry are our Big Interview with John Arvanitakis, CEO and founder of Chat’r Xperience (page 8), as well as an update from the team at Elegant Experience about some recent changes they have made (page 10). There is a lot more to discover in these pages. I hope you enjoy reading them over the coming holidays and, as always, your feedback is welcome (editor@4mal. co.za). From the whole team at Meetings magazine, we wish you a thoroughly restful, healthy, happy holidays and prosperous 2024! Thank you for your support, whether as a contributor, advertiser, or reader – we appreciate it all. (And if you would like to give us a Christmas gift, please share our magazine with someone who you think will enjoy it.)

THE HIGH CALIBRE OF OUR

See you in 2024!

LOCAL INDUSTRY Please don’t miss our brand-new feature that we are launching in this issue, in partnership with Inspire Rentals. The Industry Legends profile is where you get to hear from some of the most respected stalwarts in the local MICE events, hospitality, and tourism space. Find out

Pippa

MEETINGS l NOVEMBER/DECEMBER 2023 •

FEDHASA UNVEILS INAUGURAL HOSPITALITY AWARDS The Federated Hospitality Association of South The event also incorporates a conference and Africa (FEDHASA) has announced its inaugural an exhibition, creating opportunities for sharing Hospitality Awards, set to take place on information, networking, and lead generation. 25 January 2024. Entries for the Hospitality Awards opened on The awards ceremony will take place at a gala Wednesday, 15 November 2023. dinner at the Century City Conference Centre, and For more details about the FEDHASA Hospitality will recognise the achievements and contributions Awards and registration information, please contact of businesses and individuals to the hospitality fedhasa@bigambitions.co.za. 4 landscape across several categories of excellence, including leadership, operations, sustainability, customer service, and innovation. In addition, individuals who have shone in their departments will also be singled out. Rosemary Anderson, national chair of FEDHASA, says, “We envisioned an event that not only celebrates the best in our industry but also sets the tone for the future, fostering a spirit of continuous improvement, collaboration, and innovation. As such, it’s not only an evening of accolades but also a holistic event with additional elements to add value to our hospitality professionals.”

Sun City is plowing back into community ECA & IFES announce new partnership The Exhibitions & Conferences Alliance (ECA) and International Federation of Exhibition and Event Services (IFES) have announced a new partnership focused on global collaboration and knowledge sharing. Both organisations look forward to working together on educational opportunities, enhancing industry policies, and advocating for the industry, among other things. IFES Executive Director, Uta Goretzky, says, “Knowing how fruitful the cooperation with EEIA (European Exhibition Industry Alliance) is, where all European exhibitions bodies are aligned, we are looking forward to working together on advocacy as well as on practical issues in our day-to-day business with ECA in the American market. Working together will strengthen our voice and help to share knowledge.” 4

Sun City recently plowed back into the surrounding communities by planting hundreds of citrus trees and using them to train young people in the agricultural industry. The project initially planted 100 citrus trees at the Sedibelo Secondary School and the Temogo Special School. All the learners and teachers at these schools were involved in planting the trees and now work together to maintain them. The schools can use the fruit as part of their nutrition programmes, with the option to sell the excess produce for added income. Additionally, the Citrus Academy took in a total of 23 unemployed youths to be trained in citrus business management. All these students achieved an NQF level 2 qualification, which is equivalent to a grade 10 certificate, while six of the students also succeeded in achieving an NQF level 4 qualification, which is equivalent to a National Senior Certificate or a matric certificate. This year, another 550 citrus trees were purchased, of which 250 were planted in an orchard at Sun City, with the rest donated to six schools in the Moses Kotane local municipality and the Rustenburg municipality. The resort also donated the necessary irrigation equipment to ensure that the citrus trees are maintained and can flourish. 4

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Meetings’ must-know minutiae

The Tourism Equity Fund (TEF) applications now open The Tourism Equity Fund (TEF) is a fund established by the Department of Tourism in collaboration with private sector banking institutions and in line with the existing B-BBEE legislation. It will be implemented by the Small Enterprise Finance Agency (sefa) on behalf of Department and offers blended finance support in the form of loans and funding.

Spier shines at the 2023 Veritas Awards, with 7 awards

Applications opened on 06 November 2023. To apply, visit www.sefa.org.za. 4

Spier is honoured to have been recognised once again at the 2023 Veritas Awards. The Spier 21 Gables Chenin Blanc 2021, Creative Block 5 2020, and Seaward Chenin Blanc 2022 received the coveted Double Gold medal, while the following wines received an exciting Gold medal: Private Collection Chenin Blanc 2022 (a Woolworths exclusive), Woolworths Signature Series Merlot 2019, Creative Block 2 2022, and Seaward Cabernet Sauvignon 2021. The Veritas Awards, now in its 26th year, is one of the oldest and most prestigious competitions in South Africa. As an annual wine calendar highlight, the “Oscars” of the wine industry’s gala ceremony hosted at the CTICC also marked the first in-person celebration since the three-year pause due to the pandemic. “It’s a real honour to stand out in a crowd of over 1 200 entries at this year’s Veritas Awards! It underlines our steadfast dedication to making exceptional wines. And let me tell you, with so much talent in one room at the gala, there’s no doubt in my mind: South African wine is definitely on the up and up!” shares Spier Cellar Master Johan Jordaan. 4

AAXO ROAR Awards to return in 2024 AAXO, the Association of African Exhibition Organisers, has announced the return of the prestigious ROAR Awards on 29 February 2024. The awards celebrate and honour exceptional achievements in exhibition organisation, exhibitor participation, and service excellence. This will be the first ROAR Awards held since the Covid pandemic caused the industry to shut down. Nominations and submissions will open soon. For details on how to get involved with the ROAR Awards, please visit www.aaxo.co.za or contact aaxo@aaxo.co.za. 4

Image courtesy of Intundla Game Lodge & Bush Spa In the Dinokeng Pretoria District

Hospitality Junxtion Alliance is a full-service Sales & Marketing Representation company. We dedicate ourselves to promoting Venues, Hotels, Lodges and Event services through dynamic sales, marketing and networking endeavours.

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Passionately Promoting Hotels, Lodges & MEETINGS l NOVEMBER/DECEMBER 2023 • 5 Event Services

INDUSTRY LEGENDS

MEETINGS & INSPIRE

Celebrates

CHARLES DREWE Charles Drewe’s 40+ year career in the hospitality industry established him as a legend thanks to his warm leadership style, determined work ethic, and knack for bringing success to every property he managed.

e were fortunate to have Charles reminisce about his life with us. We don’t have enough pages to share all his funny and fascinating tales, but we are honoured to able to share some of them with you. Charles has been forced into early retirement due to ill health. One of his wishes is that his life will have value to others. We believe these heartwarming stories are an inspiration to each of us to go out and live our lives to the full. And that is invaluable. WHAT MADE YOU DECIDE TO ENTER THE HOSPITALITY INDUSTRY? All my life I was going to be a farmer. I worked on my father’s 8 000-acre farm in Zimbabwe and thought I would inherit it. But it was 200 m from the Mozambique border, so when the war came along the Rhodesian government (as it was then) moved us off it. I lost my home that I loved; it was destroyed, as was my dream. I needed to find something to do and saw an advert in the newspaper for studying hotel management at a college in Bulawayo. My whole life I had lived two hours’ drive from the nearest town. I didn’t want to be reminded of the farm I’d lost, so my rebellious self thought I would apply as a joke. They only accepted nine people, and as it turned out I was one of the nine. I was horrified! I packed my life up and studied hotel management and the rest is history. I might just add that I was a very shy, introverted 20-year-old and I had to train myself to be outgoing for the role. Now I am one of the most recognised outgoing people.

securing all the business for the ANC Youth League and the National Union of Mine Workers, as well as securing all the training of staff in preparation for the opening of Montecasino. I was the first guy who walked door-to-door to secure business. At that time the area the hotel was in had the highest murder rate in the country. My ops director then was meant to visit each month for a financial review, but the first month he came he had a smash and grab and he never came back. I should be grateful to him, as I was paid danger money after that! Another memory is of a national African soccer team that stayed at the hotel. In those days we had two keys for the safety deposit boxes. The soccer manager locked up all the team’s valuables and the next morning all the boxes were open and empty. He accused us of stealing everything. We reviewed the security footage, but they had covered the camera so we couldn’t see who it was – until the very end, when they took the cloth off the camera. It was the soccer manager and security manager! Southern Sun: one of my favourite achievements was at the Riverside Sun Hotel, where I was asked to sell the hotel. I didn’t sell it, but in the two years I was there I brought it from a negative to a positive profit margin. It became one of the most successful hotels in the area, so the owners withdrew the sale. When I was GM of sales and marketing at the Sandton Convention Centre, they valued my input in international conventions and conferences, so I travelled extensively. This allowed me the opportunity to close several deals, one being for the World Petroleum Congress. The Rand Club: When I interviewed for the position of GM at The Rand Club, I was in Phalaborwa expecting to have a skype interview when the interviewer called me to ask where I was, as the whole committee was

“I was a very shy,

introverted 20-yearold and I had to train myself to be outgoing for the role.”

PLEASE SHARE SOME OF YOUR FAVOURITE MEMORIES AND ACHIEVEMENTS FROM YOUR TIME IN THE HOSPITALITY INDUSTRY. Where do I start, there are so many! Johannesburg Sun: I was the last GM at the Johannesburg Sun & Towers / Holiday Inn Garden Court. At that stage it was the largest hotel in Africa, with 800 bedrooms. I turned its bottom line significantly after

waiting for me. She said, okay, let’s do it now. So, picture this, me sweating in the 36°c heat, in my underpants with a glass of wine trying to cool me off. There was no way I was going on camera, so I said my camera wasn’t working. Needless to say, I got the job. A memory I will cherish forever is a Rudyard Kipling dinner we re-enacted to celebrate the Rand Club’s 125th anniversary. Picture this: you are invited to a dinner that will take you back to the year 1898, when only men sat at the table and talked about gold, women, and money. Fast forward to 2012, where we re-created the 11-course dinner that Rudyard Kipling hosted at the club with Percy Fitzpatrick as his guest of honour. Everyone had the name of one of the original guests, who they had to dress up as and sit in the same seat as. The dinner took me six months to organise. Since 1994 until the date of my interview, The Rand Club had been in a loss-making situation. My job description was to bring the club back into profit. I said I would need a year to do it. In the 11th month we broke even, in the 12th month we made a small profit, and in the 13th month we made a slightly bigger profit. I resigned after that. WHAT ADVICE WOULD YOU GIVE TO INDIVIDUALS ASPIRING TO WORK IN THE HOSPITALITY INDUSTRY IN SA? Don’t! (But if you still want to and have the passion, give me a call and I will mentor you.) ARE THERE ANY COLLEAGUES OR MENTORS WHO PLAYED A SIGNIFICANT ROLE IN YOUR CAREER? Bill Frohlich, GM at Garden Court South Beach, mentored me into my first GM position at the Johannesburg Sun. He taught me to be a highly successful servant leader – someone who focuses on the needs of others before considering their own – and he would always walk around and greet and acknowledge all the staff in the hotel. He treated everyone the same and that was a life lesson I took and used in my career.

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#CHARLESDREWE

CHARLES’ BIO Charles is a seasoned veteran in the hospitality industry, having worked extensively throughout Africa and Europe since 1978. He joined Southern Sun Hotels in 1994 and has managed various properties all over South Africa that included the 800-bedroom Holiday Inn Garden Court Johannesburg. In 2003, Charles launched and then headed up the group and convention division of the Southern Sun group, before being transferred to the Sandton Convention Centre in 2004 as GM of sales and marketing. Charles was actively involved in many aspects of the phenomenally successful FIFA World Cup 2010 which included hospitality for VISA, one of the major sponsor groups, as well as the accommodation and transport sectors. Most recently Charles managed the 259-bedMY TOP 10 LIFE HIGHLIGHTS: • I oversaw the opening of a 5-star convention centre in Madagascar and represented the local government in negotiations for a 5-star hotel. My role changed when the Madagascan president was deposed in a coup, and I was asked to assist him in escaping the country. • I have travelled to 39 countries. • Meeting my beautiful wife, Hana, and getting engaged after 10 days. We are still together 36 years later! • Honeymooning in Czechoslovakia. • Watching my wife give birth to our son, Michael, and later watching him get married. • Going to Amsterdam to stay with friends and realising that they didn’t live in Amsterdam. • Winning the Southern Sun’s Hotel of the Year Award for innovation while at the Johannesburg Sun. • Working in central Johannesburg without dying. (In my first six months on the job, seven people died in the hotel, and only one of them was from natural causes!) • Reading the story of my mom in hardcopy. • Hosting the Rudyard Kipling re-enactment dinner.

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room Indaba Hotel, Spa & Conference Centre between 2013 and 2019, after which he retired due to ill health. . 4

WHAT WOULD YOU TELL YOUR YOUNGER SELF? • Travel is priceless, so travel more. • Study and don’t give up. • Be passionate about your job. • Don’t quit. • Appreciate your family while they are still alive. • Get a dog and let them sleep on your bed. • Marry your best friend. ANY LAST WORDS? It doesn’t matter how bad things get, always keep your sense of humour – right till the end.

MEETINGS l NOVEMBER/DECEMBER 2023 •

BIG INTERVIEW

BUILDING A BETTER FUTURE

The bushland for Cennergi’s Lephalale Solar Project is entirely off-grid, and required all infrastructure, water, energy, and ablutions to be brought in for the sod turning event.

When it comes to doing business better, John Arvanitakis, CEO and founder of Chat’r Xperience, is not taking any shortcuts. Here he shares his vision and values for the company – and therefore his clients and partners.

hat’r (pronounced “chatter”) is a full-service experiential marketing agency named after its core purpose; to generate talkability and therefore connections. “Our aim is for our work to always tell a story and spark conversations. This means we never do anything ordinary; we love to push ourselves to think differently and innovate in a way that will grab attention and get people talking,” explains John Arvanitakis, CEO and founder of Chat’r Xperience. “Why? Because this means that, through our work, people are engaging with our client’s brand and with each other – which is what the events and marketing industry is all about. Stirring emotions and creating connections.” He adds that inspiring conversations can generate additional PR for Chat’r clients (such as social media photos and commentary), creating an attractive added-value benefit.

Another Covid-induced impact is that Chat’r doesn’t only deliver physical activations such as exquisite exhibition stands, retail displays, product launches, and corporate events, but it also operates in the digital realm of marketing, with Chat’r TV. This all-in-one business event solution is primed for multi-media events, with green screens, live 3D virtual studios, virtual reality venues, exhibition gamification, and more. And it doesn’t stop there. The company’s ongoing evolution has most recently included taking strides towards greater sustainability. John says, “Throughout my career in the events industry, I’ve come to recognise how wasteful it tends to be. Because most installations are very

temporary, the industry has tended to design for make-and-break. This single-use habit is inflicting havoc on our planet, rapidly depleting finite resources into goods which are soon destined for overflowing landfills. And it’s a big contributor to climate change. “At the same time, we don’t have to work this way. By rethinking how we operate, we can still create beautiful exhibition stands and showstopping events, but without the negative effects on our environment. It’s a win-win situation.” As a result, John’s goal for the future is for his work to have a positive impact on the world – not only in terms of exceeding his client’s

A CONSTANT STATE OF EVOLUTION John has been in the industry for close to 30 years, while this year marked the 10th anniversary for Chat’r. He shares that Covid was an incredibly tough period for the company (as it was for the whole events industry), but a positive outcome is that it is now a leaner operation with few overheads. This enables it to be competitively priced, with in-house creative design talent and a vetted network of professional partners to ensure it can execute an extensive range of projects. l NOVEMBER/DECEMBER 2023 www.theplannerguru.co.za 8 • MEETINGS www.chatr.co.za +27 (0) 83 415 2774 hello@chatr.co.za

#JOHNARVANITAKIS All the unrecyclable waste from the Total Energies stand could fit into the pictured plastic bag.

Exxaro Sustainability Summit 2023

brief, but in terms of its physical impact on the environment. “I know I have contributed to the environmental problem we are now dealing with. But now that I know better, I want to do better, and I want to leave the events industry better off than I found it,” he adds. WALKING THE TALK Not one for half measures, since making this decision John has joined the Event Greening Forum NPO and is the current vice chairperson. He uses the platform to advocate for positive change through key local industry associations which Chat’r is an active member of, such as AAXO (Association of African Exhibition Organisers), EXSA (Exhibition and Events Association of Southern Africa), the PCO Alliance Network, and SAACI (Southern African Association for the Conference Industry). Chat’r has also signed the global industry-led Net Zero Carbon Events pledge (www.netzerocarbonevents.org) to commit to a goal of net zero greenhouse gas emissions by 2050. Working towards this goal, the company has implemented several sustainable practices. These include switching to a cloud-based set-up for all company documents and designs, with the result that the office is now a paperless environment, as well as implementing recycling and driving hybrid vehicles. But perhaps the biggest change is in how the team now thinks about their work. DOING BUSINESS BETTER “Nowadays, the environment is top of mind in every project we do, right from conception to implementation and break-down,” explains John. This has seen the team devise several innovative solutions, such as: Adopting eco-friendly materials: The company uses eco-design board for much of its work. The material is largely made from recycled paper waste and is fully recyclable when it is no longer needed. It is lightweight and packs flat (lowering its travel-related carbon footprint) but is strong enough to build exhibition stands from and looks and behaves much like MDF board. Plus, it is free of chemicals and VOCs (volatile organic compounds). Design for re-use: Chat’r used eco-design board to create a poster display for University of the Western Cape and is now transforming the displays into an alternative for shell scheme

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chatrxperience

booths. Re-usability is a cornerstone of the circular economy, which yields eco-benefits such as using our resources more responsibly and efficiently, while largely circumventing the challenge of landfill waste. Design of off-grid events: Chat’r has helped to bring two sustainable Exxaro events to life, which in both cases entailed setting up full scale events in remote locations without any existing infrastructure in place. Through careful planning, the team was able to create fully serviced venues in a responsible manner. For example, the marquee used at the Exxaro Sustainability Summit 2023 was set-up to optimise airflow. As a result, no aircon and only 11 fans powered by generators were needed to keep the space and the AV equipment cool, despite 32-degree temperatures. At the same event, biodegradable food service items were sourced instead of re-usable crockery – which typically is the more sustainable choice. However, in this instance crockery would have required trucking in water to clean it afterwards, whereas the biodegradable alternatives could be composted with the food waste, post-event. The second Exxaro event was a sod-turning ceremony by Cennergi (a subsidiary of Exxaro) for the Lephalale Solar Project (LSP) at Exxaro Grootegeluk Mine in Limpopo. The ‘venue’ was the site for the LSP on Appelvlakte farm – a space of undeveloped land where wild animals roam freely – which needed to be cleared, graded, and levelled, while a 3 km road was created for guests to access it. John says, “We had two weeks to develop a 400 m² event space which was 100% off the grid, as all power, water, ablutions, and infrastructure had to be brought to site. This meant we had to be very strategic to ensure our carbon footprint was kept to a minimum and that no trace of the event was left behind post-event, so that the project of erecting 129 000 solar panels could go ahead seamlessly – all with minimal disturbance to the local wildlife.” Design for minimal landfill waste: A shining example of how Chat’r minimises the production of landfill waste is a custom stand it designed and built for Total Energies at the NAMPO Cape Expo in Bredasdorp. Only one plastic bag worth of landfill waste was generated from the build (see the photo), because of shrewd choices made in the design and construction of the attractive stand.

ChatrXperience

Another great waste-minimising example is from the Exxaro Sustainability Summit 2023. Due to the event’s remote location and lack of existing infrastructure, it could have easily had a huge waste footprint if not watched carefully. However, by choosing to use hay bales, fresh fruit and vegetables, as well as potted plants for the décor, and setting up a donation pathway for all of these items, hardly any waste was produced – and what was, could be composted and recycled. WATCH THIS SPACE And there is more to come; a sustainable surprise from Chat’r is in store for us in 2024, John shares. At this stage he cannot say much, except that a new event will be launching in the new year – so watch this space to find out more. And no doubt there will be many more sustainable strides taken by the company in the coming years, which is why it is the perfect partner for eco-conscious clients. “If you are interested in ensuring your marketing activations have a positive impact on the environment, while being innovative and sparking talkability, then Chat’r is the partner for you. We can guarantee that we will always strive to do things as beautifully, effectively, and sustainably as possible,” says John. Are you ready? With all the benefits of a typical agency, Chat’r’s added value at no added cost is a boon. 4

MEETINGS l NOVEMBER/DECEMBER 2023 • chatrxp chatrtv2197

SERVICES SHOWCASE

ELEVATE YOUR EVENT, WITH legant Experience From booking an MC to developing bespoke industrial theatre and everything in between, Elegant Experience has a full toolkit to add a whole new experiential dimension to any event or occasion.

legant Experience launched 12 years ago under the name Elegant Entertainment, and quickly shot to fame with its singing waiters who deliver pitch perfect performances of classic opera arias, all while pretending to serve fabulous food. The result is an immersive theatrical experience that surprises and delights guests. The singing waiters are a perfect example of just what makes Elegant Experience more than simply a booking agency for entertainment. They are creative innovators who devise novel experiences perfectly suited to the event format, while also ensuring that the talent they hire, and the delivery of the performance, is of an exceptionally high standard. The effect is powerful. ALWAYS ONE FOR THEATRICS To better signpost their ability to deliver complete experiences, Elegant Entertainment recently changed its name to Elegant Experience and underwent a subtle rebrand. Founder and creative producer, Brooke Greenhill, explains, “People still know us as the singing waiters, yet we offer so much more. Yes, our singing waiters are still fantastic. But we can also, for example, devise a unique expo activation, choreograph a flash mob, or source that one thing that you want and need but cannot find anywhere. We’re the ones to call if you need creative solutions.” Another important aspect of Elegant Experience’s work is that they are there on the day to ensure every job goes off flawlessly. “From what technical requirements an artist needs, to what timings work best, what visuals

and lighting will be most effective, as well as how to present and package entertainment – we can direct and coordinate all these moving parts so that they come together seamlessly at your event,” Brooke says. To this, creative producer Clinton Hourquebie adds, “Efficiency, trust, and professionalism are a big part of our ethos, and this comes back to us time and again from our clients. Tight turnaround times and quick reliable advice are some of the reasons we can rely on so much repeat business, as well as our troubleshooting ability in pre-production and on-site.” This marriage of creative artistry and operational expertise is the result of over 54 years of combined theatre experience in the company. Both Brooke and Clinton are seasoned thespians with accomplished theatre backgrounds, including conceptualising, writing, and directing plays. As a result, they have developed a skill set that enables them to both conceive and deliver experiences. A FULL TOOLKIT When the Covid pandemic hit, the company was forced to further develop their technical and digital expertise to cater for online audiences. This expanded skill set has created exciting opportunities for the business post-pandemic, enabling them to grow their offering and team. Today, Elegant Experience’s services are extensive, and include script writing, location scouting, casting, set design and construction, talent coaching, choreography, photography, videography, as well as the ability to create virtual and hybrid events, including technical set-up, broadcast recording, 3D platform

creation (creating a 3D space for guests to interact with each other online), show calling, studio management, and more. This means the company can do things like the Idols-styled competition they produced for an insurance client last year. “We filmed pre-stories, held rehearsals with Tamara Dey as a vocal coach, and finally directed a full stage show under lights, with LED screens and playbacks. There were six finalists who performed in front of their directors, sitting in a fully customised judges’ booths, and their colleagues chose the final winner. It was spectacular and we even found some incredible talent!” says Clinton. And yes, they can also book a traditional act for you, like top-notch MCs, speakers, and bands. 4

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#ELEGANTEXPERIENCE

MEET THE TEAM

Brooke Greenhill: creative producer Brooke began working in professional theatre at the age of 14. Since then, she studied at Arts Educational in London, appeared in over 11 pantomimes across the UK and 10 different production shows on a ship (working with some of the industry’s best), and spent 15 years in the UK working in theatre education with children and young adults, developing plays and honing her theatrical abilities. In 2011, Brooke relocated to South Africa and founded Elegant Entertainment (now Elegant Experience), where she uses her talents to create a broad spectrum of live experiences, including opening ceremonies, full-scale production shows, creative online engagements, and everything in between. Her clients include Liberty, Momentum, Nedbank, FEM, SA Reserve Bank, SAGF, and many others.

Clinton Hourquebie: creative producer Clinton is a well-known theatre practitioner with over 20 years of experience designing and directing theatrical plays and musical theatre events, as well as appearing in them (everything from Grease and The Full Monty to an all-male version of The Pirates of Penzance). Clinton earned an honours degree in performance art from AFDA, and since then has directed and handled innumerable corporate productions for clients ranging from the South African banking sector to pharmaceutical businesses and worldwide mining firms. He has become an adept online show caller and has a knack for determining what content works best for each audience.

Ashleigh Blackburn: creative manager Ashleigh brings an array of creative expertise to the team. In addition to over 20 years’ of interior design experience for the high end private domestic market and select corporate projects, passion pastimes of graphic art, the written and spoken word, and her love of the performing arts dovetail wonderfully in the industry.

Candice Nkosi: production assistant Candice is a marketing professional with over six years of experience working for agencies in the advertising and entertainment industry. She is also an accomplished rapper, performer, and writer, and is passionate about the artistry, lyrics, and ethos of the genre. Her love for music in general extends to many styles and artists.

Adderly Ragoobeer: event assistant Adderly is a proficient event professional, with over nine years of event and operational experience in and around the production and event space. His role as a wedding and lounge singer has given him a unique insight into functioning both within the performance and logistical aspects of live events – as well as the ability to serenade his way into hearts.

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+27 11 768 3257 info@elegant-entertainment.com www.elegant-entertainment.com MEETINGS l NOVEMBER/DECEMBER 2023 •

EVENT TRENDS

The A to Z of event trends in

2024

Meetings reached out to several event industry professionals across the event planning spectrum, to find out what trends they foresee will have the biggest impact on the local events industry next year and beyond. This is what they had to say.

FRICAN GROWTH

Devi Paulsen-Abbott, CEO at Energy Capital & Power and chairperson of the Association of African Exhibition Organisers (AAXO), says, “Locally, in the African market, particularly given the implementation of the African Continental Free Trade Area (AfCFTA), the rise in B2B exhibitions is poised to attract a greater number of businesses and investors to the region, ultimately driving economic growth. “The outlook for the African exhibition sector in 2024 points to expansion, creativity, and heightened global recognition. This heightened recognition will foster greater collaboration.” Validating this, Refilwe Mosia, MD of Naru Group, says she has found that clients are increasingly interested in destination Africa. She says, “The clients I work with are global NGOs and NPOs working in Africa. A big trend I am seeing is that they increasingly want to venture into the SADC region and are looking to hold more events in Namibia, Botswana, Lesotho, etc. and are trying to see if they can have reach in these areas. “I also have a lot of new clients who are interested in South Africa, global clients who are looking to host large international conferences. They are interested in the region, but also enjoy the fact that they can stay over and have a holiday – tying into the bleisure trend.” To accommodate this, she is growing her partner and supplier network outside of South Africa’s borders; “We are becoming global citizens, and as such our partners and suppliers need to reflect this”, adding that these cross-border relationships have improved her

business’s regional knowledge and credibility, making it easier to expand into new territories. Refilwe Nchebisang, the acting marketing manager for the CSIR International Convention Centre, also identifies positive recovery and growth in the sector. She says, “We are comforted by the steady increase in multiple-day association conference bookings once again which is a testament to the premise on which the business event industry is founded, the need to address various societal and professional issues through face-to-face discourse and debate.

“Furthermore, we are seeing a return to pre-pandemic trends such as the inclusion of social activities in conference programmes, such as networking sessions and gala dinners, and an increase in long-term bookings for as far as 2025 which indicates confidence in the stability of the industry by role players.”

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#TECHNOLOGY

ARTIFICIAL INTELLIGENCE (AI)

“Undoubtedly the most talked about trend in the tech and non-tech communities alike at the moment is AI,” says Gavin Burgess, MD of Technology Partners. Certainly, it was the most mentioned trend among the contributors in this article. “While the technology behind AI has been around for much longer than what most people realise, the advent of ChatGPT catapulted AI into the spotlight with OpenAI’s language model. We have all been giving verbal instructions to our smartphones and other tech for many years, but these devices can now communicate back to us in a human-like way. This trend is set to impact the way we do business in 2024, across all sectors,” he adds. Gavin foresees that AI will have two distinct impacts on the MICE industry; “Firstly, organisers will need to pay a great deal of attention to their event’s online presence. With AI entering the mix, the narrative around their event may be influenced both positively and negatively; and this may happen on platforms that are outside of the organiser’s control. “Secondly, because face-to-face events are driven by authentic human interaction, organisers will still be in control of the delegate experience at the venue and can therefore control whether AI is used at events – and to what degree. We will definitely see artificially generated content in new and innovative ways in conference presentations and on exhibition stands.” Caroline Morgan, owner of EXBO, agrees that AI will be the biggest technological development to affect events in 2024, and which has huge potential to shape the future of events; “It’s applications are still in their infancy, but already so useful.” Two examples she gives where AI is already being well used include chatbots and generating effective marketing. “Chatbots

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allow customers to get answers to questions about your business, products and services without having to get a human on the phone. Travelstart have already launched theirs. AI can also produce quality ‘blurb’ with the right tone, and analysis of previous data can direct that message to the right people, as well as predict trends. It can also suggest what might be missing in your offering. I think this will help ensure that local events are on a par with international ones,” she says. Joshua Low, vice president at dmg events, also predicts a noticeable acceleration in the adoption of AI and automation tools in the coming years. “Organisers are becoming more aware of the benefits that these tools can bring to their efforts in engaging the right audience, reducing task completion time, and automating certain aspects of their campaigns,” he says. “This technology will make interactions more personalised, help streamline processes, and enable organisers to better understand and engage with their audience,” he adds. Charlene Hefer, portfolio director at Specialised Exhibitions – a division of Montgomery Group, points to another way that AI can add value to exhibitions, through “AI powered matchmaking solutions with video calling features and further enhanced attendee and exhibitor networking and live discussions”. She continues, “We’re also getting closer to AI powered chatbots and facial recognition technology offering personalised assistance and creating a more engaging experience.” One of the strengths of AI is its ability to generate meaningful data analytics, which will see an even greater interest in data capture and analytics in 2024 and beyond. Devi Paulsen-Abbott, CEO at Energy Capital & Power and chairperson of the Association of African Exhibition Organisers (AAXO), says, “The adoption of data and analytics will become widespread, empowering event organisers to

assess exhibition performance, better understand attendee behaviour, and make informed, data-driven choices for future events.” Devi adds that in Africa, AI will be able to extract data from social media and other online channels to help event planners get a “deeper insight into attendee preferences and current trends”. “This not only simplifies operational procedures but also holds promise in bolstering security and safety measures at events and exhibitions by detecting possible risks and threats,” she notes. The flipside of this improved ability to collect more data and do more with it, is that there is a greater risk around data security. Gavin adds, “While AI is novel and fun for most people, there is a shadow side that can be dangerous. AI can be used to impersonate a human being – in text, voice, and even video. The need to protect your own identity, especially online, is more important than ever. Organisers will have an extended duty to protect the personal identity of delegates, especially if the event encourages online engagement.”

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EVENT TRENDS

HYBRID & VIRTUAL

When it comes to conferences and meetings, virtual and hybrid options still have a valuable place, says Lyett Burger, PCO and founder of Gooseberry Event Services; “What Covid has taught us is that virtual conferencing has most certainly made things easier and more cost effective – we always had video conferencing in the past, but that was expensive, so it would be more cost effective to fly a CEO in from Cape Town to attend a meeting in person, than arrange a video conference just for that one person.” She adds that the simplicity of current technologies like Zoom, and its cost-benefit, have done away with a lot of time wasted traveling to and from meetings (a shift which also supports efforts to be more sustainable). “The only shortfall is in-person human interaction, but then at least the expense attached to the travel becomes a choice as opposed to an obligation,” she adds. However, things are different when it comes to exhibitions. “The unique value proposition of exhibitions is the people you meet, and the things you are able to experience. There are some very successful hybrid exhibitions, but they haven’t had the expected impetus that many were predicting, especially within the trade exhibition environment,” says Charlene Hefer, portfolio director at Specialised Exhibitions – a division of Montgomery Group. She adds where exhibitions are hybrid, it’s likely to be a ‘light’ version, “in the sense that further use will be made of latest digital tools and digitisation, but still very much enhancing the in-person exhibition experience whilst also

providing opportunity for live streaming of some selected exhibition seminars and for digital visitor/exhibitor interactions.” Refilwe Nchebisang, the acting marketing manager CSIR International Convention Centre, agrees, saying, “Hybrid events demand continued to form part of events for the majority of 2023, and it is used as a cost-saving option for traveling for keynote speakers, especially international speakers. However, we are starting to see clients opting for recording with online availability after the event instead of a full hybrid event due to an increase in demand for in-person attendance.”

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#EXPERIENTIAL EXPERIENTIAL EVENT ELEMENTS

Joshua Low, vice president at dmg events, shares that the experiential trend is gaining momentum at trade events; “While this was traditionally associated with consumer-focused events, we are now witnessing an increasing number of B2B show organisers incorporating experiential elements into their offerings. This strategy aims to enhance the value for participants attending or exhibiting at these shows by providing unique and engaging experiences.” Charlene Hefer, portfolio director at Specialised Exhibitions – a division of Montgomery Group, agrees; “Exhibitions not only need to focus on content, but they also need to deliver on experiences. Those attending exhibitions are looking for meaningful connections and entertainment, in addition to the content shared. Entertainment in the trade exhibition environment includes live demonstrations, free-to-attend seminars presented by industry experts, interactive displays or touchscreen activations, and virtual reality. We’re also getting closer to AI powered chatbots and facial recognition technology offering personalised assistance and creating a more engaging experience.” Another way the experiential element can be created on the show floor is through a multi-sensory approach. “Incorporating elements like captivating scents, background music, food tasting, and enhanced lighting can set the mood and create an inviting atmosphere,” says Charlene, sharing that this is being done at trade shows such as Hostex and Electra Mining Africa, albeit in different ways. Futuristic technologies are another tool for upping the experiential and entertainment factor of shows. Charlene explains, “Digital Twins technologies and simulations work well in exhibitions as they offer a digital representation of real products, eliminating the need to physically transport numerous items to trade shows. Exhibitors can showcase their flagship products while digitising the rest.

“Also being developed, and interesting to many, hologram technology enables the live beaming of individuals into exhibits from remote locations. The beamed-in person can even interact with the crowd, creating a truly immersive and realistic experience. This is only likely to be used or considered in South Africa beyond 2024. 3D content is also beginning to make its way into event spaces and is becoming popular for showcasing 3D logos and visual effects, adding an extra layer of depth and engagement.” On the topic of 3D visuals and multi-sensory experiences, it’s worth mentioning Paul Rouessart’s Le Petit Chef. Paul is the managing member of 100% Event and owns the rights to the globally acclaimed Le Petit Chef gastronomic experience. He explains, “Le Petit Chef is a dinner theatre event, where cutting-edge technology and culinary deliciousness creatively come together to entertain all the senses and redefine dining out. The adventures of the world’s smallest chef are bought to life in front of each guest, using 4K tabletop projections that create mind-blowing 3D fun and surprises.

“This is creatively combined with the mood, music, table patterns, authentic imported props, and decorations that all change with the epochs of the story. And while the tiny chef cooks on your plate and tabletop, using animated optical illusion techniques, real and delectable food and flavours are served up in a six-course meal.” This scenario sheds light on the possibilities of how these new technologies can interplay with the live elements of an event. Paul adds, “I’m loving the integration of more augmented and virtual reality into events. Using virtual reality solutions can help to reinforce key messages, simplify complex concepts, and develop new skills. It has been proven that virtual reality solutions increase recall and retention as well as enhance the overall experience.” All of which are solid wins for event planners.

Photo credit: Le Petit Chef

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MEETINGS l NOVEMBER/DECEMBER 2023 •

EVENT TRENDS

F&B

Gallagher Convention Centre executive chef, Werner Blignaut, says that while catering to different dietary needs has been a growing global trend for some years now, it’s going to become even more important in the events industry going forward; “Halaal, Kosher, vegetarian, and vegan meals must be available to guests who abide by these dietary guidelines. These options should be considerately made available and be offered with the same attention to detail that goes into the planning of the entire menu.” To do this effectively, he recommends event planners collect dietary information upfront and share it with the venue or catering company as soon as possible. Otherwise, if left too late, it comes down to what suppliers can provide on short notice, which often ends up being expensive and different from the main menu selection. Werner adds that, for this reason, at Gallagher, all menus are Halaal certified and a similar vegetarian option is generally available. Another F&B trend he believes will come to the fore in 2024 will be “offering an experiential and immersive menu experience with great care being taken to pair the correct wine or speciality non-alcoholic cocktail with each course.” When planners go this route, he encourages them to involve all the relevant experts in the menu planning process, including the sommelier or beverage manager. Dovetailing with this will be more speciality menus, created to suit the theme of an event. Werner’s advice here is, “Have the chef build you a customised menu based on your theme and the profile of your delegates. Theme-driven menus are fun and add interest to your event, but it must be executed in a manner that is practical, allows for quick service, and be items

that will be enjoyed by the majority of the guests.” Lastly, offering healthy options is a persisting trend. “Consumers want fresh and beautifully presented items on offer,” says Werner. “A balance in refreshment and menu selection is important when including healthy options. Options with less sugar and carbs will appeal to the health-conscious and those who do not particularly focus on healthy selections, whereas kale smoothies will only appeal to a very small number of guests.” In other words, keep taste and appeal top of mind too!

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#EXPERIENTIAL FURNISHINGS & DÉCOR

Graham Weakley, creative director at Inspire Rentals, says, “I believe furniture trends will see a swing away from square and angular shapes to more rounded and curved pieces. “This furniture will draw on mid-century modern inspiration and design with the onset of textured fabrics like bouclé and fur and even towelling, and we will see a move to tactile finishes in organic flowing shapes. “I think the local interpretation of this trend will be the use of bold Afrocentric patterns in weaved rugs and scatters played on the neutral upholstery of the curve couch. I see the use of boho screens between lounges in both CNC cut out patterns (which speak to the African patterns) as well as rounded top screens in various sizes and painted in earthy shades.” He recommends that event planners be cognisant of opportunities to add texture to surfaces and in all furnishings so that the event experience becomes a tactile as well as visual adventure. Graham also cites “lounge pockets” as high on his list of what he would recommend to clients for their event set ups in 2024. In addition to facilitating person-to-person connections, this creates “a sense of semi-private lounging where the patron gets a sense of privacy but is urged to look beyond their immediate environment”.

STAND DESIGN

Liam Beattie, MD of HOTT3D, says, “The major stand design trend will continue to be more environmentally friendly booths under the Net Zero Carbon Events initiative. This is and will continue to be the major trend in the events sector for many years. “This trend will drive an increased use of modular stands, eco systems such as X-Board, or a combination of the two. In addition, custom fabricated stands are increasingly being designed with far more re-use in mind – in other words, a custom stand that gets re-used, modified and/ or added to on an ongoing basis.” Liam adds this trend comes with enormous benefits to both exhibitors and suppliers – in addition to the obvious environmental benefits such as landfill elimination, plastic use elimination, and ultimately a greatly reduced carbon footprint.

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For example: • Exhibitors will benefit from lower costs due to re-use of components. As a scenario, a company designs and builds a custom booth in year 1 for a client. In year 2 the booth is entirely re-used at lower cost to the exhibitor. In year 3 perhaps there are modifications, but the same core booth is used again at lower cost to the exhibitor. In another scenario, a booth is designed almost entirely in modular system. Post-show, the systems go back into storage along with hire stock like custom counters, furniture, flooring, lighting, etc. • Suppliers and exhibitors will both benefit from longer term relationships being created. Liam says, “We have a high volume of clients where this principle works so well for everyone. This means we, as suppliers, can better plan our year-on-year calendars and have a good feel for what volume of work we have coming up a year in advance.” • Margins are much better on re-usable stands, which means financial benefits to the entire supply chain as well as the staff of stand build companies. • A plus for the industry suppliers is more focus being put on modular systems, which in turn will lead to more rapid development of new systems and methods, and hopefully also more competitors.

Design consultant and owner of DK Designs, Doug Rix, also anticipates more re-purposeable features and modular structures in stand design but adds that reduced budgets are also driving these trends, thanks for our economic climate. Other cost-saving exhibitor trends he expects are more focused briefs and smaller stand spaces. In addition, he believes we will see a greater use of AV features to dynamically activate messages, as well as large-format graphic printing to impactfully cover whole wall surfaces. Lastly, Doug sees personalisation as a big trend in this medium in 2024; “I believe that a greater focus on more personalised experiences will have brands looking for new and unique ways to interact and present their products to a focused client base on a direct and personal level, rather than be absorbed into the large gathering of opposition exhibitors at trade shows. (Although this will be more relevant to certain products and not all industries.) For example, I think these exhibitors will start to explore road shows, mall activations, product launches, etc. more.”

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EVENT TRENDS

ERO CARBON TARGETS

In addition to AI, sustainability is also recognised as a key trend that the events industry needs to stay abreast of. Morwesi Ramonyai, chairperson of the Event Greening Forum (EGF) NPO, says, “In 2024, the South African events industry is poised to continue its journey towards greater sustainability. Notably, this journey is not without its challenges, and it parallels the global ‘sustainability paradox’—a divide between the acknowledgment of sustainability’s importance (as perceived by 92% of consumers) and the tangible actions taken (only 42% living sustainably). “This ‘sustainability paradox’ underscores the pressing need for brands and businesses to play a pivotal role in bridging this gap. An impressive 86% of consumers in South Africa believe that ‘companies have a responsibility to take care of the planet’.” As a result, she believes several key concerns will receive much-needed greater attention in the coming years. One of the biggest is the Net Zero Carbon Events initiative, a global project which aims to bring together a wide range of industry stakeholders with a goal to minimising and ultimately eliminating the carbon emissions associated with events. The signatories of the initiative will be tasked with implementing the programme more actively as of 2024 – and the EGF has dedicated itself to supporting the local industry towards this end, under it’s ‘Journey to Net Zero’ campaign. Interested event professionals can find out more about it at: eventgreening.co.za/journey-to-nzce. Important considerations that will help event industry businesses achieve net zero and better sustainability outcomes include, among others,

making more sustainable choices that improve energy efficiency, water conservation, and waste management, travel and transport reduction, accommodation minimisation, responsible gifting, as well as greater local sourcing. “Event businesses should actively seek out suppliers and vendors within the country, which not only reduces the carbon footprint associated with these products, but also supports homegrown businesses, artisans, and local farmers, and can highlight the rich cultural diversity and creativity of South Africa,” says Morwesi. To this she adds that eco-procurement and finding local suppliers and vendors that are green is not an easy task – which is why the EGF has created the Green Database (greendatabase.co.za). This growing directory of environmentally responsible venues, suppliers, and vendors for the local events industry makes it easier for businesses within this space to find sustainable options and support eco-conscious practices. The focus on greenwashing can also be expected to heighten and formalise as transparent reporting and accountability comes under the spotlight. The use and claims of terms that suggest greening or low carbon or even carbon neutrality will have to be substantiated for accuracy. This is a necessary maturing of the industry that will build trust and credibility around all efforts. Finally, she flags community engagement, education and awareness, and collaboration as critical for sustainable successes. “On this last point, it is essential to acknowledge that sustainability is a shared responsibility. The

‘sustainability paradox’ clarifies that sustainable change necessitates a collaborative approach. All stakeholders, including event organisers, venues, suppliers, and consumers, must actively engage and work together to ensure that South African events embody responsible and environmentally conscious practices. In essence, the path to sustainability lies in the collective efforts of the entire event chain.” Joshua Low, vice president at dmg events – a signatory of the net zero pledge, also sees sustainability and net zero goals as a chief trend in the industry. He says, “In discussions with other major organisers, it is apparent that numerous companies have developed net zero strategies, aiming to achieve them by 2030 or 2050. While implementation details are still being worked out, most organizers are taking the initial steps towards their sustainability goals.” Similarly, associations like AAXO and EXSA recently established sustainability sub-committees to ensure they can respond to their members needs in this area. Joshua adds, “I expect this focus on sustainability to increase as it becomes a competitive advantage for companies in the sector. Clients are starting to inquire about the sustainability credentials of the events they support, and there is growing societal pressure to address this issue. Therefore, companies will need to demonstrate their commitment to sustainability principles to attract and retain talent and clients, and to remain competitive.” 4

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#BUDGETWISE

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DESTINATIONS

THE INSIDE SCOOP:

Why these cities make great event destinations

Find out what these local event planners love about hosting business events in their cities. CAPE TOWN Gwynneth Matthews is the MD of Southern Cross Conferences and Events in Cape Town. She shares these persuasive reasons for why the ‘Mother City’ is often celebrated as one of the country’s top eventing destinations: #1 Spoilt for choice: In Cape Town, organisers and clients enjoy an abundance of diverse choices for unforgettable venue options and delegate experiences. This presents a distinct opportunity to craft standout events set against one of the most beautiful backdrops imaginable. #2 Academic excellence: Cape Town’s universities – such as the University of Cape Town, Stellenbosch University, and University of the Western Cape – stand as beacons of academic excellence, making the city a premier

destination for international academic conferences. The city’s commitment to cutting-edge research across various disciplines, from science and technology to humanities and social sciences, attracts scholars and experts from around the globe who also benefit from the vibrant academic community that thrives in the city. #3 Local talent and craft: The infusion of local crafters and entertainers in Cape Town elevates conferences and events, adding a unique and vibrant flavour to the overall experience. From locally produced delegate and speaker gifts, to performances steeped in cultural richness, these local talents bring a distinctive charm to our conferences and events. #4 Business collaboration: In Cape Town, the business events industry is made up of predominantly small to medium businesses. Over the course of two decades, Southern Cross Conferences has invested in fostering collaboration with industry partners – from service suppliers to destination stakeholders – and we have demonstrated that our collective strength surpasses what we could achieve individually, reinforcing the notion that unity is key in our dynamic industry. #5 A culture to serve: Whether it’s the expertise of event organisers, the efficiency of service suppliers, or the genuine hospitality of venue staff, Cape Town’s commitment to service excellence enhances the overall experience of business events, leaving a lasting impression on attendees and contributing to the city’s reputation as a premier destination for conferences and corporate gatherings.

DURBAN Durbanite Sharon Uys, national sales & marketing manager for IcedBlue Marketing, is passionate about her home city, and gave these reasons for what makes Durban an alluring events destination: #1 Easy access: I love the fact that the hotels are always centrally situated, whether it be in Durban where they are close to the Durban ICC, or in Umhlanga close to King Shaka International Airport. Our airport is really beautiful, too, with easy flow, easy access to parking, and they always gear up into a hive of activity and entertainment when city events take place. #2 It’s an all-in-one destination: You can be at the beach one minute, and then a few hours later see the big 5, discover our beautiful Drakensberg Amphitheatre which sometimes blows us away by showing off with a bit of snow, or explore the midlands for a stunning lunch with wine tasting at a local wine farm.

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#URBANEVENTING #3 Great weather: Our weather is stunning all year round. #4 Value-for-money: Our Tourism Office usually has specials to enhance Durban’s destinations, while the hospitality pricing on daily conference packages with accommodation are very affordable. What’s more, our warm Durban hospitality sometimes lends itself to great value add-ons to make packages even more attractive. #5 Club Med is coming: We are waiting with bated breath for construction of the brand new R2 billion beach resort Club Med in Tinley to begin. This will be South Africa’s first Club Med and fully inclusive resort offering – something our industry is eagerly anticipating!

GQEBERHA Claire Kivedo, managing creative director at Overall Events & Communication, is passionate about Gqeberha and Nelson Mandela Bay, and shares these reasons for why it is a fantastic choice to host your next business event: #1 Nature’s paradise: We boast some of the most beautiful Blue Flag beaches and we are the bottlenose dolphin capital of the world, so you are very likely to see many of them on our shores on most days. In addition, Nelson Mandela Bay is classified as an official Whale Heritage Site, making South Africa the only county in the world with two such accredited sites. You can also see the Big 5 at the Addo Elephant National Park for exciting day excursions. #2 World class venues: Our conference centres and beautiful venues can host any sort of event, with a variety of choices for indoor or outdoor events. #3 Sustainable events: Here you can find PCOs (professional conference organisers), such as ourselves, who are focused on sustainable event practices and can assist clients with choosing the best options for their stakeholder experiences, budget, and the environment. #4 Culture and entertainment: A multitude of talented artists and entertainment options are available here, which is also why Gqeberha is referred to as the ‘Culture Capital’ of the Eastern Cape. #5 The Friendly City: The above are just some of the many reasons to visit our city, but I have to say the main reason you should visit Nelson Mandela Bay is for our friendly and warm people. You won’t find hospitality like ours anywhere in the world. We hope to host you soon!

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JOHANNESBURG Narina Basson is a director and consultant at Event Behela. She gives these compelling reasons for why she loves organising conferences and events in Jo’burg: #1 Scale: Johannesburg is the biggest city in South Africa, and the economic centre of the country (hence it’s nickname the ‘City of Gold’), so it’s no surprise that it has a rich supply of world-class infrastructure and professional service providers for the business events sector. #2 An efficient commuter rail system: Johannesburg is the only city in South Africa with an 80-kilometre higher-speed express commuter rail system, providing a quick, convenient means for delegates to get around.

#3 Intriguing itineraries: Johannesburg is a complex, sprawling city with the below itineraries and photography sites which delegates can visit during their stay: • historical sites such as Cradle of Humankind, Soweto, and the Apartheid Museum • Nirox Sculpture Park with more than 50 permanent installations • nature reserves close by such as Pilanesberg and Dinokeng. #4 Incredible venue options: We’re spoiled for choice when it comes to venues in Johannesburg, as they offer the perfect canvas for any unique event with: • convenient locations • versatile spaces • state of the art facilities • exquisite culinary experiences • unrivalled service. #5 A truly cosmopolitan city: Because of its work prospects, Jo’burg attracts people from all corners of the country, the continent, and even the world. As a result, it’s very cosmopolitan, with a friendly and welcoming attitude.

PRETORIA Pretoria born-and-raised local JP van Schalkwyk, director of Up-A-Tone Events, shares these five factors as the ones he most appreciates when hosting events in his home city: #1 Central location: Pretoria, particularly with developments like Menlyn Maine, is at the heart of Gauteng’s transport network. The city’s accessibility via the Gautrain and proximity to OR Tambo International Airport make it ideal for national and international attendees. #2 New business hub: Menlyn Maine is emerging as a vibrant new business district, offering a ‘mini Sandton’ experience with its mix of high-end corporate offices, retail spaces, and entertainment options, enhancing the business event atmosphere with luxury and convenience. #3 Variety of venues: The city presents a wealth of venue choices, ranging from modern conference facilities in Menlyn Maine to more traditional settings, all equipped with cutting-edge amenities to suit any event requirement. #4 Rich cultural tapestry: Business events can be enriched by Pretoria’s historical and cultural depth, offering attendees an immersive experience in South Africa’s rich heritage, with museums, monuments, and cultural tours. #5 Lush urban retreat: As the ‘Jacaranda City’, Pretoria offers green escapes within its urban environment, with tree-lined streets and parks that provide a tranquil retreat for event-goers looking to recharge..” 4

MEETINGS l NOVEMBER/DECEMBER 2023 •

WATERBERG TOURISM

11 REASONS TO CHOOSE THE

Waterberg

Meetings has its eye on the Waterberg as an up-and-coming MICE destination. Here is why.

espite being designated a UNESCO Biosphere Reserve in 2001, the gorgeous 647 000-hectare Waterberg plateau doesn’t feature highly on South African travel agendas. However, this is starting to change, as word spreads about its rich biodiversity, adventure and safari activities, and relative quiet and seclusion when compared to destinations such as Kruger National Park and the Garden Route. The area’s newly launched, community-driven tourism hub – Waterberg Tourism – is committed to growing this awareness so that tourism can be developed within the region. Here they share their top 11 reasons why the Waterberg makes an ideal destination for meetings, gatherings, and conventions: Bela Bela (Warmbaths) is only one hour away from Pretoria, on an excellent N1 highway. The other towns in the Waterberg are spread out over the entire district, with very different features and attractions.

Waterberg has 1 million hectares of near-pristine, sparsely populated countryside. The Waterberg is the top tourist destination in Limpopo, which is second only to Gauteng as the gateway to South Africa. Check out www.waterbergtourism.com for some of the Waterberg wonders.

The Waterberg offers a diversity of accommodation options, from high standard campsites through exclusive self-catering chalets and B&Bs to licensed restaurants, fully catered lodges, and internationally acclaimed resorts in Big Five reserves. Between them, they offer activities ranging from walking, birdwatching, trail-running, mountain biking, game viewing, cultural visits, zip-lining, horse safaris, astronomy events, and sustainable conservation.

Bela Bela has been the vacation resort of choice for over 120 years and has over 20 000 beds. The other towns in the Waterberg have a wide range of alternate meeting and accommodation venues.

The diverse geology and acidic soils in the region produce an enormous biodiversity which might yet be shown to rival that of the south-western Cape. For example, over 600 species of wildflowers, 300 species of trees, and almost 400 species of birds can be found here. Visit the marvellous community website www.waterberg-bioquest.co.za for more information.

Despite its remote location and unspoiled nature, the Waterberg is one of the safest areas in South Africa. It is well-served by Internet access, with good banking, medical and service facilities, and modern shopping malls available in most towns in the district. The Waterberg has an unrivalled range of team building and post-meeting attractions for delegates to enjoy the huge biodiversity and range of wildlife and birds. The Waterberg Biosphere is a UNESCO site which is being expanded sixfold to include huge additional areas.

The well-forested bushveld savanna supports a wide variety of animals, too, from the endangered black and white rhino, wild dog, and pangolin to more familiar game. Some properties are also home to the Big Five.

robust environmental legislation and much of it is incorporated in the Critical Biodiversity Areas protected by law.

The Waterberg enjoys mild, frost-free winters and warm summers, with minimal risk of malaria. Crystal clear, dark winter night skies afford perfect opportunities for professional and amateur astronomy and stargazing. 4 ABOUT WATERBERG TOURISM Waterberg Tourism is completely non-profit, seeking only to serve its members by competitively marketing the Waterberg area as an outstanding tourism destination, to local and international tourists. It has been started by the local community and will be managed for the benefit of the community, by community members. It will enhance the economic prosperity of the area and allow members to benefit from marketing that gives them easier access to economic value created by tourism developments in the area. Find out more, at waterbergtourism.com.

Although always sparsely populated – the main reason for its largely pristine environment – the Waterberg contains evidence of hominin occupation stretching back at least a million years.

The Waterberg is protected from injudicious commercial development by

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MEETINGS l NOVEMBER/DECEMBER 2023 •

MEETING PLACES

TOP

TEAM BUILDING

VENUES

Discover some of the best places and spaces to host a team building event at, and why, according to those who help to plan them. SHANTAL’S TOP PICKS Gauteng When explaining her top three chosen venues for team building events, Shantal Morsner, sales and operations GM at Tandem, says, “All these picturesque venues offer unique settings to execute a plethora of teambuilding events, including great indoor and outdoor spaces.” CHOOSING A TEAM BUILDING VENUE Shantal shares the following factors as the key ones that she considers when choosing a team building venue: • location • capacity and minimums • layout • ambiance • accessibility • budget • service and amenities • flexibility

INDABA HOTEL, CONFERENCE CENTRE & SPA Planning an event at Indaba Hotel is easy thanks to the resources at hand as well as their qualified and experienced staff. Whether you’re looking for a party venue in Johannesburg, a conference facility, or somewhere to hold a corporate team building event, the property can accommodate you. Venues: 24 multi-purpose conference venues including an auditorium (max pax 800), the Chiefs Boma restaurant, the Tasting Room (for wine tasting), Gin School, gardens, and Mowana spa. Accommodation: A variety of 260 en-suite bedrooms. Where: Conveniently located just north of Sandton, with many great attractions close by. More info: www.indabahotel.co.za

THE CRADLE BOUTIQUE HOTEL The privately owned 9 000-hectare UNESCO World Heritage Site is a unique ecotourism destination that reveals stories of the origins of life on our planet billions of years ago and of the evolution of humankind over the last few million years. The Malapa Human Origins Tour is an exclusive and unforgettable journey of storytelling as you walk in the footsteps of our hominin ancestors and learn more about the story of human origins. But that’s not all – you’ll also get to witness death traps and bone collectors, streams that disappear into vast underground lakes, and even rock-eating termites with magnesium mandibles! Game drives and guided walks and hikes are also available. Venues: Three conference and event venues, and one restaurant. Accommodation: 30 upmarket hotel rooms, 24 of which are eco-friendly. Where: A 30 minute to an hour drive from Johannesburg and Pretoria, depending on traffic and where you leave from. More info: cradlehotel.co.za

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#TEAMBUILDING YOLANDE’S TOP PICKS Gauteng Yolande Otto, operations director at Hospitality Junxtion, chose her favourite three venues based on the unique team building experiences they each offer.

INTUNDLA GAME LODGE Intundla Game Lodge & Bush Spa offers the perfect tranquil bush setting for events such as conferences, teambuilding, weddings, functions, and spa treatments. Additionally, it is adjacent to the Dinokeng Big 5 Game Reserve. Yolande says, “Intundla is the ideal team building venue, and the stunning lake next to the lodge is perfect for water-based team building activities such as raft building. Are you up for the challenge? One of the best team building activities is building a raft and navigating it across the dam at Intundla. And then.... Mission Impossible – where a working bakkie needs to be wrapped and rowed across the dam! It’s a must do!” Other team building options include a potjie competition, the Great Escape (escaping a prisoner-of-war camp), treasure hunts, laser clay pigeon shooting, learning the art of archery, and Survivor. Venues: Seven conference or function venues, a chapel, restaurant, lounge, three bomas, wine cellar, business centre, pool, and spa. Accommodation: 41 thatched cottages. Where: Situated in a private nature reserve, a mere 55-minute drive from OR Tambo Airport and 30 minutes North-East of Pretoria, in the Dinokeng Region. More info: www.intundla.co.za

AFRICAN HILLS SAFARI LODGE African Hills Safari Lodge & Spa is situated on the 6 800-hectare Plumari Private Reserve in the Magaliesburg and offers guests a memorable big game experience within a malaria-free environment. The idyllic bush setting and convenient location makes it an ideal destination for large conferences, training courses, team building initiatives, and other executive functions. Available activities include an elephant experience, game drives, mountain hikes, a geo-heritage tour, hikes to see San rock engravings, Nooitgedacht Battlefield tour, and the Plumari Heritage Museum. Venues: A conference centre, restaurant, and spa. Accommodation: 48 rooms, including standard rooms, deluxe rooms, garden cottages, and garden units. Where: Within one hour’s drive of Johannesburg and Pretoria. More info: www.africanhillslodge.co.za www.theplannerguru.co.za

THE BLADES If you are tired of the ‘same old’ team build and are looking to motivate and de-stress your team, whether it be an adrenaline-inducing adventure or holistic approach, The Blades specialises in team building that can be easily incorporated into a conference package, overnight stay, or as a stand-alone program. Yolande says, “The owners of The Blades are Olympian Gold Medallist Rowers. This is the general theme of The Blades, and you can take up their Row Like a Pro teambuilding event as a unique add-on to your conference package. The ‘Row Like a Pro’ teambuilding starts off with a welcome and safety briefing. Participants are then divided into teams of four and will receive instructions on rowing and how to rig the boat.

The teams will compete against each other in time trails on the water, while their colleagues cheer them on from the side! Each group rows for 20 to 30 minutes (two groups of four each) before the changeover of the new group.” Other unique offerings can also be arranged including wine tasing, gin tasting, craft beer tasting, potjie cook-off, bonfire boma evenings, and stargazing experiences, to name but a few. Venues: Six conference or function venues (max pax 350 theatre seating), restaurant, fire boma, clubhouse bar, picnic area, and spa. Accommodation: 46 units in total ranging from executive suites, luxury suites, family room, and double room. Where: Situated in the Dinokeng area, only 20 minutes from Pretoria, and 50 minutes from Johannesburg and OR Tambo. More info: www.theblades.co.za

AFRICLASSIC RIVONIA With a spectacular setting overlooking the Braamfontein Spruit, this venue is conveniently located in Sandton yet completely transports you to an array of exotic destinations all on one property. Yolande recommends the Africlassic Food Safari; “They present you with foods from all over the world, and the group moves around different locations within the property to experience this treat!” The itinerary includes traditional shisha nyama on the banks of a river, Ethiopian coffee on a wooden deck, Moroccan cooking in a Bedouin tent, prawns and cocktails on the beach, poikies cooking on campfires in the bush, followed by wine and cheese boards in the ‘Cape Winelands’. Venues: Four conference or function venues (max pax 100), Mombasa Supper Club (exclusively for pre-arranged dinners), Poikie Restaurant (available only for guests staying over), pool, gym, reading room, and small Zanzibar beach area. Accommodation: Three superior king rooms, 17 standard queen rooms, five standard twin rooms, and four self-catering rooms. Where: Africlassic Rivonia – River Lodge occupies a unique, secluded, private position on the Braamfontein Spruit, Sandton. More info: www.africlassic.com MEETINGS l NOVEMBER/DECEMBER 2023 •

VENUES

THATCHWOODS Thatchwoods is a family run venue for weddings, meetings, team building sessions, and other such social gatherings. Its stunning views serve as an exquisite backdrop for these events, while the staff at Thatchwoods offer hospitality of the highest quality; they “take all the guesswork out of planning your event and will assist and guide you through the whole process”. Venues: One conference and function venue. Accommodation: None. Where: Port Elizabeth More info: www.facebook.com/thatchwoods

TALANA’S TOP PICKS Gauteng & Western Cape Talana Abrahamse, sales and marketing manager at Corporate Adventures, says this about all her top venue choices; “All venues are tranquil and removed, they offer an experience. The food at all of them is delicious and generous. These aspects positively impact the tone of the event. Additionally, all offer stunning views, extensive grounds, and lawn areas.”

WALTER SISULU NATIONAL BOTANICAL GARDENS This Botanical Garden was founded in 1982, but has been a popular venue for outings since the 1800’s. The Garden has been voted the best place to get back to nature in Gauteng for several years in a row. It is home to an abundance of wildlife with about 240 bird species and 29 mammal species recorded on site, including a breeding pair of Verreaux’s Eagles nesting on the cliffs near the waterfall. Venues: Five self-catering function venues (of which three are suitable for conferences), and a restaurant that can cater for big and small events. Accommodation: None. Where: Roodepoort, Johannesburg. More info: www.eaglesfare.co.za & www.sanbi.org/gardens/walter-sisulu

THE ALPHEN The Alphen, a distinguished provincial heritage site, is prominently situated in the renowned Constantia Valley, affectionately referred to as ‘Cape Town’s Vineyard’. Nestled in one of Cape Town’s most established and tranquil suburbs, guests have the opportunity to immerse themselves in the verdant garden surroundings and revel in the proximity to historic wine farms. For those seeking adventure, the Constantia Valley beckons with enticing hikes, trails, and horseback rides meandering through the forested greenbelt. Indulge in the culinary

delights of world-class restaurants scattered throughout the area, with the added allure of South Africa’s oldest wine producer, Groot Constantia, just on your doorstep. Venues: Three restaurants, lawns, and a spa. Accommodation: 18 suites. Where: An easy 20-minute drive from Cape Town International Airport, and 15 minutes from the Mother City. More info: www.alphen.co.za KHANYISA MOUNTAIN LODGE What began as a concern for the youth of the Robertson and Langeberg area has developed into a world class mountain lodge. Today, this fine luxury retreat venue primarily exists for two reasons; to provide an unforgettable breakaway retreat for the discerning guest and traveller; and to support and sustain several local social development projects. Talana adds, “I had a small weekday conference there recently, and while they don’t have a conference room, they hosted us in their large airy lounge/dining area. It has the most stunning views, and the staff were exceptional.” Venues: Restaurant, large deck, 25-meter swimming pool, and five hot tubs plus a spa. There is also a leisurely nature walk to a beautiful look out point with 360-degree views over two valleys separated by Platberg. Accommodation: The Lodge offers six spacious ensuite bedrooms, and there are two self-catering cottages sleeping two adults each. Where: Located 20 minutes outside of Robertson, and a leisurely two-hour drive from Cape Town. More info: www.khanyisamountainlodge.com

SHARON’S TOP PICK KwaZulu-Natal Sharon Uys, head of national sales & marketing for IcedBlue Marketing, says, “I am only as good as my back up, so if the venue doesn’t come through for me, it’s my company name on the line because I am the PCO who has suggested them. I choose venues for their excellent service, good turnaround time, quality food, and safe space.”

GHOST MOUNTAIN INN This intimate and award-winning hotel is the ideal location from which to explore the game and coastal reserves of Zululand and the Elephant Coast. Sharon says, “Ghost Mountain fits all my criteria for a team building venue, and not only do I find the team extremely accommodating, but they go above and beyond with clients that have proved to be quite challenging. There is hardly anything within reason that they cannot execute. They respond to mails in good time, are flexible and execute the booking according to my and the client’s needs.”

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#TEAMACTIVITIES

She adds, “Their property is beautiful, clean, and has a spa onsite. They also offer extra activities such a sunset barge cruise, a scenic drive into the Lebombo Mountains, and game drives. There is something of interest for every delegate as we know that not everyone’s energy levels are the same.” Venues: Ghost Mountain has three meeting rooms and a restaurant, offering over 550 m² of indoor function space, as well as a boma for braais, various lawn and terrace spaces, a pool, and a spa. Accommodation: 74 rooms (including two wheelchair access rooms). Where: Ghost Mountain Inn lies at the foot of the legendary Ghost Mountain in Mkuze, Northern KwaZulu-Natal, approximately a three-and-a-half-hour drive from Durban. More info: www.ghostmountaininn.co.za

ATKV NATALIA BEACH RESORT The inviting silver sands and sparkling blue waters of ATKV Natalia beach resort can be found just 40 km south of Durban – a tropical paradise with balmy, blissful weather all year round, offering modern facilities for up to 400 people. “This is a holiday resort, right adjacent to the beach. They offer resort amenities such as heated pool, put-put, trampolines, water slide, etc. which I can combine with traditional team building activities and beach Olympics,” adds Charles. Venues: ATKV Natalia can host conferences and events for groups of up to 300 people and has an onsite restaurant as well as a range of activities on offer. Accommodation: Spacious and comfortable self-catering apartments are available in various sizes which can sleep a total of 400 people. There is also a lush green caravan park. Where: 35 Elizabeth Ave, Illovo Beach, Kingsburgh, half an hour’s drive south of Durban. More info: natalia.co.za

CHARLES’S TOP PICKS KwaZulu-Natal Charles Minnaar is the owner of Team Attitude which provides team building activities. He shared the following venues as among his favourites for hosting team building events at. HIGHSTAKES Highstakes is set on a 150-hectare plot in scenic Cato Ridge, KwaZulu-Natal, and offers something special for all tastes. Thrill seekers can get their action fix with a wide choice of adventure sports and activities, as well as a deck and fully licensed bar. Charles says, “This is an adventure farm and offers great adrenalin activities, such as a 400 m zipline, quad biking options, paintball, clay pigeon shooting, and archery. I normally combine any of these with conventional group dynamics team building activities.” Venues: The properties two function rooms can accommodate a maximum of 40 and 150 pax, plus there is a deck and bar. Accommodation: Highstakes has various self-catering unit options, with 2-4 sleepers, 6 sleepers, and 12 sleepers. A maximum of 36 people can be accommodated at one time. Where: 2 Killarney Valley, Cato Ridge, positioned roughly halfway between Durban and Pietermaritzburg. More info: highstakes.co.za

ATKV DRAKENSVILLE RESORT ATKV Drakensville has breathtaking views and is surrounded by historical landmarks with access to numerous tourist attractions in the vicinity. Charles adds, “They offer resort amenities such as indoor heated pool, adventure put-put, trampolines, water slide, zip line, abseiling, smash room, paintball, etc. I combine this with traditional team building activities, as well as hiking in the area or at Royal Natal National Park.” Venues: ATKV Drakensville has three meeting rooms, the largest of which can accommodate a maximum of 400 pax. In addition, there is a restaurant, fast-food outlet, bar, and gift shop. Accommodation: 100 rooms are available – 28 single, 50 double, and 22 suites. Where: The resort is just over three hours’ drive from Johannesburg and Bloemfontein, and about two-and-a-half hours from Durban, in Jagersrust, near the foothills of the Drakensberg Amphitheatre world heritage site. More info: drakensville.co.za . 4

Experience

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MEETINGS l NOVEMBER/DECEMBER 2023 •

CAPE TOWN’S LEADING CONFERENCE CENTRE IS EVEN BIGGER AND BETTER NOW ACCOMMODATING OVER 2000 GUESTS ACROSS 21 VENUES WITH A BRAND NEW VENUE PLAN YOUR NEXT EVENT AT WWW.CCCONFERENCECENTRE.CO.ZA

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#EVENTDIARIES

BEST OF AFRICA & SOUTH AFRICA TRAVEL WORKSHOPS

C&L Travel Collection ends the year on a high note, with their ‘Best of Africa & South Africa Travel Workshops’.

C&L Travel Collection are the proud hosts of travel and event workshops geared to educate potential bookers about the products available to them. The team’s final event for the year was their popular ‘Best of Africa & South Africa Travel Workshop’ at The Pivot Hotel at Tsogo Sun Montecasino, Johannesburg, on 09 November 2023, and at The Coffee Lounge in Century City, Cape Town, on 16 November 2023. Tour operators, travel agents, corporate buyers, MICE agents, DMCs and ITCs that sell and book African and South African getaways were hosted for a morning of round robin sessions to learn more about each exhibitor’s products and offerings. The exhibitors included, among others: Serena Hotels & Resorts, The Fine Collection, AM Luxury, Champagne Sports Resort, La Felicita Boutique Accommodation, Legacy Hotels & Resorts, Garden Route Safari Camp, Mopane Bush Lodge, Gingerberry, PE Hotels, Oubaai Hotel Golf & Spa, Cresta Hotels, TLC Vacations, Beach Safari Holidays, Sunsail, Touch Down Africa, Indaba Hotel, aha Hotels & Lodges, Tsogo Sun, Visas Unlimited, and Lift. “We maintain an up-to-date and relevant database of visitors to ensure that supporting exhibitors meet with their correct and desired target audience, face-to-face, and in a cost-effective manner,” says Clair Danielsen, the company director. If you would like to find out more about how to participate in these workshops, as a supplier or exhibitor, please contact Clair Danielsen at Clair@candltravel.co.za or +27 82 732 1785, or Lyndsey Danielsen at lyndsey@candltravel.co.za or +27 83 709 7397. 4

2024 WORKSHOP DATES TO SAVE

Each of C&L Travel Collection’s focused travel workshops and roadshows are a unique opportunity for travel buyers and bookers (usually between 80-110) and exhibitors (typically between 15-22) to come together and engage face-to-face. Please use the below as a guideline, as dates may change.

LET’S TRAVEL WORKSHOP KWA-ZULU NATAL

BEST OF BOTSWANA ROADSHOW - JOHANNESBURG

BEST OF BOTSWANA ROADSHOW - CAPE TOWN BEST OF EAST AFRICA ROADSHOW - JOHANNESBURG

BEST OF EAST AFRICA ROADSHOW - CAPE TOWN

C&L LUSAKA ZAMBIA WORKSHOP – LUSAKA, ZAMBIA

CONFERENCE & OCCASIONS WORKSHOP - JOHANNESBURG CONFERENCE & OCCASIONS WORKSHOP - CAPE TOWN

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MEETINGS l NOVEMBER/DECEMBER 2023 •

BEST PRACTICE

WHY WELLNESS MATTERS Attendee wellness means more than scoring brownie points. Meetings unpacks some of these benefits and how to employ them.

he Global Wellness Institute (GWI, globalwellnessinstitute.org) defines the wellness economy as “industries that enable consumers to incorporate wellness activities and lifestyles into their daily lives.” In 2022, it estimated that, globally, this economy was worth $5.6 trillion (R103 trillion). Or, put another way, “the wellness economy represents 5.1% of total GDP, roughly 1 in every 20 ‘dollars’ spent by consumers worldwide is on wellness.” The importance of wellness to consumers was also highlighted in the McKinsey’s ‘Future of Wellness Survey’, which surveyed roughly 7 500 consumers in six countries (Brazil, China, Germany, Japan, the United Kingdom, and the United States) in August 2020. The findings show that 79% of respondents said they believed their wellness is important, and 42% consider it a top priority – a substantial increase in the prioritisation of wellness over the past few years.

this, guests are more likely to have a positive experience and return to future events. However, there is another reason for event planners to make their events more wellness focused; it affects how participants feel on the day. Drawing from his knowledge in studying the neuroscience of event design, Rudi van der Vyver, CEO at We Are Events & We Are Virtual, says, “The wrong menu or catering selection can have a negative effect on energy levels, ability to concentrate, and more.” Equally, poor lighting, stuffy rooms, long sessions without breaks – all of these can make it harder for participants to focus on the content that has been created for them.

WHAT TO DO TO PROMOTE WELLNESS Before we dive into ways to promote wellness, it’s useful to understand just what it means. GWI defines wellness as “the active pursuit of activities, choices and lifestyles that lead to a state of holistic health.” This means physical, mental, and even emotional wellbeing need to be considered. So, what can you do to promote holistic health? Ask your attendees what they want and need In terms of wellness, we all have different needs. In 2019, 4.74 million South Africans were recorded as suffering from a chronic illness

WHAT DOES THIS MEAN FOR THE EVENTS INDUSTRY? The data makes it apparent that most event attendees are seeking ways to promote their health and wellness daily. If an event can support

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#WELLNESSATEVENTS

TOP TIP The events industry

is a high-stress environment. Post-pandemic fallout has only exacerbated this, and the risk of burnout for those working in this space is at an all-time high. Remember to find ways to promote your own wellness and that of your team as much as possible. Photo credit: the forum (Statista), while Statistics SA reported on 2.87 million South Africans living with a disability in 2014. Meanwhile, Ben Truter, a clinical psychologist and clinical director of the Neurodiversity Centre based in Durbanville, was quoted this year as saying that 10-15% of our population have brains that experience the world differently and could be considered neurodivergent. Neurodivergence includes conditions such as autism, ADHD, dyslexia, and others. Neuro-inclusive events are a growing trend that Rudi highlights, which refers to events that are planned to be accessible, welcoming, and safe for neurodivergent and disabled attendees. This is an exciting and vast topic, which we will explore with a special feature in our Jan/Feb 2024 issue of Meetings, so please look out for it. However, the simple act of asking your event attendees during registration if they have any special needs and requirements – and doing your utmost to accommodate them – could create a huge wellness benefit for them.

Choose a healthy venue Another good starting point is to choose a healthy venue. the forum group of properties in South Africa – which includes the forum | the campus, the forum | alice lane, the forum |white light, the forum | embassy hill, the forum | hyde park and the kitchen l’antico giardino – are gold accredited Healthy Venues. Healthy Venues developed this global accreditation label with the World Obesity Federation, born out of frustration at the lack of healthy options for event planners to choose from. Christine Trimmer, the Healthy Venues founder, says, “As a professional event organiser, I

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couldn’t believe how difficult it was to find healthy options that weren’t much more expensive as unhealthy options on menus. I have lost count of how many times an apple was three times the price of a cookie!” Katlego Makhudu, marketing manager at the forum company, says, “Being accredited as a Healthy Venue is crucial to the forum company because it aligns with our core values of promoting health and wellbeing. It allows us to meet the expectations and preferences of health-conscious clients attending events and conferences.” To receive gold Healthy Venue status, Katlego explains that the properties have instituted various initiatives that create a health-conscious environment that benefits employees, clients, and event attendees. These include the following: Healthy menus: Designed with health in mind, these include options with reduced fat, sugar, and salt. Healthier eating habits are also encouraged by offering smaller portions of desserts and snacks. Sustainable food sourcing: Quality, local, and seasonal products from ethical suppliers are prioritised. Other sustainable actions – such as avoiding red-listed fish and seafood – are also upheld. Being active: Physical activity is promoted during events by providing access to outdoor spaces, garden courtyards, nature walking trails, golf courses, and – in the near future – a padel court. (Being outdoors also allows attendees get their daily dose of sunshine and the mental health benefits of being outdoors.) the forum company also encourages clients to make use of versatile spaces for their breakaway sessions. the forum is unique in having taken this path to accreditation, and locally event planners may

struggle to find venues that are so patently committed to promoting health and wellbeing. In these instances, Healthy Venues suggests including a wellness call to action for venues in event RfPs. Photo credit: the forum

MEETINGS l NOVEMBER/DECEMBER 2023 •

BEST PRACTICE Photo credit: the forum

HEALTHY MEETING STEPS The Healthy Venues programme recommends that event planners incorporate some (or all) of these steps into their events: • Promote active travel to and from event venue. • Provide a wellness experience for delegates (morning yoga / 5 km run / walk / meditation session); encourage people with health conditions or impairments to use every opportunity to increase their physical activity, include time in the event for attendees to get outside and get some exercise or a wellness commitment challenge at your event. • Create a space in the event for quiet time. • Always have fresh fruit or salad available as part of any meal. • Encourage exhibitors to offer only healthy food and beverage from their stands. • Offer only low-sugar or no-sugar drinks where drinks are served. • Ensure that at least half of all bread served is wholemeal / wholegrain. • Provide free drinking water on site. • Position salad and vegetables first in buffet lines and provide dressings and condiments separately to the dishes. • Signpost healthier items in the buffet line. • Ask the venue what health and wellbeing activities are in place for their staff, and invite any available venue staff to join for example a 5 km run to make your event inclusive. To find out more about Healthy Venues, please visit www.healthyvenues.org.

Embrace healthy catering As touched on above, what you serve to fuel your attendees can impact their wellness in the long term and on the day. See our Healthy meeting steps side bar for some great tips on how to cater more healthily. However, it’s also important to take any special dietary needs into account. Many people follow strict diets for health reasons, including chronic illnesses, allergies, and intolerances, while food preferences also need to be accommodated. Fortunately, most venues and catering companies have adapted their menus and offerings to meet most, if not all, of these requirements. Gone are the days of your choice being to eat or not to eat! Another interesting aspect of diet that has largely been overlooked until recently is what beverages to serve. Traditionally, events have embraced alcohol as a networking aide, but a growing trend is to be ‘sober curious’, where people forgo alcohol for personal or wellness reasons. Event planners can respond to this by providing mocktails and non-alcoholic alternatives, or even adaptogenic drinks which have health-boosting ingredients.

Structure your programme thoughtfully An event’s programme design is another critical contributor to delegates’ wellbeing and ability to get the most out of an event’s content,

notes Rudi. He says, “We often try to squeeze in too much information during sessions and thus keep sessions going for too long. There is a significant drop in delegate’s attention after 52 minutes. Thus, depending on your speaker and the amount of information relayed during a session, the suggestion would be to not go over 60 minutes for a single session before allowing some form of break.”

“The wrong menu or catering selection can have a negative effect on energy levels, ability to concentrate, and more.” He adds that these breaks do not mean the attendees need to leave the venue; “A break could also be an energising activity to get the audience refocused. This is a tactic often used by professional business strategy facilitators and thus proves the importance of having a professional MC or facilitator guiding or leading your event (as this allows you to keep your audience engaged and able to extract true value from your event).”

Another suggestion Rudi makes is to use gamification to drive physical activity. For example, a step tracker linked to an event app could turn movement into a competition with prizes as an incentive. “This is very effective during multi-day events with conference and exhibition elements. This creates a fun way to keep delegates active and the app can have a ‘live’ leaderboard to create a fun competition element to the physical activity,” he says. BRINGING IT ALL TOGETHER Rudi shares that there is a lot more that can be done to improve wellness at events, but the points in this article cover the main elements, all of which can be easily implemented into most events. Happily, most of these recommendations will not cost anything extra. It’s a solid case for embracing wellness principles at events. 4

32 • MEETINGS l NOVEMBER/DECEMBER 2023 www.theplannerguru.co.za

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TALKING POINTS

INDUSTRY VIEWS All about community

OH CANADA Sven Bossu shares the insights he gained at AIPC’s first event Canada Academy.

SVEN BOSSU is the CEO of the International Association of Convention Centres (AIPC).

t our first ever Canada Academy, we brought together 36 leaders from 15 Canadian convention centres. During the four-day training we shared insights on the specificities of the Canadian market and the similarities with the global community of convention centres. It turned out that despite a diversity in venues, the challenges faced are very similar. What stands out, however, is the level of collaboration and sharing of data. Together with our strategic partner, the Convention Centres of Canada (CCoC), AIPC organised the first ever Canada Academy. Of the 22 convention centres which are a member of CCoC, 15 sent one or more upcoming leaders to Toronto, where the training took place. It turned out that the diversity in venues can only be rivalled by the diversity of landscapes in this vast country. Canada is indeed the second largest country in the world, with a surface of 9.98 million km². At the same time, it ranks only 37th when it comes to population, with 40 million inhabitants. Just as a comparison: Belgium, my home country, has 11.5 million inhabitants on a surface of … 30 689 km². So, distance is a completely different concept in Canada.

These bottom-line figures are of course also impacted by rising cost. While overall inflation in Canada has dropped to 3.62% in 2023 (from 6.8% in 2022), Canadian food prices are still expected to go up by 7% this year. Once again, there’s no magic solution, but becoming more sustainable might have a positive impact. Local sourcing and going seasonal can reduce food cost without impacting the delegate experience.

THE BIGGEST CHALLENGES We started the training with an open question: what are the biggest challenges you face? The resulting avalanche of answers made it very clear: there are a number of hurdles to be taken before making it back to 2019 levels in terms of activity and P&L (profit and loss). Similar to venues across the globe, costs and labour are the biggest concerns. This was echoed during the CEO-panel debate we had on the first day. When asked what kept them awake at night, the answer was unanimous: burnout. The increase in demand, combined with a lack of staff, has resulted in an increase of pressure on the staff and consequently in staff turnover, which has more than tripled compared to the situation before the pandemic. There are no obvious answers to this, but one of the CEOs took the bold move to have a close look at event bookings and decided to drastically reduce the number of events hosted, focusing on those with the highest profitability. This allowed more “breathing time” for the teams, while impacting as little as possible on bottom-line figures.

COLLABORATIVE ADVOCACY The other thing which stood out is the joining of forces when it comes to advocacy. Nina Kressler, who is president and CEO of the Shaw Centre in Ottawa, played a pivotal role during the pandemic and explained how the Canadian event industry came together to make the case to allow events to take place, mainly by educating authorities on a local, provincial and federal level on the importance of the industry. Just as an illustration: business events have a CA$47 billion (R638.3 billion) impact, creating 242 000 direct jobs, with an average spend of CA$901 (R12 235) per delegate per event. What was striking for me is the fact that ‘Meetings Mean Business’ – as the alliance is called – is not asking for more money, but rather for more time for businesses to pay back their debt and a tailored approach to remove barriers to recovery and support initiatives which bring events to Canada. It was a great experience to meet so many Canadian colleagues but the key take-away for me was the level of collaboration to grow as a community. Truly impressive. 4

BENCHMARKING WITH TRANSPARENCY So, no surprises when it comes to the challenges. But the contrary was the case when it came to the sharing of data and bundling forces in the field of advocacy. All 22 venues which are part of CCoC committed to participating to a yearly benchmarking report, providing detailed information on HR & labour metrics, food & beverage, revenue & utilisation, operating costs & profitability, event bookings & profile. All this information is collected and processed by a third party (HLT Advisory) and turned into a report which is shared with the full CCoC community. As a result, venues of a similar size can compare each other’s revenues, expected performance, and much more. All in full transparency!

34 • MEETINGS l NOVEMBER/DECEMBER 2023 www.theplannerguru.co.za

#INDUSTRYINSIGHTS

INDUSTRY Entrepreneurs: the driving forces behind innovation and economic growth VIEWS Let’s celebrate MICE entrepreneurs

It’s Entrepreneur Month, so Devi Paulsen-Abbott is shining the light on two successful business event entrepreneurs to highlight the significant value they bring to the sector.

DEVI PAULSEN-ABBOTT is the chairperson of the Association of African Exhibition Organisers Organisers (AAXO).

rucial to Africa’s progress and economic expansion, small and medium-sized enterprises constitute 95% of all officially registered businesses and make a significant 50% contribution to the overall GDP of sub-Saharan nations. Despite entrepreneurs dominating the market, they encounter substantial challenges in their pursuit of growth and prosperity, extending beyond the conventional hindrance of securing financial resources. Addressing their needs and ability to reach their potential is essential to creating a prosperous Africa. In recognition of Entrepreneur Month, two AAXO members share their learnings to uplift future entrepreneurs of the MICE sector: ANGELIQUE SMITH, CEO OF EVENT SYNTHESIS INTERNATIONAL Angelique highlights that client scepticism toward young entrepreneurs represents a challenge that must be overcome. She recalls her experience when she launched her business in 2003, emphasising that she faced questions about her level of experience, especially upon entering the corporate sector. In response, she adopted a continuous learning approach, pursued qualifications, and actively engaged with

industry associations, committees, and networks to stay updated on the latest industry trends. “Problem-solving is a constant in entrepreneurship. From managing diverse client personalities to navigating unforeseen challenges like economic fluctuations, supply shortages, and last-minute changes, being solution-oriented, adaptable, and resilient is key to success in the MICE industry,” adds Smith, winner in the Tourism category at the 2022 Woman of Stature Global Awards hosted in Dubai. DAVID ASHDOWN, CEO OF VUKA GROUP David believes that entrepreneurship is characterised by taking risks, creativity, and problem-solving: “VUKA Group distinguishes itself through an entrepreneurial spirit that empowers the entire team. Our company culture emphasises empowerment, trust, and growth in the workplace by encouraging an entrepreneurial mindset and supporting individuals and teams to create and take risks in project management. The management team lead our organisation through an autonomous business unit structure that promotes ownership and decision-making with this principle being drawn down into the business.” 4

INDUSTRY VIEWS

Sustainability needs to be a part of your business culture

Sustainability as a mindset

Morwesi Ramonyai shares a two-step approach to embedding sustainability into your business.

P MORWESI RAMONYAI is the chairperson of the Event Greening Forum (EGF).

reparing to undertake a sustainability journey as an events service or product provider, like any other, is an involved process that is also constantly evolving. Every scenario is unique and very much dependent on the circumstances that prevail. Therefore, working with what one has is a good approach to adopt. Yet, what’s becoming clear is that hosting a green event cannot be divorced from practising sustainability as an organisation in the first place. Equally so, the companies that have an appreciation for sustainability tend to execute green events more easily and authentically. However, irrespective of the nature, size, or financial capacity of a company, the preparation for implementing sustainability is a holistic and dynamic process. It involves integrating environmentally, socially, and economically responsible practices into operations. A TWO-STEP APPROACH Two initial steps to consider in preparing for implementing sustainability effectively include defining your sustainability vision and goals by establishing a clear and inspiring vision for sustainability within your

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organisation, defining specific, measurable, and time-bound sustainability goals. This implies - the second step - that one should be prepared to integrate sustainability into decision-making, meaning that there should be an expectation to embed sustainability considerations into all aspects of the decision-making processes, thereby considering environmental, social, and economic factors when evaluating options and making choices. As an emerging and evolving practice, once an organisation pursues sustainability, it should not stop. There is no end point and the scope for improvement is always available. As the prevailing circumstances change, so do the strategies and plans to implement. It essentially becomes a lifestyle and culture of an organisation with some ups and downs along the way. Like the line in the song Hotel California: “You can check out anytime you like, but you can never leave.” If you need some support or resources in this process, please reach out to us at eventgreening.co.za. I wish you the wisdom to make the most sustainable choices and the courage to start over when you’ve failed! 4

MEETINGS l NOVEMBER/DECEMBER 2023 •

TALKING POINTS

INDUSTRY EXSA moving forward VIEWS EXSA has been on the move over the past few months, writes An update

Lee-Ann Alder, and has some exciting news to share.

I LEE-ANN ALDER is the association manager for the Exhibition and Event Association of Southern Africa (EXSA).

t’s not called crazy season for nothing. At EXSA we have been very busy… For the past five years, EXSA members have enjoyed our VAT benefit. We are exceptionally pleased to announce that SARS has renewed the VAT benefit for a further five years. This has been a team effort, and we are very grateful to Justin Hawes and Moses Nefale from Scan Display, and to Shane Ferguson, for guiding us through the process. Huge thanks also go to our treasurer, Ishmael Atanasi, for driving the process for EXSA. EXSA submits membership lists to SARS twice a year and when requested. The VAT ruling is an integral part of our benefit and offering. If you would like more information, please do not hesitate to contact me. OUR AWARDS ARE BACK! We are having an awards ceremony and conference on the 18 January 2024 to celebrate the amazing work our members have achieved over the past two years. Please watch our website and social media for collaborations and ways to enter your work. This will be the first awards since 2019 and we are thrilled to be able to bring it back.

EXSA AT EXPOS Once again, EXSA partnered with Specialised Exhibitions for Propak Cape Town. The exhibition was a huge success and the number of daily visitors bore testament to the value of the exhibition. As always, working with Emmanuel and his extraordinary team was a pleasure for both EXSA and all the contractors. Synergy Business Events asked EXSA for support for their inaugural Lifestyle and Music Exhibition. The concept and line up of top and upcoming local artists was visionary and will go from strength to strength. Congratulations to Sihle and her team, and thank you for treating me with such care. That is the joy of collaboration, reaching goals that are common among organisers and contractors and doing it together to ensure that we all have the same vision. 2024 MEMBERSHIP EXSA is open for renewal of membership and new applicants for 2024. If you would like more information on how to become a member and our benefits, please do not hesitate to contact me at info@exsa.co.za or visit our website www.exsa.co.za. 4

INDUSTRY Make meetings count in 2024 VIEWS Glenton de Kock shares the trends that are likely to make for more The tools for success

GLENTON DE KOCK is the CEO of the Southern African Association for the Conference Industry (SAACI).

effective and successful meetings and events in 2024 and beyond.

s an industry, our core purpose is to bring people together. Our ability to create meaningful connections, share knowledge, and foster collaboration is what sets us apart. 2024 is the year in which thoughtful planning for delegates, effective communication with stakeholders, and a focus on how we can best deliver for our clients in a personalised sustainable way may shape how we impact many spheres of the economy our industry serves. As an industry, we will continue to ensure that we make meetings count by considering the following trends: Embrace technology: The integration of technology will play a crucial role in meetings and events. This includes the use of event management platforms, mobile apps, virtual reality (VR), augmented reality (AR), and artificial intelligence (AI) to enhance engagement, networking, and overall event experience. Event planners, delegates, clients, and venues will benefit from the utilisation of collaborative tools and video conferencing to connect with remote team members. Leveraging interactive tools for real-time collaboration, such as virtual whiteboards or document-sharing platforms, may enhance the engagement between in-person and online participants. Sustainability considerations: The focus on

sustainability and environmentally friendly practices will continue to be a significant trend in meetings and events. Event organisers and venues will prioritise eco-friendly initiatives, such as reducing waste, implementing renewable energy sources, and promoting responsible practices. Discussions and implementation on how we as an industry play our part to reduce the environmental impact of travel will continue, as will the use of technology to minimise the need for printing and other wasteful practices. Personalisation and customisation: Attendees are seeking more personalised and tailored experiences that prioritise their wellbeing. Event organisers will need to consider incorporating wellness initiatives such as mindfulness sessions, healthy food options, fitness activities, and dedicated relaxation areas to promote the physical and mental wellbeing of participants. Leveraging technology and data to provide customised content networking opportunities and personalised activities as part of the agenda can enhance attendee satisfaction. Diversity and Inclusion: There will be a continued emphasis on diversity and inclusion across meetings and events. Organisers need to create inclusive environments, diverse speaker line-ups, and implement policies that promote equality and representation. 4

36 • MEETINGS l NOVEMBER/DECEMBER 2023 www.theplannerguru.co.za

#INDUSTRYINSIGHTS

INDUSTRY VIEWS In it together

Reflections on industry communication and relationship building Cheryl Norwood-Young reflects on how strong relationships between planners, venues, and vendors are fundamental to hosting successful events.

CHERYL NORWOOD-YOUNG

is the vice chairperson of the PCO Alliance Network.

s 2023 draws to a close, we naturally want to reflect on the year almost behind us, and we are excited and optimistic about the challenges and opportunities for the new year ahead. As I reflect on 2023, I would say that one of my biggest “talking points” in the event industry is service and relationships. Since the advent of Covid in 2020, and the resultant loss of businesses and jobs, we have lost many longstanding relationships with venue staff and suppliers. Our challenge has been building up relationships with new staff – many of whom lack the experience and knowledge that we have been used to. This takes time and patience – two commodities that we sorely lack when we are in a hurry to obtain quotations and service our clients. BUILDING PARTNERSHIPS Our suppliers become our “event partners” and without them we could not function. It is vitally important to have, and to nurture, these relationships. The key I believe is communication – clear and concise communication. We should extend courtesy and care with how we approach our venue staff and suppliers. I do also firmly believe in being part of our “service level” solution. By attending meetings and events which our vendors are hosting or will be attending, and inviting them to meet with us at our offices, we will build up great relationships again. Really spend the time getting to know them. This will have a knock-on effect right down to the event staff that we speak to on a daily basis. Let us reflect on the benefits of strong supplier relationships:

Improved efficiency: When we align correctly with our venues and suppliers, our workload is shared and delegated as quickly as possible, and our own staff are more efficient. Cost-effective solutions: If we have good relationships we can so often negotiate with our venues and suppliers to offer a better deal or price point. Innovation: So often our venues and suppliers can suggest event elements, activities, or add-ons that we may not have thought of. These could be the catalyst to a remarkable and different offering for our clients. Contingency planning: when things go wrong, as they sometimes do and are out of our control, our venues and suppliers come to the fore for us in solving difficult problems. For example, we have all experienced the nightmare of numbers of delegates either increasing substantially or decreasing substantially and the booked venue becomes too small or too large. A solid relationship with the venue manager will see your event moved to a size-appropriate venue quickly – if this is possible. Another example is when a client requires an audio-visual component that was not requested, on the morning of the event. Your solid relationship with your AV company will result in sorting this out as seamlessly as possible. There are dozens of examples of “when things go wrong” … I urge each sector of our industry to spend time becoming really aligned with one another, offering assistance when and how they can (as in training and mentorships), and understanding that all our successes are reliant on the best relationships that we can forge with one another. 4

wait wait we are not done yet........ Before we all head off on our seperate ways for the festive season we would like to thank each of our associations, partners, advertisers, subscribers, readers etc for the overwhelming support in our new journey. We look forward to a very successful 2024 and working with you in the new year! We at 4Mal Media & Meetings magazine would like to wish you a very Merry festive season and a Happy New Year!

PLEASE BE SAFE ON YOUR TRAVELS AND SEE YOU IN THE NEW YEAR! www.theplannerguru.co.za

MEETINGS l NOVEMBER/DECEMBER 2023 •

TALKING POINTS

INDUSTRY Bridging the gap between industry and academia Kevan Jones shares news about the new CEPA academic patronage programme, and VIEWS Creating work-ready youth

KEVAN JONES is the executive director of the Southern African Communications Industries Association (SACIA).

how it will help young graduates successfully enter the events industry profession.

very year around this time, roughly a thousand fresh-faced graduates from across the country will have completed their studies and will be looking to secure employment in the events industry. They are young, enthusiastic, and full of potential, and they are seemingly entering the events industry at a time when their skills are required. The universities and higher education institutes from which they graduate are confident they have provided their graduates with the skills and knowledge needed by industry. And yet, consistently, these hopeful youngsters battle to secure employment, with potential employers lamenting the fact that they’re not “work-ready”. There’s a complete mismatch between the perceptions of the training providers and future employers, and in that gap, the hopes of our young graduates are crushed. CEPA’S ACADEMIC PATRONAGE PROGRAMME To address this mismatch, CEPA has launched an academic patronage programme that will bring final-year students into their student council, where they will be supported with an annual online conference explicitly aimed at students pursuing a career in events management. CEPA members are encouraged to participate in a review of the academic curriculum through the Academic Advisory Committees offered by the universities, and, where necessary, to provide work-integrated learning (WIL) opportunities for students looking to gain work experience. The

CEPA competency matrix will be streamlined into the academic curriculum of qualifying Universities, and students can write the qualifying exam for the Certified Event Associate designation as an integral component of their educational activities. Students who graduate and pass the qualifying exam will be inducted into the SACIA Young Professionals Forum – a grouping of young professionals who have completed the academic requirements for a professional designation but lack the relevant work experience to qualify immediately. Within the Forum, work activities will be tracked. Once graduates have built up the necessary work experience, they will be invited to apply for a professional designation without needing to rewrite the qualifying examination. Members of the Forum will be able to demonstrate to employers that they have a fundamental knowledge of all the competencies required to work in events management, and again, CEPA will attempt to assist them in securing jobs in the events industry. There is no cost for the students or young graduates until they are ready to apply for a designation. Therefore, it is a three-way win for the universities, students, and employers. The academic patronage programme has been well received by universities. With a planned launch to coincide with the 2024 academic year, more than half-a-dozen universities have pledged their support to this much-needed initiative. 4

READ + CLICK + EARN CPD points Meetings magazine has partnered with the Southern African Communications Industries Association (SACIA) to offer Continuing Professional Development (CPD) credits for those seeking to maintain their professional designation with SACIA. If that’s you, after reading this issue, please head on over to theplannerguru.co.za and click on the ‘EARN CPD POINTS’ tab to take a short survey and earn one CPD credit. For information on event management designations, visit sacia.org.za/event_management. To subscribe (for free!) to Meetings magazine so you don’t ever miss an issue (or the opportunity to earn CPD points), visit theplannerguru.co.za.

38 • MEETINGS l NOVEMBER/DECEMBER 2023 www.theplannerguru.co.za

#INDUSTRYINSIGHTS

INDUSTRY A look at the latest incentive travel trends VIEWS Tes Proos shares some insights taken from the latest Incentive Travel Selling soft powers

Index report, including the increasing value of ‘soft powers’ that incentive programmes can deliver.

TES PROOS is president of the African Chapter of the Society for Incentive Travel Excellence (SITE).

he Foundation of the Society for Incentive Travel Excellence (SITE Foundation) and the Incentive Research Foundation (IRF) released their sixth Incentive Travel Index (ITI) report in mid-October. Undertaken in partnership with Oxford Economics, the annual report draws on surveys collected from more than 2 400 incentive travel professionals around the world, including corporate end users, third party agencies, DMCs, destination suppliers, and DMOs. The report shares that, overall, the incentive travel industry is going from strength to strength, and its growth is projected through 2025 for both the number of people participating in incentive trips as well as the per-person spend. However, it’s not all sunshine, as the industry is dealing with several challenges. Concerns around cost are higher than previous studies, while global geo-political, economic, and environmental factors have resulted in a more cautious outlook. THE GROWING VALUE OF ‘SOFT POWERS’ An interesting finding that stands out is the shift in motivation for engaging in incentive travel programmes. Hard power benefits, such as increased sales and market

INDUSTRY VIEWS Introducing TEBCO-SA

BHEKI “MA EVENTS” TWALA is the president and executive director of the Township Events Business Council SA (TEBCO-SA).

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share, have traditionally been the main reason companies embark on these programmes. Hard power benefits are still a key driver and are the most cited reason for using incentive travel (with 36% of buyers selecting this answer). However, a growing number now see ‘soft’ power benefits as increasingly important. Soft power benefits include things such as company culture, engagement, and relationships, and 24% of buyers cited this as their reason for using incentive travel, while a further 30% of buyers indicated that ‘hard power’, ‘soft power’ and ‘knowledge transfer’ are all important. The growing importance of soft power benefits can likely be chalked up to an increasingly dispersed workforce, which means incentive travel has an even more important role than ever before building engagement and company culture. Ultimately, this broadening appreciation of what incentive travel programmes can deliver is good news for the professionals working in this space. Not only does it reaffirm what we already knew, but it is ensuring our industry’s future outlook is a positive one. To download your free copy of the ITI report, visit www.incentiveindex.com. 4

Supporting the township events industry Bheki Twala introduces the Township Events Business Council SA, which recently partnered with 4Mal Media.

he Township Events Business Council SA (TEBCO-SA) was founded in 2018, in response to the distinct challenges faced by South Africa’s township business events sector. Its primary objective is to instigate transformation and foster industry development by providing essential resources to uphold values and standards. The township events industry forms part of, and contributes meaningfully to, the growth and development of township economy. It is also one of the major contributors to our local townships’ tourism and hospitality sectors, which in turn impacts GDP. This is also key because events have huge potential to create jobs and limit the social ills in communities. Township events play a massive and critical role in growing townships as tourism destinations of choice for both local and international business and leisure tourists. TEBCO-SA has a strong focus on empowering stakeholders and creating sustainable solutions for the industry, playing a role in driving the

establishment of structures such as industry chambers and councils, starting with South Africa’s largest township, Soweto. TEBCO-SA’s Soweto Chapter, known as SOBEC, has been very active, and has helped launch many notable events and grown the local industry to where it is today. COLLABORATION TO ADDRESS COMMON ISSUES TEBCO-SA collaborates with various authorities and stakeholders to address common issues in the business events industry. For example, it is a member of the SA Event Council, while SOBEC works closely with the Gauteng Tourism Authority (GTA), Gauteng Economic Department, Gauteng Department of Sports Arts Culture & Heritage, Gauteng industry stakeholders, organisations, and agencies on matters common to all segments of the business events industry. Our vision for TEBCO-SA is to grow and preserve the industry for generations to come and to change the face and narrative of our townships.

MEETINGS l NOVEMBER/DECEMBER 2023 •

I N D U SOTNRLY Y L#EEGVEENNGTSP R O F S

A GOLF CART ODYSSEY

Natasha Heiberg is a freelance marketing manager, but prior to this she was a senior trade marketing manager at Specialised Exhibitions. Here she shares a story from her days at Specialised, working at Electra Mining Africa.

n the vibrant hustle and bustle of one of the previous editions of Electra Mining Africa, where thousands of visitors surged to the Johannesburg Expo Centre over five exhilarating days, my role as a marketing manager transcended its defined boundaries. Alongside my colleague, Keraysha Pillay, also a marketing manager, we found ourselves orchestrating the intricacies of registration and an unexpected adventure in customer care. Navigating the expansive terrain of the Johannesburg Expo Centre required using a golf cart, our trusty steed, to swiftly get around. During one such cart expedition, Keraysha and I stumbled upon an elderly gentleman. He had found himself lost in the labyrinth of the venue. His quest to locate his parked car had transformed into a bewildering journey of forgetfulness. Understanding the gravity of the situation, Keraysha and I decided to embark on a goodwill mission. Guiding our golf cart through the bustling crowds, we accompanied the gentleman to each registration point, hoping that the familiar sights might spark a recollection. Each attempt proved futile.

DATA ANALYTICS TO THE RESCUE! Undeterred, we turned to our allies in the registration team, hoping their data could provide the missing link. In event management operations, the specifics of entry gates and their corresponding areas weren’t readily available in our usual data streams. However, recognising the situation’s urgency, we approached the registration data specialist. The data specialist delved into the system’s depths with a few keystrokes. We waited with bated breath... And then, like a beacon in the digital fog, the answer emerged; Gate 1! A surge of relief swept over us as we realised we had a starting point. Fortified with this newfound knowledge, albeit an hour into the quest, we revved up our golf cart engines and set the course for the designated area. The security team, now armed with a narroweddown location, mobilised to assist in the final leg of the journey. As we zipped through the venue, the anticipation heightened. The winding path eventually led us to the elusive car. With gratitude etched on his face, the elderly gentleman expressed his sincere thanks for the collaborative effort that was a little out of

the norm of our conventional roles. The ordeal, though unexpected, had transformed into a shared victory. As he drove away, the echoes of appreciation lingered in the air, a testament to the extraordinary moments born out of our commitment to the visitor experience. This unexpected escapade became a thread woven with camaraderie, problem-solving, and the spirit of going above and beyond that is typical of those working in the events industry. The memory of that day also remains a poignant reminder for me that, sometimes, the most memorable stories emerge when we venture beyond the scripted roles and focus on human connection. 4

Have a story to share? Funny, bizarre or just downright extreme, please share your #eventprof stories with us and our readers by sending them to editor@4mal.co.za.

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MEETINGS l NOVEMBER/DECEMBER 2023 •

10 – 12 April 2024, CTICC

years of

AFRICA Celebrating a decade of tourism industry success

From 10-12 April, The City of Cape Town hosts WTM Africa for it’s 10th edition. The event is Africa’s leading and only B2B exhibition for both inbound and outbound travel and tourism markets, presenting a diverse range of destinations and industry sectors to travel professionals across the globe. Through its industry networks, global reach, and regional focus, WTM Africa creates personal and business opportunities providing our customers with quality contracts, content, and communities.

HOST CITY:

BUILT BY:

WHY VISIT? • • • • • • • • • • • • •

One-on-one meetings Speed networking International media Content sessions Engaging workshops Associations and media partners Ministerial round table Networking events & experiences Hosted buyer program Annual Trend report Cutting-edge systems & platforms Product launches Sister suite of niche events

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MEMBER OF:

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