Meetings September October 2023

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SEPTEMBER OCTOBER 2023 • Issue 108

REDISCOVER ANEW’S EXCEPTIONAL GROWTH AND OFFERING

Inspiration and ideas for a remarkable year-end celebration

Destination feature: Bush, Beach + Berg

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ISSN 1684-9264

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SEPTEMBER OCTOBER 2023

CONTENTS The Planner

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The Planner is growing its footprint – connect with us today! the-planner-guru

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06 COVER STORY: FEEL LIKE FAMILY, WITH ANEW ANEW Hotels & Resorts has boldly stood out for its rapid expansion during a time (Covid) when most hospitality businesses were struggling to simply keep going. Curious to know more about the group’s exceptional growth, Meetings caught up with CEO, Clinton Armour.

08 BEST PRACTICE: BUILDING YOUR BEST EVENT LEGACY Every event deserves a great legacy. But what does this mean, and how do you achieve it? Find out how the experts answer these questions, and more.

12 DESTINATIONS: BEACH, BUSH & BERG Meetings explores the opportunities of these locations, from a local MICE perspective.

17 MEETING SPACES: MICE on the move The benefits of hosting events at sea

20 FOCUS: THE EVENT PROFS GUIDE TO CRAFTING UNFORGETTABLE YEAR-END CELEBRATIONS

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Whether you’re only just starting to plan your year-end event or are looking for some fantastic finishing touches, we have you covered!

YEAR-END VENUE SHOWCASE

26 ANEW Hotels & Resorts 36 The Marriott Melrose Arch Collection of Hotels BEST PRACTICES CHECKLIST 40 For party planning perfection

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Check out our downloadable checklist on page 40

TALKING POINTS 43 AIPC 44 AAXO & EGF 45 EXSA & PCO Alliance 46 SAACI & SITE AFRICA 47 SACIA

REGULARS 03 Ed’s comment 04 Tidbits 42 Event Diaries 48 Only #eventprofs

MEETINGS l SEPTEMBER/OCTOBER 2023 •

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ED’S LETTER

Managing Editor Pippa Naude (editor@4mal.co.za) Design Antois-Leigh Nepgen Contributors Ellen Oosthuizen, Gary Corin,

Glenton de Kock, Kevan Jones, Lee-Ann Alder, Morwesi Ramonyai, Sven Bossu, Tes Proos Production Antois-Leigh Nepgen Sales Account Manager Vanessa Bisschoff Advertising

Vanessa Bisschoff +27 (0)84 805 6752 |vanessa@4mal.co.za

AND WE’RE BACK…!

PUBLISHED BY

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 SEPTEMBER OCTOBER 2023 © Copyright 2023.

All rights reserved. www.theplannerguru.co.za SUBSCRIPTION R330.00 per annum (incl. VAT) | 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.

MEMBER OF

IN COLLABORATION WITH

Meetings has found a new home, with 4Mal Media Management.

W

hen Novus Print, owners of 3S Media, decided to divest all of their magazine titles earlier this year, Meetings was suddenly up for grabs.

It was a sobering moment, as we had to consider there was a chance that the title wouldn’t find a buyer and would be forced to close after more than 20 years serving the local MICE community.

Fortunately, 4Mal Media Management successfully took ownership of the brand on 31 July, enabling it to continue ‘business as usual’. This is no small adventure. 4Mal is owned and directed by three individuals, Antois-leigh Nepgen, Belinda Siegruhn & Steve Siegruhn, who are passionate about seeing the Meetings stable succeed – two of whom worked on the publication for many years prior to taking it over.

Antois-Leigh Negpen is one of these pastemployees, now-owners. She says, “When 3S Media bought over the SA Conference and Meetings SA brand, it was love at first sight. What makes the MICE sector so exciting for me is the people. Their love for events, their venues, the services they offer... I love the vibe and passion of this industry, and the incredible commitment everyone has in delivering only the best. I am proud to be a part of it, and to be able to carry the Meetings brand forward for this sector.”

And so here we are, with our very first issue under the 4Mal Media Management banner!

WE NEED YOU, AND WE THINK YOU NEED US TOO… As you browse the pages that follow, I’d also like to draw your attention to the incredible support we have been honoured to receive

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from our industry. All South Africa’s key business event industry associations and one global one (AIPC) have partnered with the Meetings brand, while our advertisers include several powerhouse brands. It’s because of their support that we are (quite literally) able to do what we do – to deliver content that informs, educates and (hopefully) inspires our local MICE community.

And, so, I’d also like to take this pportunity to ask you, dear reader, to consider the ways you can support us, too. Perhaps you can advertise – we have competitive rates as well as special packages that we have created for small businesses looking to grow their brand. Or maybe you can contribute your insights and opinions in an editorial feature, or even just mail me (at editor@4mal.co.za) to suggest a story you feel we need to cover. Why not share the link to this mag to your colleagues and marketing clients, and suggest they subscribe to it too?

If you see value in what we do, we hope you’ll consider taking some of these actions.

Because what you do counts for us, and we are really trying to make sure that what we do counts for you too.

Here’s to the future of SA’s MICE!

Pippa MEETINGS l SEPTEMBER/OCTOBER 2023 •

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TBCSA CONCLUDES SUCCESSFUL 2023 LEADERSHIP CONFERENCE The Tourism Business Council of South Africa (TBCSA) hosted its second Leadership Conference at Sun City from 6-8 September 2023. The event brought together stakeholders from the public and private sectors, as well as dignitaries, guests, and delegates who are contributors to the local and global tourism industry value chain.

One of the conference highlights was an update from Minister Dr Aaron Motsoaledi on the TBCSA’s collaboration with the Department of Home Affairs to create an efficient automated world-class e-visa system. Its implementation is currently underway, and the system will prioritise access of travellers from South Africa’s key source markets.

Other areas that the TBCSA is working on with Government, and gave feedback on, include: • Expediting the issuing of tourism vehicle operating licenses with the National Department of Transport.

• Promoting tourism safety. Part of this strategy has led to the release of a new tourist safety app, SECURA, while the Department of Tourism has also set aside R174 million for this financial year for the deployment of tourism monitors in key local tourism spots.

• A national air access initiative is in full swing to find ways to better connect the county’s major airports with smaller ones.

Go to the TBCSA YouTube channel to catch the conference highlights: www.youtube.com/@tbcsa 4

Cape Town Helicopters is now delivering an enhanced way to explore the Cape in style On 31 August 2023, Cape Town Helicopters, part of the Explore Collection, unveiled a new hangar and products at the iconic V&A Waterfront Heliport in Cape Town. These upgrades promise a new dimension of adventure and luxury travel in the Cape, enabling guests to explore the area’s natural beauty and attractions from a fresh perspective, with speed and ease.

From helicopter wine safaris in the winelands (with tours and tastings at leading wineries such as: Muratie, Hartenberg, Cavalli, Creation, Babylonstoren, Klein Goederust and Almenkerk), to adventure tours incorporating shark cage diving, scenic tours of beaches and mountain ranges coupled with gourmet picnics, or serene ocean cruises, the various packages offer new and seamless ways to explore the region, which are immersive, exciting and unusual. 4

FlySafair’s launches new Southern Africa routes FlySafair is now flying to Harare, Livingstone, Victoria Falls and Maputo. This expansion doesn’t only offer South African travellers’ greater convenience; it also promises to make these bucket list destinations more affordable.

Kirby Gordon, FlySafair’s Chief Marketing Officer, says, “The reality is that any additional capacity to a route will mean a shift of the supply curve outward resulting in a lower price-point and more seats being sold. The big question is how steep that demand curve is. We need to understand how many more customers we will be able to attract with the lower price points and if there will be enough to actually sustain the operations and at reasonable price points. But affordable, on-time, and hassle free is our formula and we’ll want to apply it here too.” 4

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#SANCB

Meetings’ must-know minutiae

PATRICIA DE LILLE SIGNS A LANDMARK MOU WITH AIRBNB TO DRIVE TOURISM GROWTH The Department of Tourism and Airbnb have signed a Memorandum of Understanding (MoU) which will see the two parties work closely to advance tourism services aimed at growing tourism in South Africa and creating more jobs in the sector.

In terms of the MoU, Airbnb will collaborate with the Ministry of Tourism through: A national database for short term rentals in South Africa which willprovide Government with transparency into the short-term rental market. Other best practice standards will also be shared, to better support the short-term market locally.

The Airbnb Entrepreneurship Academy will focus on spreading skills development and the benefits of tourism to historically disadvantaged individuals, thus lowering barriers of entry into the sector.

Government will have access to tourism insights through an exclusive portal built

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for it. Mutual knowledge sharing and insights will also be shared here.

The two parties will collaborate at the Airbnb Africa Travel Summit, an event that brings together influencers, innovators and change makers to discuss how to utilise technology to drive a more inclusive and sustainable travel future in Africa.

“As government, if we want to significantly grow tourism and its contribution to the economy and job creation, collaboration with the private sector is vital. We are delighted to be the first African Ministry of Tourism to sign a collaborative MoU with a successful global company such as Airbnb,” Minister Patricia de Lille said. 4

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MEET THE NEW CEPA COUNCIL Congratulations to newly elected members of the Council of Event Professionals Africa (CEPA), a special interest group within the Southern African Communications Industries Association (SACIA), which seeks to professionalise the live events industry.

The Council members are: • Rudi van der Vyver (Chair) • Mulemwa Moongwa (Vice Chair) • Chad Botha • Glenn van Eck • Dr Lisa Welthagen We wish them well in their two-year term! 4

Image courtesy of The Blades Country Hotel, Kameeldrift, Tshwane, Gauteng

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.

www.theplannerguru.co.za info@hospitalityjunxtion.co.za

Passionately Promoting Hotels, Lodges & Event Services MEETINGS l SEPTEMBER/OCTOBER 2023 • 5

COVER STORY

Feel like family, with ANEW ANEW Hotels & Resorts has boldly stood out for its rapid expansion during a time (Covid) when most hospitality businesses were struggling to simply keep going. Curious to know more about the group’s exceptional growth, Meetings caught up with the CEO, Clinton Armour.

C

linton Armour shares that his entry into the hospitality industry was largely a happy accident. His family worked in timber and dairy farming in KwaZulu-Natal before acquiring an old roadhouse motel near Harding in the 1980s. This allowed him a rich learning experience of the hospitality trade.

Clinton says, “My father allowed me to learn through doing. I had a lot of freedom to make decisions and gain hands-on experience right off the bat, which is essentially the best way to learn how to run a business. I believe that’s how I learned to become the businessman I am today.”

He adds that through this experience, he discovered his passion for the hospitality sector, and he eagerly took over the family business as soon as he was able to.

THE ANEW BRAND IS BORN In 2014, Clinton decided to transform the family motel into a comfortable, mid-level hotel, the Ingeli Forest Resort. The project was a success, and proved he had a natural talent to reimagine and revitalise existing establishments.

Next, in partnership with a business associate, Clinton acquired the Protea Hotel in Hluhluwe in 2016. The hotel underwent an extensive refurbishment, adding a five-star self-catering lodge to its existing three-star offering.

It was during this period that Clinton realised he needed to create a new brand identity for the upgraded properties. Shortly afterward, ANEW Hotels & Resorts was born.

AND THEN, A PANDEMIC Clinton admits that the Covid-19 pandemic posed serious challenges for the business, but he also believes it created opportunities which he was able to leverage. This led to the ANEW portfolio’s growth from three properties in March 2020 to an astounding 16 properties by May 2023.

How did he do this, you ask? “I believe that making informed business decisions requires a delicate balance of calculated risk-taking and a deep understanding of the market landscape. I did my homework, but I admit I have also been fortunate in that these risks have paid off,” he says simply.

FAMILY FIRST Another key reason the ANEW brand has thrived during hard times, adds Clinton, is because it is a family business, and the staff are his second family.

He explains that this approach to doing business is one he learned from his father; “What stood out most for me and what made my father so successful was how he dealt with people. As a businessman, he was fair, responsible, upfront, honest and transparent. People enjoyed working with him.”

Clinton strives to emulate his father in this way, and shares that the HITEC values (Honour, Integrity, Teamwork, Excellence, and Courage) are central to how his company operates.

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#ANEWHOTELS&RESORTS ANEW FAST FACTS •The ANEW portfolio has 16 properties, with its 17th addition coming soon.

•ANEW properties can be found in five provinces: Gauteng, KwaZulu-Natal, Mpumalanga, the North West and Western Cape.

AWARDS AND ACCOLADES

•All ANEW hotels offer venues ideal for a wide array of memorable events, from conferences, seminars and team buildings to corporate celebrations, weddings and more.

•Runner-up in the Best Tourism Business of the Year (2022) Zululand Chamber of Commerce and Industry •Runner-up in the Employer of the Year (2022) - Zululand Chamber of Commerce and Industry •The Inspiration Awards (2022 & 2023) - Africa’s Travel Indaba

Today, he also aims to give the ANEW staff similar freedoms and responsibilities as his father gave him, so they can grow and advance themselves. It’s something they relish, and which gives them the drive and determination to give their all to the company.

It’s no wonder, then, why among the ANEW staff you will find many self-starters such as Ozwane Mahlangu. Now operating as the General Manager of ANEW Hotel Capital in Pretoria, Ozwane started her career as a domestic worker. Through hard work and grit over several decades, she completed her education and successfully worked her way into her current role.

Another staff member, Sadira Nayager, General Manager of ANEW Hotel Hilton Pietermartizburg, sums up the effect of being treated as family when she says, “My success has resulted from the fact that working for ANEW Hotels & Resorts is so much more than just a job for me. One thing about this company is that you matter. We are cared for.

And I have learned that if your staff is taken care of, they’ll give guests 110%.’’ 4

•A range of capacities is available across ANEW’s varied properties, from intimate meetings and events for small teams to the group’s flagship property, ANEW Resort Hunters Rest, which boasts 10 venues and an array of outdoor and indoor event spaces which can collectively host up to 1 370 delegates.

•Each property has its own unique advantages, from well-appointed and comfortable conference and meeting rooms to roof tops with breathtaking views, lush gardens, and prime beachfront real estate.

•The ANEW brand is synonymous with adaptability, which is why new advancements are being introduced all the time. Take the ANEW Hotel Green Point, and its 76 expertly designed and environmentally conscious hotel rooms. The hotel has also adopted several digital tools for guest convenience, such as digital ‘do not disturb’ signs and laundry service consoles.

anewhotels.com

anewhotels

anew-hotels

anewhotels

+27 (0)10 007 0000

reservations@anewhotels.co.za

BEST PRACTICE

legacy Every event deserves a great legacy. But what does this mean, and how do you achieve it?

Meetings finds out more.

Three aspects stand out when we talk about event legacy: #1 An event’s legacy refers to its impacts across time – not just the immediate ones that happen during the event, but ongoing impacts that can happen afterwards, or even before the event takes place. #2 It also includes impacts that indirectly relate to the event itself. For example, the cultural, environmental and broader economic impacts of an event are part of its legacy. #3 Legacy implies a lasting and positive impact.

With these three aspects of event legacy in mind, what should event planners do to ensure their events have the best possible outcomes – and the best possible legacy?

START WITH THE ‘WHY?’ Helen Brewer, director of The MICE Academy, advises that first and foremost planners need to keep the purpose of an event firmly in mind; “Irrespective of capacity or type, all events are expensive to undertake, hence serious consideration needs to be given as to why the event is being held plus what the intended outcomes are.”

“Avoid putting the cart before the horse. No attempt should be made to ensure a ‘pretty’ event (logistics) until all the reasons are put in place,” she adds.

Angelique Smith, owner of Event Synthesis, reiterates this point, saying “Start with why. Why do you want to run the event, what is its purpose, who is the target market, where would it be hosted and how will it be structured? Once you have the answers then you can start to piece the puzzle together to create the bigger picture of who will be involved and what

kind of an impact you want to make.”

Having a clearly defined event objective is the foundation every event needs to establish itself with. From here, a strong legacy can be developed.

BEYOND YOUR EVENT There are many noteworthy examples of where, once an event’s key purpose was satisfied, the organisers were motivated to adapt their strategy to maximise other benefits their event was well positioned to deliver. A striking one is the 2010 FIFA World Cup, which saw the development of infrastructure with a view to how it could benefit society in the long-term.

Arguably, Nelson Mandela’s 100th birthday celebration can also be credited with raising awareness about Mandela’s values, principles and life, which has had a positive social impact on South African society.

Countless other examples exist, such as adopting a CSI initiative or enabling youth and small businesses to get involved with an event, to setting a zero waste or zero carbon target.

Rudi van der Vyver, the CEO of We Are Events and We Are Virtual, endorses this big picture approach to event planning, saying, “The legacy of your event is not just about the short-term success of a single occasion; it’s about creating a lasting and meaningful impact that benefits individuals, organisations, and communities over an extended period. It aligns with values such as sustainability, responsible citizenship, and long-term vision, which can help your event and your organisation/client thrive in the long run.”

THE RAND SHOW: A CASE IN POINT Craig Newman, group chief executive officer of GL Events South Africa, agrees. Having been involved in the Rand Show, which has been running for over 125 years, Craig speaks from experience when he says, “Considering the legacy of events is essential because it extends the reach and influence of the event far beyond its immediate timeframe. It allows events to become catalysts for positive change in economic, cultural, environmental, and social dimensions, benefiting not only the host community but also organisers, sponsors, and participants. A well-planned event legacy demonstrates a commitment to creating a sustainable and lasting impact.”

He adds, “Rand Show as our legacy event is a proper cohesion between organiser, service providers and exhibitors. The show continues to be South Africa’s best day out – attracting over 20 000 visitors. This show has been key in growing the local economy by creating multiple opportunities for local businesses and small enterprises, enriching the diverse cultures we have in the region thereby fostering a sense of pride and Identity, and improving on the environment around our host community by using sustainable measures to reduce environmental impact.”

LEGACY BENEFITS While many of the benefits of an event’s legacy may seem altruistic – such as economic stimulus, community engagement, educational opportunities, sustainability, and a positive

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#EVENTLEGACY

HELEN BREWER, DIRECTOR OF THE MICE ACADEMY

ANGELIQUE SMITH, OWNER OF EVENT SYNTHESIS

MEET THE EXPERTS RUDI VAN DER VYVER, THE CEO OF WE ARE EVENTS AND WE ARE VIRTUAL

cultural and social impact – these all ultimately benefit the event, by bolstering its reputation and increasing loyalty and support for future events or campaigns, notes Rudi.

To this, Angelique adds that going above and beyond the basic scope of an event year-on-year also ensures her business remains a preferred supplier with clients; “They take comfort in knowing that their expectations are consistently being met and more often exceeded.”

TAKING A LONG-TERM VIEW However, considering an event’s broader impact in the world can feel daunting, as it removes a clearly defined line on where your responsibility as an event planner ends. But Rudi says it is more about shifting your mindset to consider long-term impacts over short-term gains.

“Remember that building a positive event legacy is a continuous journey that requires planning, dedication and a commitment to making a meaningful and lasting impact on people (be it individuals, organisations or communities). By focusing on purpose, long-term goals, and the well-being of your stakeholders, you can create a legacy that endures and inspires,” he says.

MEASURING YOUR SUCCESS On Rudi’s last point, a common question is how then do you measure the success of your event’s legacy? This can be tricky, agrees Helen, as, “The event is not over after everyone has gone home.

It is likely that the event outcomes may take up to a year to finalise and confirm that the finances were indeed well spent.”

Here it is vital that you assess whether your event achieved its objective, and the reason it was held in the first place. But it can be a little trickier when it comes to measuring your event’s broader impacts. What then?

“Whether cultural, environmental or economic – each of these three important aspects must have methods of measuring at the outset (statistical) in order to prove a legacy has indeed been achieved,” says Helen.

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CRAIG NEWMAN, GROUP CHIEF EXECUTIVE OFFICER OF GL EVENTS SOUTH AFRICA

STEPS TO BUILDING AN EVENT LEGACY

Craig shares these four critical steps to consider when building an event legacy: Set Clear Objectives: Clearly articulate the goals and 1 objectives of your event, including the intended legacy.

What economic, cultural, environmental or social impact do you hope to achieve?

Sustainability Planning: Develop a comprehensive 2 sustainability plan. Look for ways to reduce your event’s energy and water use, as well as waste output and carbon footprint.

Legacy Initiatives: Identify specific legacy initiatives that 3 align with your event’s goals. Ideally these benefits should be conferred to the community living where your event is held.

Partnerships and Sponsorships: Seek partnerships with 4 organisations and sponsors that share your vision for the event’s legacy. Collaborate with entities that can provide resources and expertise.

Craig also recommends a research-based approach; “A comprehensive assessment of key indicators – such as economic, cultural, environmental, and social – often conducted through surveys, interviews, post show reports, and ongoing monitoring, help in determining whether the event has indeed left a strong and positive legacy. It’s essential to engage with the community and involve all relevant stakeholders

in this evaluation process to ensure its accuracy and effectiveness.”

In conclusion, Craig stresses that building a lasting event legacy requires commitment, collaboration, and a genuine desire to make a positive impact on the community and the broader world. Without these in place, any legacy aspirations are likely to fall short or, worse yet, distract you from your event’s key purpose. 4 MEETINGS l SEPTEMBER/OCTOBER 2023 •

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VENUE SPOTLIGHT

SCIENTIFIC & EDUCATIONAL EVENT CAPITAL OF SOUTH AFRICA

The CSIR ICC is perfectly positioned to host knowledge-based business events given its location in South Africa’s knowledge hub, the city of Tshwane, with its high concentration of research and academic institutions.

T

he CSIR International Convention Centre (CSIR ICC) offers superb facilities and quality service with conference, function, and exhibition venues that can accommodate events of 500 to a small group of 10 delegates or guests, or groups as large as 1 000. Flexibility, service excellence, and professionalism are key to what the CSIR ICC offers its clients.

THE SCIENCE CAPITAL OF SOUTH AFRICA “The City of Tshwane is one of the biggest diplomatic capitals of the world, with a whole range of countries and international organisations represented here, but crucially the City of Tshwane is also the science capital of South Africa,” says Daan Du Toit, the deputy director general of the Department of Science and Innovation.

He adds, “The research and innovation produced here in the City of Tshwane, whether in our universities, in our public-funded organisations, or the private sector, responds to the key societal challenges we as a globe face, the type of challenges where we all need to work together. So, what we have in the City of Tshwane is the science, which is not only relevant for society and the needs of society, but also science which is recognised across the world for its excellence, and which is open for global partnership.

“We also have the important infrastructure to support such a collaborative effort, as well as vast experience, so the knowledge community in

Tshwane in my view deserves its reputation as a trusted global partner.”

GEARED FOR COLLABORATION Professor Wynand Steyn, a civil engineering professor at the University of Pretoria, adds, “The benefit for us in Tshwane, with the number of educational institutions as well as science councils such as the Council for Scientific Industrial Research (CSIR) and the University of Pretoria, is that we are physical neighbours. It means that we have a memorandum of understanding that immediately not only links us, but it links us with everybody else that we each have connections with. It means that we don’t have several small entities trying to build up new collaborations. It means the outside world can see us as a larger entity with a lot of critical mass to do a lot of good work. As we start to collaborate, from a local and international viewpoint, we can do work that changes the world.”

ABOUT THE CSIR The Council for Scientific and Industrial Research (CSIR) is a leading scientific and technology research organisation that researches, develops, localises, and diffuses technologies to accelerate socio-economic prosperity in South Africa. The organisation’s work contributes to industrial development and supports a capable state. This organisation plays a key role in supporting public and private sectors through directed research

that is aligned with the country’s priorities, the organisation’s mandate, and its science, engineering, and technology competencies.

PRECINCT OF KNOWLEDGE ORGANISATIONS Bronwen Cadle de Ponte, group manager of CSIR Conferencing and Accommodation, adds, “When we bring international conferences to this city and this precinct of knowledge organisations, the content, programme, and interactions can be much richer because of the people that live in the surrounding areas, and because of the technologies that can be viewed and demonstrated on-site, without having to travel far out of its home destination. There are a lot of world firsts that have happened in the CSIR and other institutions surrounding us, and it’s for us to share that knowledge with the rest of the world.

“Africa has a lot to offer and often we find that international professionals that come and visit us and speak at conferences go back absolutely astounded at what they have learned from this country and from the institutions and the work that we have going on here in South Africa, in the CSIR, and in the city of Tshwane.”

For more information visit www.csiricc.co.za/ plan-your-event/international-business-events/

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MEETINGS l SEPTEMBER/OCTOBER 2023 •

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MICE DESTINATIONS

A NATURAL ATTRACTION Meetings explores why these three trending MICE destinations – beach, bush, and berg – are so appealing, and the opportunities they offer.

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The MICE industry often seeks out diverse and appealing venues to create memorable and unique experiences for participants,” notes Stephanie Moss, director of Solutions Group Events, as an explanation as to why ‘bush, beach, and berg’ venues can win over traditional urban centres and venues.

“It adds an element of adventure and novelty to events that is different to just being in a conference venue. This unconventional experience can enhance engagement and participation, as participants are more likely to disconnect from their daily routines and immerse themselves in a different environment, and they are more likely to remember an event held in a distinctive location,” she explains.

Plus, these natural destinations also lend themselves to creative event designs, such

ample time to network and bond, observes Daryl Keywood, MD of Walthers DMC. “Après ski, catamaran cruises and game drives all put people together in a situation where shared experiences lead to greater teamwork and motivate employee performance,” he says.

Fortunately, South Africa boasts all three of these destination types.

as team-building activities held on the beach, scavenger hunts incorporated into agendas, and outdoor dining events that take advantage of the scenic beauty.

Another benefit of a beach, bush, or berg MICE destination is that it allows participants

A MISSED OPPORTUNITY? Despite this rich offering, Daryl notes that South Africa’s beaches don’t tend to attract inbound incentive groups. Oftentimes even local groups prefer to go to Mozambique and Madagascar for smaller incentives, and

BEACH Cape Town and Durban are both Africa’s Best MICE Destination 2023 nominees.

These beach-framed and -famed cities are recognised for their great MICE products, including world-class international convention centres, a plethora of hotels and meeting facilities to choose from, and exciting water-, land- and air-based activities.

Mauritius for larger ones.

“We really need to answer the question ‘Why?’ to get clients to consider South Africa with longer flights and connections for our beaches. We need to ask ourselves whether we have a product to meet the expectations of what incentive clients consider a beach destination. i.e., a calm safe ocean; an all-inclusive resort with waiters serving drinks to one’s beach recliner; activities such as a catamaran cruise departing from the hotel, nightlife etc. The proposed Club Med Tinley in KwaZulu-Natal might finally change this.”

Melody Barber, MD of Be Different Brand Builders, agrees that all-inclusive packaging makes it far easier to budget for incentive and corporate events. When these are available, they can swing a decision towards destinations such as Mauritius (only a four-hour flight from Johannesburg) as opposed to local ones.

THE CLUB MED PROMISE It’s for this reason there is a great deal of excitement around the R2 billion development of two Club Med properties in KwaZulu-Natal:

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#BEACH,BUSH+BERG

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MICE TRENDS SUITED TO BEACH, BUSH & BERG

• PERSONALISATION Stephanie and Daryl both agree that MICE events need to build in some flexibility and choice for participants, including some free time. “We find that we are increasingly personalising experiences for groups and incorporating different activities for sub-groups to cater for preferences and interests of delegates,” says Stephanie.

Beach, bush, and berg tend to offer a range of activities suitable for individual and group add-ons, making them ideal for meeting a variety of tastes and preferences.

• WELLNESS “Events are increasingly incorporating wellness and mindfulness activities to cater to participants’ holistic well-being. Yoga sessions, meditation workshops, and outdoor fitness activities are being integrated into agendas to promote physical and mental health,” says Stephanie.

These kinds of activities work well in the outdoors, where they are supported by the health-boosting benefits of being in nature, with plenty of sunlight and fresh air.

a beach and a bush resort (www.clubmed. co.za/l/clubmed-tinley). The building of both is scheduled to begin next year.

The beach resort will be in Tinley Manor, north of Ballito, and should open around July 2026. In addition to 342 Premium rooms and 64 Exclusive Collection suites, it will have an all-inclusive range of land and water activities, and a wellness centre. Plus, the Exclusive Collection zone will have its own gourmet lounge, zen pool, adults-only bar, gym, hammam (Turkish bath), and wellness centre.

The bush lodge will be a three-and-ahalf-hour drive away from the resort or a 40-minute flight by charter plane. Situated within an 8 623 hectare Big 5 game reserve, it will have 80 rooms, and offer complimentary game drives and guided bush walks.

BUSH “When it comes to accessibility, value and the safari experience, we are far ahead of our safari competitors despite the perceptions of great safaris in East Africa and Botswana.

I can honestly say that South Africa has the edge,” says Daryl.

He adds that while international visitors ideally want to take just one flight (having only five days or less in the country), the South African bush offers an experience

that incentive planners cannot find closer to their homes. “They are therefore happier to entertain the slightly longer transport logistics associated with a bucket list safari experience.”

South African clients also appreciate local safaris. “Most South Africans have enjoyed a self-drive national park holiday which is very different from a private lodge incentive experience. A safari creates a wow factor usually only associated with more exotic long-haul destinations, but accessible right on our doorstep,” he explains.

The bush can also give conferences and meetings an edge. SAACI, the Southern African Association for the Conference Industry, chose to hold its 2023 Congress at Addo Wildlife, a few minutes’ drive from the renowned Addo Elephant Park.

CEO Glenton de Kock shares, “In a bid to spread the economic benefits of events across South Africa more equitably, the South African National Convention Bureau (SANCB) has launched a campaign to promote and develop Villages, Townships and Small Dorpies (VTSDs) as attractive event destinations outside of our main hubs. We fully endorse and support this view, and so this year we decided to take our annual congress to Addo.”

He adds that the planning team were

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• AUTHENTIC EXPERIENCES Increasingly, MICE groups are looking for authentic, meaningful experiences rather than touristy ones, says Daryl: “Activities where the participants meet and interact with local people, their cuisine and get to experience the real destination.”

South Africa’s famed nature spots tend to be close to small communities, many of whom have proven willing to share their culture and way of life through cultural tours, storytelling, performances, and more. In return, these services have generated critical economic opportunities for these often-remote communities.

• LEAVING A POSITIVE LEGACY “There is a genuine wish, especially from large corporates, to tread lightly and to be seen as sustainable, and more so than ever to leave some sort of legacy through Corporate Social Responsibility (CSR). We are seeing more clients seriously considering the ‘optics’ of what they are seen to be doing, leading decisions on what to include in programmes,”says Daryl.

Often, part of this legacy lies in the economic upliftment of small communities close to these natural assets. At the same time, Daryl highlights that several ethical lodges use guest revenue to protect the habitat and wildlife, and support local communities, ensuring a sustainable and responsible tourism model for the future.

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MICE DESTINATIONS

eager to find an environment conducive to networking, and, echoing Daryl’s sentiments, escaping into the bush was an attractive proposition. It helped ensure delegates were fully present and engaged, and therefore primed to get the most value from their attendance.

BERG In his experience, Daryl says international incentive groups only travel to South Africa’s berg destinations if they have a specific reason to do so, such as BMW motorcycles wanting to go up Sani Pass. When there isn’t any such purpose, they are far more likely to opt for a mountain destination closer to home – such as the ski resorts of Europe and America, which also tend to benefit from fully inclusive packages.

However, for local MICE groups, South Africa’s mountains can provide the perfect picturesque escape, says Melody. By way of example, she shares a recent job she did where it ticked all the boxes: “My client was a company that brings their national team together to conference, network and reconnect every year. This year I organised for them to meet in the Drakensberg for several reasons. First, it is very cost-effective in terms of both travel cost and time, as most of their staff is situated in Johannesburg and Durban. Meeting mid-way makes sense.

“Secondly, there are several wonderful

venue options to choose from. I booked an entire hotel exclusively for the group of 95 delegates – something that is important as leisure and corporate often clashes at these properties.”

Lastly, she adds that the company is always looking for opportunities to invest in the local community – a popular practice within the MICE industry. This year, the company donated educational toys and books to a community pre-school, while Melody was intentional about sourcing the décor and room drops from local businesses. 4

MEET THE EXPERTS DARYL KEYWOOD is the CEO at Walthers DMC and Authentic Travel Africa, as well as former Africa Middle East representative on the International Board of the Society of Incentive Travel Excellence (SITE), and past president of the SITE Africa chapter.

GLENTON DE KOCK is the CEO of SAACI, the Southern African Association for the Conference Industry. He brings a wealth of public and private sector strategic management skills to the role, from his tenure as MD of Tourism Buffalo City, CEO of Nelson Mandela Bay and CEO of the Eastern Cape Parks and Tourism Agency.

MELODY BARBER founded and manages Be Different Brand Builders, an event management and marketing company. She is also a PCO Alliance Networking member and has close to 20 years event industry experience Event architect and MD STEPHANIE MOSS created Solutions Group Events which provides a full range of MICE event services locally and internationally, from conference planning to exhibition stand design and incentive travel, and more.

14 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

Conference Facilities

In House Restaurant

‘Photo credit: Be Different Brand Builders

Premium Accomodation

Kruger Park Excursions

MEETINGS SEPTEMBER / OCTOBER 2023 •

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HOW WILL YOU MAKE YOUR NEXT EVENT SPECTACULAR?

TAKE YOUR NEXT EVENT TO SEA ON MSC SPLENDIDA, COMING NOVEMBER 2023 MSC Cruises’ ultra-modern ships offers original and flexible solutions for your events, meetings, incentives, and team building activities. Our state-of-the-art facilities and tailor-made packages include: • No venue-hire fee at various private venues onboard

• Audio Visual equipment and technical assistance

• All meals and accommodation in your choice of cabin category

• 1 free cruise fare for every 23rd guest booked

• Use of leisure facilities and access to all onboard entertainment

Book now, call (010) 980-0672, groupsandevents@msccruises.co.za

T&C’s apply. For more information visit www.msccruises.co.za

16 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

#CRUISES

MICE

on the move Travelling for events is the norm, but how about events that travel?

Meetings spoke to Ross Volk, MD of MSC Cruises South Africa, to find out about the benefits and opportunities of hosting events at sea.

I

n our fast-paced world, slowing down can present a much-needed opportunity to achieve deeper and more meaningful connections with our peers and colleagues. This realisation is driving a new travel trend in Europe, as reported by AMI Magazine. Event attendees are opting to skip the plane and travel by train, collectively in groups, so they can use their travel time more enjoyably and constructively, networking.

While this presents an interesting opportunity to enhance existing events, especially in Europe with its developed rail connectivity, South African planners can gain this appealing benefit closer to home – by hosting their next MICE event on a cruise ship.

“You’re in a new environment, you’re sharing this experience without any outside distractions, and you have the time to really get to know each other.”

SLOWING DOWN SPEEDS UP NETWORKING Ross Volk, MD of MSC Cruises South Africa, agrees that, in his personal experience and as someone who has travelled extensively, the best

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relationships are forged when people travel together. “You’re in a new environment, you’re sharing this experience without any outside distractions, and you have the time to really get to know each other,” he explains.

Events held in new destinations are a little different, as groups often splinter as everyone tries to squeeze in some sightseeing excursions based on their interests. At sea, this isn’t the case – aside from port days, attendees are kept together in a contained space. It’s event planner gold.

UNPACKING THE BENEFITS But the benefits don’t stop there. Ross believes cruise ships are a severely under-utilised resource for MICE planners, because of their many benefits, such as: • A high degree of flexibility Cruise ships are fully equipped floating cities with the resources for a range of MICE events, from meetings and conferences to incentive rewards, special occasion dinners, award ceremonies, team building and more.

Aside from having the infrastructure for these events – including multiple venues kitted with AV, a selection of restaurants and cuisines to choose from, entertainment, health and fitness facilities – they also typically come with on-board event managers and support staff who can assist

MEETINGS l SEPTEMBER/OCTOBER 2023 •

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MEETING PLACES

you with, for example, designing unique shore excursions, personalised on-board entertainment programmes or separate (and quicker) terminal access and check-in.

In terms of capacity, there are again few limits.

Small charters can cater for a few hundred, while the largest cruise ships can take close to 7 000 passengers. MSC Splendida will arrive in South Africa in November and can accommodate a maximum of 4 363 guests should the whole vessel be booked out.

• All-inclusive packages Another significant benefit that cruise liners offer in our current economic climate is their fully inclusive packages. “All costs are known up front, with accommodation, meals and entertainment rolled into the price. Drinks packages can also be added up front, as an alternative to billing for consumption. This means you can lock in your costs and budget early on and rest assured no ancillary costs will creep in, which is something that can otherwise easily happen once an event is underway,” says Ross.

“Another MSC Cruises differentiator is that we do not charge a separate venue hire fee, which means planners have access to a range of venues to choose from at no cost.”

“All costs are known up front, with accommodation, meals and entertainment rolled into the price.”

According to an Asian MICE Cruise Conference held in-conjunction with IT&CMA in 2019, hosting

MICE events onboard comes with an overall cost savings of 30% when compared to an event on land. This data is dated, so this may no longer be the case, but Ross believes MSC Cruises is very consistently priced with hotels of an equivalent standard – with the added benefit of inclusive travel.

• Exclusive yacht club experiences While cruise liners are renowned for their high-end offering, many also offer the option of a yacht club. These uber-luxurious and exclusive spaces are ideal for hosting C-suite guests and incentive groups who need some added pampering and privacy.

MSC Splendida’s MSC Yacht Club, for example, comes with a private concierge desk, 24-hour private butler service, luxury cabins, a private pool and sundeck, panoramic views from the Top Sail Lounge, and a private gourmet restaurant.

• Green ambitions In September, Kelly Craighead, president and CEO of Cruise Lines International Association (CLIA), reported, “Cruise lines continue to transform the modern fleet to protect the oceans, air and destinations enjoyed by millions of passengers each year.”

CLIA’s data shows a high uptake of new technologies being adopted by modern eco-ships (MSC Splendida being one such vessel). These include engines that can run on energy alternatives such as heavy-duty liquefied natural gas or methanol, while pilot testing with wind energy is also underway. The use of shoreside electricity and efficiency tracking systems are also helping to cut cruise ship emissions, while carbon offsets are another tool some use to help achieve their net zero targets.

Essentially this means sustainable events are entirely possible while travelling at sea.

SPECIAL CONSIDERATIONS While event planning on a cruise ship is essentially the same as that for a ‘traditional’ venue, there are some special considerations to keep in mind if you will be visiting other countries: • Guests will require valid passports and may need visas for port entry.

• You may require customs clearance for items you are bringing into new destinations, such as banners, branding and gifts.

The above requirements can take time, so planners are advised to start planning early.

“Our forward booking timeline is six months, although we recommend planning six to nine months ahead of time. Then you can be ahead of the curve in terms of securing the spaces and venues you want and need, as well as any other special requests,” says Ross.

And at an absolute push? “Our absolute minimum time frame is 30 days,” he adds – with the caveat that this could impact the availability of which venues are available onboard. 4

18 • MEETINGS l SEPTEMBER / OCTOBER 2023 www.theplannerguru.co.za

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19

FOCUS: YEAR-END FUN Photo Credit: STRONG PR, Marketing and Events

THE EVENT PROFS GUIDE TO CRAFTING UNFORGETTABLE YEAR-END CELEBRATIONS

Whether you’re only just starting to plan your year-end event or are looking for some fantastic finishing touches, we have you covered! Meetings explores a range of creative ideas and tips from the experts.

W

hile the formula for year-end events is fairly consistent – great venue, delicious food, enjoyable entertainment and so on – the challenge is to always innovate and come up with something fresh and new that distinguishes one year to the next, says Niki Steenkamp, head of corporate events and functions at The Event Planners.

With this in mind, we polled several event planners to find out some of their favourite recommendations that are fresh, on trend and tonnes of fun. But first…

director and event strategist at STRONG PR, Marketing and Events, says, “Let’s not forget the purpose behind year-end functions: to express gratitude to your employees for a year of hard work, dedication, and resilience. The goal is to create an unforgettable experience that leaves a lasting impression and strengthens the bonds within your team. Our philosophy revolves around putting people at the forefront, steering clear of mundane company presentations, and wholeheartedly embracing the spirit of fun and appreciation.”

A FEW GUIDELINES TO CHOOSING A THEME As per Niki’s point about needing to differentiate one year to the next, she recommends you consider doing something radically different each time; “If last year was a formal sit-down dinner, then why not shake things up and plan an adventure filled destination event this year?”

Another tip is, “Keep in mind that a year-end function should not only celebrate the year passed but set the tone for the year to come.” This can be a useful exercise in narrowing down your options.

Ultimately, though, the key is to keep in mind your objective for the event. Herkie du Preez,

ON-TREND IDEAS With these general tips in mind – to keep things fresh, set the tone for the year ahead, and ensure your guests (and therefore their preferences) are put first – here are some of the fun-filled ideas shared with us.

1

AN AWARDS CEREMONY Along the lines of expressing gratitude, Herkie suggests a lively awards ceremony. “We suggest implementing an internal voting system, allowing your team members to cast their votes for categories like ‘Mr and Ms Congeniality,’ ‘MVP (Most Valuable Procrastinator),’ ‘The Coffee

Addict,’ ‘The Energizer Bunny Award,’ ‘Morning Sunshine Award,’ and more. The aim is to keep the atmosphere light-hearted and thoroughly enjoyable,” he says.

You could also include a recap of the workforce’s year, “showcasing the highs and lows, significant achievements, and the emotional times your workforce has experienced throughout the year. We want every attendee to reminisce, and if we can elicit laughter or even a tear or two, we consider it a true success. These moments are the ones that will be etched in their memories for years to come.”

2

FOODIE FUN Foodie festivities are another popular angle to explore for some end-of-year fun. Niki suggests food trucks for a variety of foods and flavours (and a great pairing for a carnival day with a live band and games), while Herkie suggests an “‘around the world buffet’ that embarks on a gastronomic adventure with food stations representing various countries and regions.”

Esrida Pretorius, owner of the Laughing Chefs, also endorses culinary themes, proposing a Mexican fiesta, stylish Parisian fare (complete

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#BUDGETWISE The Event Planners & Jan Ras Photography

Photo Credit: STRONG PR, Marketing and Events Photo credit: The Event Planners & ZaraZoo Photography

NIKI’S TOP TIPS • • • •

When working with an event planner, share your rough or set budget up front.

Do not leave the planning for too late, especially when looking for a venue.

Send out a teaser ‘Save the Date’ to the staff early to build excitement.

Keep the awards and speeches short and sweet; it’s not a staff meeting, but a celebration.

with champagne and violin player), a German harvest table, or South African street fare.

“South Africa has so much to offer in terms of culinary delights, such as vetkoekies with different fillings, bobotie meatballs, braai’ed rump skewers, snoek fishcakes and more. Finish of with koeksisters and milktart, and then serve real moerkoffie with condense milk with the dessert,” she enthuses.

Jennifer Lasarow, production manager at Salute, suggests adding an educational twist to transform the F&B into an even more engaging experience for guests. She suggests, “Get a mixologist to conduct a cocktail making session, and end with the guests making their own cocktails where the best and most original are awarded prizes. Or do a blind wine tasting experience, with a sommelier, winemaker or brand ambassador. A gin bottling experience is another idea, where guests make their own gin.

All of these can be followed by a lunch, dinner, and/or a party.”

3

KEEPING IT UNIQUE If you’re seeking something especially novel and unusual to close off 2023, Jennifer suggests a glamping overnight stay (with light conference session in the morning and ending off with a team activity and dinner or party) or silent discos and indoor roller skating. You could also opt for a venue that is a little out of the ordinary, such as a rooftop venue with stunning views, an aquarium or a yacht ride.

Many companies also like to roll a team building session into the end-of-year festivities, and there are countless creative options to choose from, such as hint hunts / treasure hunts, outdoor obstacle courses, an Amazing Race, and more, she adds.

LET’S TALK MONEY Of course, before you can commit to a theme, it’s important to know your budget.

No two events are exactly alike, and neither will any two budgets be. A sit-down gala dinner will likely need a bigger food budget than a breakfast picnic, for example, while the number of guests also has a large impact on proportional costing.

However, we polled the experts cited in this article, and averaging their answers created this rough guideline as to how much of your budget you should be allocating to your various costs.

It’s a good starting point to see if there are areas

where you could maybe snip or splurge a little.

In terms of the ‘other’ category, a host of different costs can creep in. Esrida says, “Getting your guests there and back safely should be of concern to you and your team. Renting a bus or taxi for the day is usually very affordable, especially when weighed against the brownie points your company is bound to receive from the employees.”

Herkie flags the following as other expenses to consider: health and safety (a smaller yet critical portion of your budget); sustainability (such as waste reduction initiatives); marketing; and of course any other unanticipated costs.

“These percentages are meant as general guidelines. Adjust them to align with your event’s specific goals, size, and location, always prioritizing what will enhance the experience for your attendees,” he adds.

If you are looking for ways to bring your function costs down, then consider the following: • Host the function at the company offices.

• Keep the guest list limited to staff, excluding spouses and partners.

• Opt for a timeslot during the day and/ or week.

AVERAGE EVENT BUDGET BREAKDOWN FOOD

30% DRINK

20% DÉCOR OTHER

5%

15%

ENTERTAINMENT

15%

VENUE

15%

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#ENTERTAINME MEET THE EXPERTS Because these aren’t ‘prime time’ periods, they tend to be more affordable or have attractive specials attached to them.

The experts also agree that a good addition to your budget is a professional planner, in part because they will be able to help you stick to your budget. As Esrida explains: “More often than not, event planners can assist with packages that include most of your needed items, they can negotiate better prices from their own suppliers, or even help you with items they already have thus costing you a fraction of what it would otherwise. People tend to think that it is too expensive to hire a planner, but the value that they can add makes it out and out worth it.”

PULLING IT ALL TOGETHER Once your have a concept and a budget in place, the fun really begins, from selecting a venue and menu to sourcing the perfect entertainment and décor.

Turn to our listings on pages 26-39 for some venue inspiration and page 40 for our useful checklist on what you need to do, and when, to ensure smooth and successful results.

LET US ENTERTAIN YOU! South Africa does not lack talent when it comes to finding intriguing artists and entertainers for your year-end function to end all year-ends! Here are just a few, from the highly popular to the highly unusual, as recommended by Elegant Entertainment (www.elegant-entertainment.com). There truly is someone for every kind of party.

A CAPPELLA ENSEMBLE: JUST 6 This six-part, Gauteng-based and Grammy nominated a cappella male ensemble call their sound Afro-cal-play (Afro Vocal Play). It’s a mesmerising combination of great vocal techniques taught by their a cappella mentors (who include Take 6, Naturally 7, Pentatonix and The Real Group), where they emulate instrumental sounds and noises to produce their own unique music.

Niki Steenkamp heads the corporate events division at The Event Planners, a boutique event planning company, where she builds lasting relationships with clients while delivering exceptional service.

STRONG PR Director and Event strategist Herkie du Preez is a renowned South African event professional and marketing expert with an exceptional portfolio of producing remarkable corporate events, conferences, award ceremonies, launches, and unforgettable celebrations.

Esrida Pretorius is a food and hospitality expert with experience in service, planning, development, stock control, staff management, and marketing. She co-owns and runs the Laughing Chefs.

“These guys are incredibly talented; I cannot wait to book them again.” – AVBOB SINGING WAITERS: ARIAS ANONYMOUS This is the most sophisticated and popular of all the surprise acts Elegant Entertainment offers. Singing classic arias made famous by the likes of the amazing Pavarotti, Domingo and Carreras, there is nothing more moving and life affirming than having opera performed right in front of you. Arias Anonymous can’t be beaten for pure class and wow factor.

Jennifer Lasarow is a production manager at Salute, a one-stop event-support platform.

“Another massive wow! This was so unexpected, and I loved watching the audience as they reacted to what was happening. I would highly recommend them at any function!” – Vanessa Thomas, CWT CUSTOM PERFORMANCES: FLASH MOBS Elegant Entertainment’s flash mobs are custom created, high-impact acts to suit your event, activation or launch. Choose from a range of styles such as hip hop, jazz, breakdancing and many more!

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FOCUS: YEAR-END FUN

Photo Credit: Elegant Entertainment

Photo Credit: STRONG PR, Marketing and Events The professional undercover dancers will masquerade at an event as staff or guests, and at a certain point will completely blow the unsuspected delegates away with a surprise dance spectacular that has been created especially for you.

“Wow, wow, wow, people were in awe and the surprise, they just elevated the evening to a new level.” – Jonathan Humphrey, Brakecore MUSICIAN & SINGER: DUO AFRIQUE Femi and Noni are the perfect blend for that Pan-African feel.

Now the resident sax player at the world class Saxon Hotel, West African born saxophonist and singer, widely known as “Femi the black saxman”, is widely sought-after for his soothing and beautiful music perfectly suited to corporate events. He’s joined by sensational vocalist Nonhlanhla Mahlangu, who has performed with

Photo Credit: STRONG PR, Marketing and Events

the likes of Sipho Hotstix Mabuse, Tshepo Tshola, Zama Jobe, Rudo Jazz band and many more.

Together the duo can deliver formidable performances across a range of music genres, from the 30’s to date, cover songs, movie songs, jazz standards, background cocktail music, pop and African music.

“They had everyone on the dance floor, our guests absolutely loved them.” – Sabine Eades, SWM Communications INTERACTIVE DANCE ROUTINE: URBAN STOMP EXPERIENCE Get your guests out of their seats and performing an energetic ‘stomp’ styled routine.

With a strong hip hop influence and urban drumbeats, the dancers deliver an explosive performance and then teach your guests how to find their rhythm and work as a group. It’s an experience they will never forget! 4

“Such a pleasure working with you. You guys brought so much value and dimension to today’s events, and I couldn’t be more grateful. Thank you for all your efforts. I really appreciate you going above and beyond. We’ll definitely be in touch soon.” – Matt, Mela Events 4

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YEAR-END VENUES

ANEW’S VERSATILE VENUES FOR YOUR CORPORATE YEAR-END EVENTS

Y

ear-end functions recognise team efforts, celebrate achievements, and set the tone for the next year. The venue choice is pivotal, turning a regular event into something exceptional. ANEW Hotels & Resorts provides the ideal setting, blending professionalism with celebration for memorable corporate conferences and team building. Enhance your year-end function at our ideally situated venues.

Behind every event, ANEW’s experienced banquet and conferencing teams stand ready to ensure a flawless execution.

ANEW Hotels & Resorts provides practical, professional, and inspiring options for your corporate year-end gatherings, fostering an environment that nurtures collaboration, productivity, and celebration.

For more information contact ANEW Hotels & Resorts:

@anewhotels @anewhotels

@anew-hotels

+27 12 007 0000. reservations@anewhotels.co.za anewhotels.com

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#ANEW ANEW HOTEL CAPITAL PRETORIA MEETING SPACES 6 MAX PAX 20 - 250 ACCOMMODATION 104 ROOMS PRETORIA, GAUTENG

MEETING AND EVENT SPACES Central to the property’s appeal is its six conference venues, meticulously designed to cater to a range of professional gatherings. Each venue is fully equipped with essential business amenities, including advanced data projectors, flipcharts, and reliable Wi-Fi connectivity. These features are vital in facilitating impactful presentations, collaborative discussions, and seamless virtual integration, crucial in today’s fast-paced business landscape. To note is the property’s largest venue, boasting an impressive capacity to accommodate up to 250 delegates in a cocktail style setup. This expansive space is characterised by its adaptability, allowing for flexible configurations to suit varying event scales and layouts.

Whether hosting a comprehensive industry conference or a focused corporate seminar, this venue provides a conducive environment for productive exchanges of ideas and information.

ANEW Hotel Capital Pretoria excels in understanding the intricate requirements of professional events, placing an emphasis on practicality and functionality. The thoughtfully designed venues are not only functional but also aesthetically refined, promoting an atmosphere conducive to focus and collaboration.

In a landscape where seamless execution and tailored amenities define successful corporate events, ANEW Hotel Capital Pretoria stands out. Its strategic location, coupled with technologically advanced conference spaces, establishes it as a prime choice for businesses seeking a comprehensive venue for their year-end celebrations or conferences in the Pretoria CBD. This property’s commitment to meeting the diverse needs of modern corporate gatherings solidifies its position as a leading destination for corporate and year-end events.

LOCATION ANEW Hotel Capital Pretoria presents an exceptional venue tailored to meet the specific demands of corporate events, making it an ideal choice for year-end celebrations and conferences.

Situated near major highways, this property offers strategic convenience for delegates traveling from various directions in Gauteng and beyond, ensuring a seamless experience from arrival to departure.

390 Van Der Walt, Lilian Ngoyi Street, Pretoria, Gauteng, 0001

www.theplannerguru.co.za

+27 12 322 7795

@anewhotelcapital @anewhotels @anew-hotels

capitalres@anewhotels.co.za

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27

YEAR-END VENUES ANEW HOTEL HATFIELD PRETORIA MEETING SPACES 8 MAX PAX 9 - 300 ACCOMMODATION 88 ROOMS PRETORIA, GAUTENG

MEETING AND EVENT SPACES When it comes to selecting the ideal venue for your year-end functions, ANEW Hotel Hatfield Pretoria embodies versatility, making it the ultimate choice for conferences, corporate functions, and invigorating team-building sessions.

With a portfolio of eight meticulously designed venues, this property is strategically positioned in proximity to major highways in Pretoria central and ensures seamless accessibility for your attendees. This convenience sets the stage for a smooth and hassle-free event experience.

With eight distinct conference venues, each tailored to cater to a specific spectrum of corporate events - whether hosting a focused workshop, a large-scale conference, or an interactive team-building exercise, these venues offer the perfect canvas for turning your vision into a reality.

The crown jewel of this venue collection is the largest conference space, capable of comfortably accommodating up to 300 delegates. This capacious setting is thoughtfully equipped with cutting-edge amenities, ensuring that presentations are seamless, discussions are dynamic, and connectivity is never compromised.

ANEW Hotel Hatfield Pretoria captures the essence of professionalism while creating an environment conducive to meaningful interactions. The balance between functionality and sophistication is reflected not only in its venues but also in the seamless service offered by a dedicated team committed to exceeding your expectations.

In your quest to find the quintessential venue for your year-end functions, ANEW Hotel Hatfield Pretoria has convenience and versatility, all achieved through seamless execution.

1054 Burnett St, Hatfield, Pretoria, Gauteng, 0028

@anewhatfield @anewhotels @anew-hotels

+27 12 362 7077

hatfieldres@anewhotels.co.za

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#ANEW ANEW HOTEL ROODEPOORT MEETING SPACES 2 MAX PAX 25 - 80 ACCOMMODATION 79 ROOMS JOHANNESBURG, GAUTENG

MEETING AND EVENT SPACES ANEW Hotel Roodepoort Johannesburg stands as a pragmatic solution for any year-end corporate functions.

Strategically positioned within the West Rand, this property offers a venue for an approachable ambiance for smaller gatherings. This makes it an optimal space for businesses seeking a streamlined year-end celebration or corporate event.

ANEW Hotel Roodepoort prioritises functionality, offering a space that accommodates board meetings, conferences, and team-building sessions for 40 to 80 participants (depending on the layout). This setting encourages focused discussions while allowing for seamless incorporation of celebratory elements.

However, what truly distinguishes ANEW Hotel Roodepoort is its commitment to operational excellence.

Through meticulous attention to detail and a dedicated team, the property ensures that your corporate function unfolds with precision.

LOCATION Convenience is at the core of the property’s value proposition as it is situated in the heart of Johannesburg West with easy access to the N1. This accessibility adds value to the event experience, minimising disruptions for attendees.

@anewhotelroodepoort @anewhotels @anew-hotels

Corner Of 14th Avenue &, Hendrik Potgieter Rd, Weltevredenpark, Johannesburg, Gauteng, 1739

+27 11 246 1103

www.theplannerguru.co.za

roodepoortres@anewhotels.co.za

MEETINGS l SEPTEMBER/OCTOBER 2023 •

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YEAR-END VENUES ANEW RESORT VULINTABA NEWCASTLE MEETING SPACES 4 MAX PAX 14 - 500 ACCOMMODATION 69 ROOMS NEWCASTLE, KWAZULU-NATAL

MEETING AND EVENT SPACES Discover ANEW Resort Vulintaba Newcastle – a strategic asset for impactful year-end corporate gatherings.

Located in Newcastle, KwaZulu-Natal, this property seamlessly combines functionality with natural charm, offering three venue and event spaces tailored for business occasions.

The resort accommodates meetings, conferences, celebrations, and team-building activities with precision.

Its adaptability ensures a seamless fit for diverse corporate needs, while a capacity of up to 500 attendees fosters an environment where focus converges with celebration.

Incorporating modern amenities and thoughtful design, this resort prioritises practicality without compromising sophistication. Where seamless execution defines corporate success, ANEW Resort Vulintaba Newcastle is a dependable location with an emphasis on pragmatic elegance and convenience.

LOCATION With the peaceful surroundings and the dramatic Drakensberg range in the background, ANEW Resort Vulintaba is complemented by its proximity to Newcastle Airport which streamlines event logistics, guaranteeing a seamless experience for attendees on the move or those seeking an ideal corporate breakaway location. *Please note that the golf course is currently undergoing maintenance and is regrettably closed for public use.

@ANEWResortVulintaba @anewhotels @anew-hotels D 96 District Road, Vulintaba Estate, Newcastle, KwaZulu-Natal, 2940

+27 87 310 4545

vulintabares@anewhotels.co.za

30 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

#ANEW ANEW HOTEL HILTON PIETERMARITZBURG MEETING SPACES 7 MAX PAX 15 - 300 ACCOMMODATION 97 ROOMS PIETERMARITZBURG, KWAZULU-NATAL

MEETING AND EVENT SPACES ANEW Hotel Hilton Pietermaritzburg is a paragon of refined functionality for any corporate events. The private dining room allows for personalised dinner functions and intimate meetings. The main venue can be sub-divided into three breakaway rooms to host a variety of functions.

This property has been meticulously tailored to elevate the standards of productive conferences, stylish year-end events, and dynamic team-building workshops.

Beyond its functional attributes, this property is a testament to refined aesthetics. Its design is a mirror of sophistication, catering to the tastes of discerning travellers and setting the stage for memorable events.

ANEW Hotel Hilton Pietermaritzburg is not just a venue; it’s a hub of excellence where corporate events find a purpose-built home. This venue embraces its surroundings, optimising accessibility, and delivering an experience that resonates beyond the event itself.

LOCATION Situated a stone’s throw away from the illustrious KwaZulu-Natal Midlands Meander, this architectural masterpiece is strategically and conveniently located.

ANEW Hotel Hilton Pietermaritzburg is within a 5-hour drive from Johannesburg, while a short 1.5-hour drive from King Shaka International Airport ensures swift global connectivity. With Pietermaritzburg Airport in proximity, attending events becomes a seamless experience for any corporate team looking for a notable year end function.

With easy access to the famed scenic route, attendees can effortlessly transition from business to leisure, and enjoy what this captivating region has to offer.

1 Hilton Avenue, Hilton, Pietermaritzburg, KwaZulu-Natal, 3245

www.theplannerguru.co.za

@ANEWHilton @anewhotels @anew-hotels

+27 33 343 3311

hiltonres@anewhotels.co.za

MEETINGS l SEPTEMBER/OCTOBER 2023 •

31

YEAR-END VENUES ANEW HOTEL OCEAN REEF ZINKWAZI MEETING SPACES 2 MAX PAX 25 - 120 ACCOMMODATION 54 ROOMS ZINKWAZI BEACH, KWAZULU-NATAL

MEETING AND EVENT SPACES ANEW Hotel Ocean Reef Zinkwazi is a unique breakaway property on the gorgeous KZN Dolphin Coast, where seamless functionality and ocean vibes merge to offer the perfect corporate year-end function. This property stands apart, offering two versatile conference and event venues that comfortably can accommodate up to 70 delegates.

What sets this venue apart is the presence of unique outdoor breakaway apartment style rooms, offering space for delegates to catch up on emails, whilst providing the feeling of being home – all against the backdrop of the Indian Ocean.

ANEW Hotel Ocean Reef Zinkwazi’s appeal extends beyond its functional spaces. With meticulous attention to detail, this property transforms your events into seamlessly executed experiences. Its commitment to providing a setting where work and relaxation harmonize elevates your corporate gatherings to new heights.

ANEW Hotel Ocean Reef Zinkwazi shines as a venue of possibilities. The two conference spaces, complemented by modern apartments, underscore its commitment to enhancing the way you meet, work, rejuvenate, and celebrate.

LOCATION Conveniently situated less than an hour’s drive from King Shaka International Airport, this property is ideal for corporate teams from key business nodes like Durban and Gauteng to visit for a team breakaway session.

17 Magai Dr, Zinkwazi Beach, Nkwazi, KwaZulu-Natal, 4480

@ANEWHotelOceanReef @anewhotels @anew-hotels

+27 32 485 3065

oceanreefres@anewhotels.co.za

32 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

#ANEW ANEW HOTEL HIGHVELD EMALAHLENI MEETING SPACES 4 MAX PAX 16 - 80 ACCOMMODATION 82 ROOMS EMALAHLENI, MPUMALANGA

MEETING AND EVENT SPACES Raise the bar of all your previous corporate events with ANEW Hotel Highveld Emalahleni, a powerhouse of possibilities in the heart of Mpumalanga. This versatile property takes pride in offering four meticulously equipped venues, each designed to accommodate up to 80 participants (in a cinema-style arrangement).

With a dedicated banquet and conferencing team available to take the pressure of your next conference or event, ANEW Hotel Highveld Emalahleni shines as a beacon of versatility and convenience setting the tone for a new standard in corporate gatherings.

LOCATION Situated within a pivotal business node in Mpumalanga, ANEW Hotel Highveld Emalahleni enjoys a strategic location that’s seamlessly accessible via major highways.

This convenience amplifies the appeal of the venue, positioning it as a leading destination for conferences and dynamic team-building workshops.

@ANEWHotelHighveld @anewhotels @anew-hotels

Financial Square, Mandela St, Witbank, Emalahleni, Mpumalanga, 1035 www.theplannerguru.co.za

+27 13 656 2721

highveldres@anewhotels.co.za

MEETINGS l SEPTEMBER/OCTOBER 2023 •

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YEAR-END VENUES ANEW HOTEL WITBANK EMALAHLENI MEETING SPACES 6 MAX PAX 25 - 300 ACCOMMODATION 101 ROOMS EMALAHLENI, MPUMALANGA

MEETING AND EVENT SPACES Experience a new benchmark in corporate events at ANEW Hotel Witbank Emalahleni in the heart of Mpumalanga. Boasting six fully air-conditioned event spaces, this establishment is primed to cater to your diverse needs, offering adaptable options for conferences, corporate functions, and dynamic team-building experiences.

The property’s unique appeal is represented by its range of versatile venues. Among them, one can comfortably accommodate up to 300 guests in a cinema-style arrangement, making it a standout choice for grand gatherings that leave an impact.

ANEW Hotel Witbank Emalahleni is more than a venue, it’s an embodiment of functional corporate excellence.

Each event space is designed to enhance productivity with comfort, creating an environment where discussions are productive, and interactions are meaningful – whether business focussed or on the lighter side with celebrations.

LOCATION Strategically positioned within a key business node in Mpumalanga, ANEW Hotel Witbank Emalahleni capitalises on its convenient location. Seamless accessibility via major routes ensures that your attendees can reach the venue with ease, whilst optimising on the full event experience.

@ANEWHotelWitbankEmalahleni @anewhotels @anew-hotels

167 Jellico St, Witbank, Emalahleni, Mpumalanga, 1035

+27 13 656 6424

witbankres@anewhotels.co.za

34 • MEETINGS l SEPTEMBER / OCTOBER 2023 www.theplannerguru.co.za

#ANEW ANEW RESORT WHITE RIVER MBOMBELA MEETING SPACES 9 MAX PAX 10 - 1 000 ACCOMMODATION 133 ROOMS MBOMBELA, MPUMALANGA

MEET THE MOST RECENT ADDITION TO THE ANEW HOTELS & RESORTS PORTFOLIO, AS OF 1 NOVEMBER 2023! IT IS UNDERGOING INTERIOR DESIGN UPGRADES, SO FUTURE GUESTS CAN ENJOY A REFRESHED EXPERIENCE. MEETING AND EVENT SPACES For a property that truly has it all, introducing ANEW Resort White River Mbombela, the epitome of corporate year-end breakaways. Formerly known as Ingwenyama Conference & Sport Resort, this property offers an unparalleled setting for corporate teams seeking a revitalised take on year-end team breakaways.

Boasting a comprehensive range of facilities, this resort is equipped to cater to a spectrum of corporate needs. The property’s versatility shines through its adaptable event spaces, enabling seamless transitions between meetings, team-building sessions, and celebratory functions.

This property stands as a recognised powerhouse in the conference scene, distinguished among the top venues in Mpumalanga. ANEW Resort White River Mbombela boasts state-of-the-art conference facilities, a fully equipped business centre, appetising dishes, and a team of seasoned professionals. This synergy ensures that your company conference is executed seamlessly, leaving an indelible mark of success.

From forums ranging from conferences and board meetings to strategy sessions and year-end functions, the various 11 venue options and diverse conference packages at your disposal will provide you with the flexibility to curate your event according to your exact needs.

As the venue of choice for dynamic and triumphant teams, ANEW Resort White River Mbombela is primed to elevate your team-building experience to new heights.

Plot 64, White River, Mpumalanga, 1240

www.theplannerguru.co.za

LOCATION Strategically positioned in Mbombela, ANEW Resort White River enjoys accessibility via major routes, ensuring smooth travel for attendees.

This convenience adds value to your event experience, optimising every moment for a productive engagement.

+27 13 750 7000

@anewhotels @anewhotels @anew-hotels

whiteriverres@anewhotels.co.za

MEETINGS l SEPTEMBER/OCTOBER 2023 •

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VENUE SHOWCASE An MTN event merged parts of the Johannesburg Marriott Hotel and the streets of Melrose Arch to create a vibrant space. This is yet another opportunity that The Marriott Melrose Arch Collection of Hotels is uniquely positioned to offer its clients.

UNLOCK A VARIETY OF VENUES As you plan to end 2023 on a strong footing, and start 2024 with momentum, finding the right partners is key. Which is why The Marriott Melrose Arch Collection of Hotels needs to be on your radar. Offering the benefit of four unique experiences at one address, the collection is much more than simply the sum of its parts.

E

ach of the properties within The Marriott Melrose Arch Collection of Hotels is a distinctive brand with an exceptional offering. Choosing between them is hard – so its fortunate that you don’t have to! With all four properties housed together under one management cluster, event planners can craft their events and occasions drawing from all the many assets the Collection possesses.

This isn’t ‘just’ about choosing from the 705 bedrooms, 23 meeting and conferencing venues, and five restaurants and bars. It also extends to seamlessly mixing and matching elements such as the food and beverage options (of which there are many), the add-ons, and more.

Unbound by convention and being purposefully structured to facilitate this nimble style of innovation and hybridisation, The Marriott Melrose Arch Collection of Hotels is the perfect canvas for event planners who want to create unforgettable events. It’s unparalleled flexibility at its best.

MARRIOTT EXECUTIVE APARTMENTS MELROSE ARCH 84 APARTMENTS IN TOTAL 63 ONE-BEDROOM 15 TWO-BEDROOM 6 THREE-BEDROOM The Marriott Executive Apartments are the ideal sanctuary for discerning business travellers who seek a premium, trusted extended-stay experience. It is both residence and hotel. A workspace and home base. A place where modern and luxurious apartment living makes it easy to settle in and enjoy a sense of security and connection — both physical and emotional — that make extended stays in unfamiliar places a memorable experience.

These five-star fully serviced apartments offer sophisticated style and tailored services so guests can connect, accomplish, and explore.

The Marriott Executive Apartments is part of a dual brand hotel with the Johannesburg Marriott Hotel which means apartment guests have access to numerous hotel services conveniently located within the same building. Convenient hotel services include 24-hour in-room dining service, 24-hour access to a fitness centre and swimming pool, conference spaces, undercover parking, 24-hour security, and easy access to the Keystone Bistro and Archer Bar & Eatery.

Meanwhile, an exceptional variety of dining, shopping and entertainment destinations are just a short stroll away.

36 • MEETINGS l SEPTEMBER / OCTOBER 2023 www.theplannerguru.co.za

#MARRIOTT JOHANNESBURG MARRIOTT HOTEL 7 EVENT ROOMS 9 BREAKOUT ROOMS 854 SQM TOTAL EVENT SPACE 420 LARGEST SPACE PAX

JOHANNESBURG MARRIOTT HOTEL SPECIAL PACKAGES •

Full-day conference package: R720 per person

•

Half-day conference package with lunch: R630 per person

•

Half-day conference package excluding lunch: R480 per person

•

Banqueting breakfast package: R480 per person

•

Enhanced breakfast full-day conference: R920 per person

•

Enhanced full-day conference and networking: R920 per person

Breakfast and lunch are served in the Keystone Bistro Restaurant or in the foyer.

The enhanced full-day conference includes networking drinks and snacks served in Archer Bar & Eatery.

Terms and conditions apply.

www.theplannerguru.co.za

The name Marriott Hotels hasn’t just set the standard for hospitality, it’s raised it: innovating at every opportunity and earning the trust of travellers all around the globe. From modern design, to elevated, consistent stays, enriching experiences, and heartfelt service, placing people first is the brand’s living legacy— one that guests can confidently rely on to empower their every pursuit. Because when guests stay with Marriott Hotels, they know they’ll experience…Wonderful Hospitality. Always.

The Johannesburg Marriott Hotel is the flagship property within The Marriott Melrose Arch Collection and exemplifies the brand’s promise. Featuring 306 rooms and suites, including a contingent of sharing rooms, and seven meeting rooms and state-of-the-art business facilities, the hotel naturally lends itself to business events as well as large scale events and group bookings.

Among its venues is the elegant 480 sqm ballroom, giving the property a combined total function space of over 800 sqm, and 600 sqm of pre-function space. Additionally, its two dining options also present exciting event opportunities: MARRIOTT HOTEL’S KEYSTONE BISTRO RESTAURANT Servicing the Marriott Hotel and the Marriott Executive Apartments, the Keystone Bistro Restaurant is a popular choice for event planners and can cater for anything from intimate cocktails for two to celebrations for groups of up to 100 people.

The menu is a mix of local and international

favourites, complemented by an array of premium beverages. The ambience is simplicity and sophistication, creating an inviting space to unwind, refuel, network, and socialise, all under the care of the skilled and attentive service staff.

MARRIOTT HOTEL’S KEYSTONE BISTRO RESTAURANT YEAR-END CELEBRATION MENUS Looking for an easy-breezy but utterly indulgent team lunch or year-end gathering? Look no further…

•

Sharing menu including Holly Jolly Christmas Punch and 7 dishes: R595 per person

•

Cocktail menu including a Cranberry Prosecco Cocktail and 11 dishes: R550 per person

Terms and conditions apply.

ARCHER BAR & EATERY This vibey spot is a favourite hangout for locals who are drawn to its speciality coffees, creative cocktails, craft beers, locally inspired street food fare, as well as its authenticity and unassuming excellence. The atmosphere is a blend of industrious and dynamic, perfect for when you need an energy boost.

MEETINGS l SEPTEMBER/OCTOBER 2023 •

37

VENUE SHOWCASE

AFRICAN PRIDE MELROSE ARCH, AUTOGRAPH COLLECTION HOTEL 11 EVENT ROOMS 5 360 SQM TOTAL EVENT SPACE 55 LARGEST SPACE PAX

The Autograph Collection stands for individuality and against one-size-fits-all travel experiences.

A distinctive Collection of hotels that’s been selected for their inherent craft, design, and authenticity, ensuring they deliver on the promise of being truly and exactly like nothing else.

The mark is the way the Autograph Collection Hotels bring to life their unique character and stories – a self-expression of its unique brand positioning. This acts as the cornerstone in everything that the guest experiences versus what associates deliver.

The African Pride Melrose Arch Hotel unique mark of craft is ‘African Dynamism’, and this five-star haven celebrates the spirit of Johannesburg with refined comfort and signature experiences, delivers high quality and functionality, and caters to both business and leisure travellers with a desire to experience what’s fresh, inventive, original, or simply unique.

Here, you can discover luxury without compromise, from event spaces and meeting rooms adorned with the original artwork of some of South Africa’s top artists to the iconic Pool Bar and new Aduna Bistro. Why settle for ordinary when your experience can be carefully curated to be exactly like nothing else?

ADUNA BISTRO Aduna Bistro is built on a philosophy that the most memorable dining experiences require three ingredients: exceptional food and drink, flawless service, and an inspiring ambiance. In delivering all three, Aduna Bistro will take you on a culinary journey that celebrates only the best things in life.

38 • MEETINGS l SEPTEMBER/OCTOBER 2023

AFRICAN PRIDE MELROSE ARCH SPECIAL PACKAGES •

Full-day conference package: R690 per person

•

Half-day conference package with lunch: R660 per person

•

Half-day conference package excluding lunch: R490 per person

Lunch is served in Aduna Bistro or as a working lunch in the business centre foyer.

Terms and conditions apply.

THE POOL BAR With its captivating design and décor that includes seating options in the shimmering blue waters of its shallow pool, the Pool Bar invites guests to disconnect from the world and relax as they enjoy signature cocktails and light meals.

#MARRIOTT PROTEA HOTEL FIRE & ICE! BY MARRIOTT MELROSE ARCH 5 EVENT ROOMS 4 BREAKOUT ROOMS 337 SQM TOTAL EVENT SPACE 180 LARGEST SPACE PAX

PROTEA HOTEL FIRE & ICE! BY MARRIOTT MELROSE ARCH SPECIAL PACKAGES •

Full-day conference package: R580 per person

•

Half-day conference package with lunch: R495 per person

•

Half-day conference package excluding lunch: R325 per person

•

Banqueting breakfast package: R390 per person

•

Banqueting dinner/cocktail package: R495 per person

If you’re seeking star-studded glamour and celebrity treatment, look no further. Famous for its eclectic decor inspired by iconic Hollywood A-listers, the rooms are modern and lavishly decorated, many with stunning views over Johannesburg.

THE RESTAURANT Much like Johannesburg, The Restaurant is young, hip, and happening. It has a fast-paced feel for those on the go, and the menu offering reflects this – from South Africa’s prized braai culture such as chisa nyama to sharing pots, mixed in with the Hollywood brand of burgers and decadent milkshakes in 37 exquisite flavours.

Lunch and breakfast are served in The Restaurant.

WANT TO KNOW MORE? Contact the central sales & events team via email mhrs.jnbmc.events@marriott.com.

Alternatively call 010 495 4200. 4

Terms and conditions apply.

The Protea Hotel Fire&Ice! by Marriott Melrose Arch is a well-known and respected brand that offers a lifestyle hotel experience with global standards and international brand recognition for business and leisure guests. This confident, personal, and unique brand caters for the progressive, accomplished, and practical traveller who is an ambitious individualist seeking proactive and personal service that makes them feel at home.

@ www.theplannerguru.co.za JohannesburgMarriottMelroseArch @MarriottExecutiveApartmentsJohannesburg

EVENT ADD-ONS Upsize your event with these inspired stations, and serve up a super-sized helping of fun that your attendees are sure to love: • Mobile gin bar, stocked with botanical gins and a stylish array of ingredients.

• Build-your-own burger for personalised masterpieces that perfectly match any- and everyone’s preferences.

• Milkshake station to invent new flavours, served by roller-skating waitresses and a dash of disco.

• Babalas station – leave it to the pros to deliver a wake up shake up when it’s most needed.

• Sweet buffet serving a generous selection of decadent doughnuts, waffles, and sweets, you can safely kiss energy slumps goodbye.

@MelroseArchHotel @FireandiceJHBMelroseArch

YOU CAN ALSO VISIT

YOU CAN ALSO WATCH OUR VIDEO HERE: https://we.tl/t-r1UhVT2SqI

MEETINGS l SEPTEMBER/OCTOBER 2023 • @mexecjohannesburg @ africanpridemelrosearchhotel @marriottmelrosearch @fireandicema

39

EVENT PROF 101

YOUR checklist

TO PARTY PLANNING PERFECTION

To complete our year-end planning guide, here’s a best practice checklist of everything that needs to be done, and by when, for the utmost professional results. While the timeframes here are ideal, it’s not a problem if you have less time than shown.

Simply adjust to what you have available. You’ve got this!

4-12 MONTHS BEFOREHAND

1 MONTH BEFOREHAND Close RSVPs and finalise your

efine your objectives and what you D want to achieve from the event

attendance numbers

Create a budget

Confirm all suppliers and

Choose a theme

service providers

Source a suitable venue

Conduct a thorough walkthrough of

Decide on a date and time

the venue

3-6 MONTHS BEFOREHAND Contact and secure vendors for catering, MC, entertainment, AV, and décor Send out save the dates Choose the menu 2-3 MONTHS BEFOREHAND Track RSVPs Develop a detailed programme for the event and share it with all stakeholders onfirm technical requirements for AV, C and start developing content required for the event, including videos ave a logistics plan for your H estimated numbers, including guest transportation, if necessary Create seating charts

Purchase any gifts and prizes Develop a contingency plan for anything unexpected 1-2 WEEKS BEFOREHAND lan and share all scheduled rehearsal P and setup details with all key stakeholders reate and share a running order for C the event, including the roles and responsibilities of everyone involved old a staff briefing so your team is H clear on their roles and responsibilities rint any necessary materials (such as P certificates, programmes, name badges, signage, and so forth) S end out an exciting event reminder to build some hype

DAY OF THE EVENT I f all above preparation and planning is in place, then your job is almost done.

Now you just need to oversee that everyone else does their job! So, arrive early and be on hand throughout the event to ensure everything is running smoothly and the guests are having a marvellous time.

AFTER THE EVENT Send out a thank you note to all attendees ave a post-event debrief on what H worked and what could have been done better Review and reconcile the event budget 4

Thanks to Strong PR for their input on this checklist!

40 • MEETINGS l SEPTEMBER / OCTOBER 2023 www.theplannerguru.co.za

www.theplannerguru.co.za

MEETINGS l SEPTEMBER/OCTOBER 2023 •

41

EVENT DIARIES

SA’S PA OF THE YEAR AWARD 2023 PAFSA is committed to upholding excellence in the profession of secretaries and admin assistants, and their annual awards are a critical element in achieving this.

D

uring a glamorous Spring Day luncheon at The Capital Hotel on the Park in Sandton, Danna Smith was awarded the prestigious title of SA’s PA of the Year 2023.

Competition for the coveted title is fierce, and this year saw six finalists making it to the final judging round. They are: Alicia Schwan, Mandy Antill, Nerine Ungerer, Rae Lee Koetzie, Tshilidzi Mulaudzi and, the ultimate winner, Danna Smith.

Danna is PA to Olaotse Matshane at the South African Reserve Bank, a high-pressure role where she is responsible for ensuring Olaotse’s directions are seamlessly and professionally executed. On receiving the award, Danna said, “Firstly, I feel privileged and humbled, and secondly, no women is an island – there were quite a few people involved in this process in me becoming the title bearer for 2023.”

She also gave thanks to PAFSA, the Professional Association for Secretaries and Admin Assistants of South Africa, “for taking the lead and creating the platform for acknowledgement at this level. It not only benefits the profession but contributes to the enormous growth of everyone taking part in this process.”

Now in its 17th year, PAFSA asserts that the awards are an important mechanism to help the secretarial and admin profession to clearly sets standards, raise standards and elevate the bar of excellence.

PAFSA would like to give thanks to its many supporters and sponsors, with special mention of their event partners, Hospitality Junxtion. 4

Danna Smith addressing the audience

The six PA of the Year 2023 finalists

NOT-TO-BE-MISSED

TRAVEL WORKSHOPS BEST O OCT F NAM IB OBE R 20 IA ROAD 23 JHB SHOW & CP T

C&L Travel Collection are the proud hosts of travel and event workshops, and believe that in an ever-changing environment, product knowledge and educating potential bookers is a vital part of marketing and sales.

C&L Travel Collection pride themselves on creating and hosting product specific and cost-effective face-to-face marketing platforms countrywide, where they facilitate networking, sales, and education by sourcing applicable suppliers and inviting potential buyers to participate in a morning of education and fun.

Examples of their focused workshops include, among others, Conference & Occasions, The Best of Botswana, The Best of East Africa, The Best of Namibia, The Best of Zimbabwe and Zambia, and Cruising and Islands.

“We maintain an up-to-date and relevant database of visitors to ensure that supporting exhibitors meet with their correct and desired target audience,” says Clair Danielsen, the company director, adding, “We invite South African Tour Operators, Travel Agents, Corporate Buyers, MICE Agents, Destination Management Consultants and Independent Travel Companies to attend the workshops and roadshows in order to keep themselves aware of new products and trends in the industry.”

BEST OF NAMIBIA ROADSHOW JOHANNESBURG DETAILS When: Tuesday 17 October Time: 09h00 – 14h30 Where: Indaba Hotel, Spa & Conference Centre Address: Cnr of William Nicol Drive & Pieter Wenning Road, Fourways CAPE TOWN DETAILS When: Thursday 19 October Time: 09h00 – 14h30 Where: Cape Town Lodge Hotel Address: 01 Buitengracht St, Cape Town City Centre

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Should you wish to participate as a supplier, please contact Clair at Clair@candltravel.co.za to be added to the database.

For any questions or to RSVP, please contact Lyndsey Danielsen at lyndsey@candltravel.co.za or +27 83 709 7397. 4

42 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

TALKING POINTS

INDUSTRY VIEWS

Values = design = engagement

Renovations that reimagine spaces

Over half of the global AIPC community has expansion or renovation plans underway. The US is leading the way, with the brand-new Sphere in Las Vegas demonstrating the level of innovation possible. Next to enhancing the customer experience, venues are also seeking to engage with local communities via venue design. Creating that bridge is crucial for demonstrating the value of events and attracting talent, shares Sven Bossu.

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

www.theplannerguru.co.za

uring the 2023 AIPC Conference, the results of the yearly member survey were shared, showing that over 50% of the AIPC community has a renovation or expansion planned or underway. During a panel design on architecture, it became clear that the purpose of these investments very often goes beyond a simple increase of sellable space or a lick of paint. Two focus areas stood out: enhancing the customer experience and engaging with the local community.

PUTTING EXPERIENCES FIRST The brand-new MGM Sphere in Las Vegas – designed by AIPC business partner Populous – shows to what level customer experience can be pushed. The 112-meter-high venue is covered with 1.2 million led lamps at the outside, pushing the notion of eye-catching to a different level.

The interior is equipped with a wraparound LED-screen, measuring 15 000 m2. 4D features, including wind and scent, will also be used. And of course, all 18 600 seats have high speed internet access. As The Edge of U2 puts it: “It’s a canvas of an unparalleled scale.”

But next to customer experience, venues find it increasingly important to leverage the design of their building to reflect the uniqueness of the community it’s embedded in, and indeed to engage with that community. This engagement is important for several reasons.

First, it generates support from the local community. Secondly, having the local community actively involved adds value to the events. And thirdly, it allows to demonstrate the values of the venues, which is crucial to attract talent.

DEMONSTRATING VALUE OVG360, which manages over 300 mainly US-based venues (from arenas to convention centres and anything in between), has embraced this value driven approach. In their view, recognising diversity, fostering inclusion, and working towards common core values have become more urgent than ever. This is translated into practice in multiple ways, from creating diverse talent pipelines to commitment to ambitious sustainability objectives.

Located in the heart of Georgetown, Seattle, the Climate Pledge Arena is a great example of how a venue can engage with the local community and demonstrate its commitment to core values, such as sustainability. The building which dates back to 1962 and is a true landmark was completely recycled. The goals are both simple and ambitious: become zero carbon by moving 100% to renewable energy and banning the use of fossil fuels; zero-use of single use plastics; zero waste; and finally demonstrate leadership in water quality and water use wherever possible.

An example of the latter is the “Rain to Rink” system, which harvests water off the roof, collects it into a 56 m3 cistern, and turns it into green ice. It is a journey for all involved, including the NHL’s Seattle Kraken fans.

In a period where 79% of the AIPC community finds attracting staff (very) challenging and when the choice of employer becomes more and more value driven, it is of key importance that convention centres demonstrate the values they stand for. The Climate Pledge Arena is just one example, with many more to follow. 4

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TALKING POINTS

INDUSTRY VIEWS Measuring marketing outcomes

GARY CORIN is the vice chairperson of the Association of African Exhibition Organisers (AAXO).

INDUSTRY VIEWS Join us

How are marketing attribution trends likely to impact the medium of exhibitions?

Measuring the efficacy of your marketing is easy in a digital space – but not so easy when considering the exhibition medium, writes Gary Corin.

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arketing attribution is the practice of This medium would barely exist if pure marketing attribution principles were applied. No serious tracking marketing touch points in a exhibitor tackles an exhibition without specific goals. customer’s journey that prove to be effective in positively impacting consumer behaviour The nature of exhibitions means that these objectives can vary from hard metrics (e.g. attaining – i.e. leading to a sale or purchase action.

Attribution emerged as digital marketing platforms new customer leads) to softer, more subjective goals (e.g. measuring brand perceptions). multiplied and have been prevalent in marketers’ Attaching hard, finite metrics to exhibitions in a approach to channel selection. The nature of social diverse, inter-related and complex human cauldron media and digital media options allowed advertisers to track metrics like page impressions, click throughs, is problematic. But exhibitors can still benchmark performance using sophisticated ROI (return on views, shares, and likes. investment) tools.

A decade later, communication specialists are Marketers face the same challenges when realising that there are multiple touch-points in a exhibiting. Exhibitions were curtailed during the customer journey, and allocating finite metrics to global pandemic. They have emerged stronger but independent media channels is myopic. We are leaner and more focused – but remain the perfect definitely moving back to a multi-touch, multi-channel, multi-faceted customer touch point cross-platform, integrated marketing mix approach. in a marketer’s communication arsenal. The power of face-to-face communication, integrated into and co-existing in a digital world, should not WHAT THIS MEANS FOR EXHIBITIONS Why is this good news for exhibitions as a medium? be underestimated. 4

Your journey to net zero starts here We at the Event Greening Forum (EGF) are inviting the local events industry – that’s you! – to join us on a Journey to Net Zero, where we unpack the JMIC-led Net Zero Carbon Events (NZCE) initiative.

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

f you feel daunted by signing the NZCE pledge and taking we will roll out more events as we dig deeper into the roadmap and how it can be effectively applied to local on this significant task of achieving net zero carbon emissions by 2050, we are here to walk you through their businesses and participants in the event greening value chain. supplied roadmap and resources, while offering our local expertise and insights to facilitate this transition and make YOU’RE NOT TOO LATE! this journey a little simpler and easier.

Our campaign officially launched on 20 July with a webinar I really encourage all event industry stakeholders to get involved. You can simply sign up as a supporter or take on on ‘Unpacking Net Zero Carbon Events’, kindly sponsored

by EGF members and patron sponsors Chat’r Xperience and more responsibility by signing the pledge and thereby Basilmin. The EGF hosted JMIC executive director Alex Alles commit to measuring and reducing your carbon over time.

Go to www.netzerocarbonevents.org/join-us/ to find to share an overview of the initiative as well as an update out more. on the progress that has been made to date.

Globally, we are feeling the impacts of climate change. It’s You can view the recording here: clear that not only does the future of the events industry www.eventgreening.co.za/resources/webinar-recordings/ need to be net zero, but so do our clients’ industries. The time to start this transition is now, as delaying this decision COMMITTED TO A CARBON-NEUTRAL FUTURE will only make it more difficult to follow through.

Decarbonisation is the biggest sustainability challenge the If you’d like to find out more, please don’t hesitate to events industry faces, so as the EGF we made the decision to focus all our efforts on this incredible initiative to ensure reach out to lynn@eventgreening.co.za or visit the that it is clearly communicated to the South African market resources tab on our website (www.eventgreening.co.za). and as many local businesses as possible can benefit from it. Additionally invaluable resources can be found at: This is how our Journey to Net Zero concept was born, and www.netzerocarbonevents.org/resources/. 4

44 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

#INDUSTRYINSIGHTS

INDUSTRY VIEWS Better together

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

INDUSTRY VIEWS Fair pay for all

Partnerships are the way to go EXSA’s visibility at the build-up and break down of exhibitions has forged relationships with the organisers and has had a very positive impact on the outcome of the shows visited, writes Lee-Ann Alder.

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mmanuel Patty, operations director of Specialised Exhibitions – a division of Montgomery Group, approached EXSA to form a partnership for Securex 2023. The goal was to ensure that there were open lines of communication, vetting, problem solving, and general smooth running of the show. Following the success of Securex, EXSA will also have visibility during Propak at the end of October in Cape Town, and we are looking forward to another amazing exhibition.

PROFESSIONALISM AT ITS BEST Walking the Securex halls was a pleasure. Although everyone was so very busy there was always time for a handshake and a chat. The comradery and level of professionalism was inspiring, right from the very beginning.

Should we charge a management fee?

Ellen Oosthuizen questions the age-old practice of PCOs working for commission in lieu of being paid a fee for their services.

F ELLEN OOSTHUIZEN is the chairperson of the PCO Alliance Network.

This is definitely a sign that much preparation and exact planning went into this exhibition.

The staff and operations team at Specialised are amazing. They don’t stop, but are always ready for a smile, direction and solid information to anyone that asks. Their level of professionalism is proof that good planning and well-trained, efficient staff will make a huge difference to an exhibition.

Emmanuel is a consummate professional – whether dealing with clients, suppliers, or other staff members, he handles everything that jumps in his path with polite firmness.

During my time at Securex, I also learnt that Specialised had given two charity organisations free exhibition stands where they could sell their goods and promote their charity.

This is an amazing practice and shows such humility. 4

or many many years, Professional Conference Organisers (PCOs) generated their income from referral commissions. In the 1980s we were typically paid a 10% referral commission from venues and hotels.

Today, in most circumstances, we are still receiving a 10% commission.

Living costs have gone up drastically, yet organiser commission has largely stayed the same – although I want to thank a few venues that value our business and have increased PCO commissions. The PCO Alliance Network has a preferred supplier list of venues and hotels who pay us more than 10%.

However, the question that has come up at meetings and network events is: Should we not start charging our clients a management fee, call it a marketing fee or sales fee, instead of commission?

PAYING FOR SERVICES RENDERED We are the extended sales team for venues and hotels. If we do not put a specific venue forward to our clients, they would not know about that venue. We do a site inspection, sell the venue, and start working the event. But we earn no income until final payment is made by the client.

Only then can we submit our invoice.

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Clients are not in favour of paying management fees.

In most cases, they say their PA can organise the event, and she is already being paid a salary. But the PA is not on site, and she does not run around sourcing suppliers to make sure the event is a success.

And yet, when you request a plumber to come out to check a plumbing problem, they charge a call out fee and then charge for the job to be done. Should you go to a doctor, s/he will charge a consultation fee, while a travel agent charges admin or booking fees, etc. They all get paid without question. But when an event manager or PCO charges a management fee for the work they do, then nobody wants to pay. How are we going to change this mindset?

We can host a webinar on this topic, as there are many event managers and PCO’s who do not charge a management fee and rely on the commission being paid. Oftentimes, venues take their time in paying commissions – so they are not receiving any commission until the final bill has been paid by the client. It can then take another 30 days for payment to clear. My question is: When will this become a win-win situation? 4

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TALKING POINTS

INDUSTRY VIEWS Local is lekker

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

INDUSTRY VIEWS New hotels, new opportunities

Don’t let these summer days drift away Glenton de Kock urges event planners to make the most of all the wonderful assets our country has to offer.

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s we move into spring and eventually summer, fire pits or outdoor grills for a unique dining experience leveraging the stunning outdoor landscapes of under the stars. It would be remiss if a renowned bottle South Africa can provide a unique and memorable of wine from one of our world-class wineries is not on backdrop for meetings and events during the coming offer as part of the sensory journey. months. When planning, why not consider venues or All this while attendees explore the rich history and activities that may offer scenic natural views, such as culture of South Africa led by engaging local storytellers vineyards, botanical gardens, or coastal offerings? and guides to share the region’s heritage. Our country In utilising outdoor spaces like gardens, terraces, or has a diverse product offering that allows for organising courtyards for networking sessions and receptions, you eco-friendly outdoor meetings and events which can will not only create natural settings but also recognise the easily be incorporated into your event agenda.

Providing local music, dancing, or art during your event beauty of our country at this time of year. will immerse participants in the local culture, which is always welcomed. In addition, the natural setting AN ABUNDANCE OF OPPORTUNITIES enhances relaxation and promotes well-being South Africa’s rich biodiversity offers opportunities for for attendees. wildlife-themed meetings and events. This can be While our weather is moderate at this time of year, combined with educational sessions on our wildlife remember to plan for potential weather contingencies conservation efforts to create a unique and and provide shaded areas, cooling options, and purposeful experience.

Should the wildlife not be for your client, our stunning sunscreen to ensure the comfort of attendees during outdoor events. coastline and beachfront venues are ideal for relaxed By embracing South Africa’s outdoor beauty and conferences, team-building activities, and beachside culture, you can create a truly unforgettable and dining. Remember to incorporate local cuisine and entertainment to showcase the region’s culture around immersive meeting or event experience. 4

Exciting prospects for African MICE Tes Proos highlights some of the new developments which are enriching Africa’s MICE offering – from new hotels and venues to supportive convention bureaus, these all bode well for advancing the continent’s MICE appeal.

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t is exciting times for Africa’s hotel and hospitality development, especially as far as the MICE sector goes.

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

RADISSON BLU IN LIVINGSTONE I recently had the opportunity to visit the brand-new Radisson Blu in Livingstone, Zambia, and was pleasantly surprised. Perfectly located on the banks of the Zambezi River, this 200-bedroom property is ideal for incentive and conference groups. It has very flexible venues for meetings and events, as well as large outdoor spaces that can accommodate just about any fancy or casual affair.

breakaway facilities between the new and existing venues.

Uganda certainly is on the rise on the MICE horizon. I was honoured to be accompanied by past president of SITE Global, David Sand, in providing in-depth incentive training to Uganda DMC’s. This was done in conjunction with the new Uganda Convention Bureau, which is highly supportive of MICE product and service development.

SAVE THE DATE: SITE AFRICA’S GAUTENG SUMMIT The Radisson Group, in partnership with SITE Africa, will host the SITE Gauteng Summit on 3 October 2023 at the Radisson Blu Gautrain from 09h00 till 13h00. Join us for various updates and a showcase of the new Radison Blu in Livingstone and others.

UGANDA’S MICE OFFERING IS ON THE RISE Another gem to look out for is the new Speke Resort convention centre in Entebbe, Uganda, poised on the edge of the mighty Lake Victoria. This fabulous addition to Uganda’s Tickets are complimentary, but RSVPs are essential.

MICE offerings is due to open in January 2024 and will be able To book your spot, please go to: evolve.eventoptions.co.za/register/site_gauteng/details 4 to host in excess of 2 000 delegates, with up to 25

46 • MEETINGS l SEPTEMBER/OCTOBER 2023 www.theplannerguru.co.za

#INDUSTRYINSIGHTS

Understanding labour legislation for freelance crew

INDUSTRY VIEWS Contracts create clarity

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

Kevan Jones unpacks the legal relationship, and benefit of contracts, between freelancers and employers.

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arlier in the month, I had an interesting discussion with a freelance AV tech who alleged that he’d been short-changed by a production company for whom he had been working. I spoke briefly with the company involved, and whilst the stories I heard from both the employer and the employee were similar, there were significant differences between the two versions.

At the heart of the difference was understanding whether the individual was a freelance contractor, where an agreement defines the terms and conditions of the engagement, or an employee protected against exploitation by the Basic Conditions of Employment Act. In this instance, the parties had no appointment letter or contract. As I listened to both, it struck me that this dispute would not have existed if they’d put an agreement in writing before they started working together.

CONTRACTS PROTECT BOTH PARTIES An employment contract protects both the employer and the employee. It clearly defines the role and responsibilities of both parties and creates an environment in which labour legislation comes into play. Likewise, a freelance contract defines the terms of engagement between the parties. When no agreement exists, the terms of employment are unclear and difficult to enforce.

I don’t think there is any doubt that freelancers are vulnerable to exploitation by unscrupulous production companies. There’s also no doubt that production companies often employ tech crew who have exaggerated their skillset and claimed knowledge they don’t have.

Both employers and production companies need to protect themselves against this abuse, and the starting point is to put the employment terms in writing – signed by both parties to signify their agreement.

THE EMPLOYMENT CODE OF GOOD PRACTICE Irrespective of whether there’s a contract, the

Employment Code of Good Practice ensures that employers cannot merely use freelance contracts as an excuse to escape their obligations regarding labour legislation.

The Code is designed to promote clarity and certainty as to who is an employee for the purposes of the Labour Relations Act and other labour legislation. It describes how a person who works for or renders services to any other person is presumed, until the contrary is proved, to be an employee, regardless of the form of contract, if any one or more of the following factors is present: • • •

•

•

• •

the person’s work is subject to the control or direction of another person the person’s hours of work are subject to the control or direction of another person in the case of a person who works for an organisation, the person is a part of that organisation the person has worked for that other person for an average of at least 40 hours per month over the last three months the person is economically dependent on the other person for whom they work or render services the person is provided with tools of trade or work equipment by the other person the person only works for or renders services to one person.

About 70% of events industry employees consider themselves freelance workers. Still, I’d assert that many are short-term employees protected by the Basic Conditions of Employment Act and other relevant labour legislation. Either way, a contract between parties that clearly defines their working relationship makes sense. A little extra effort before you start working together will help prevent a lot of finger-pointing when the work ends. 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.

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O N LY # E V E N T P R O F S

Strange

ENCOUNTERS OF THE EVENTING KIND

Ellen Oosthuizen is the owner and event manager of Bebe’s Events & Promotions. Here she shares one of her stranger experiences as an event professional.

The Governor’s House where Ellen stayed

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n approximately 1997 I had to organize a Secretaries Seminar on Robben Island. It was plagued with difficulties from the start.

When I discovered there wasn’t any AV onsite, I hired it from a local company. However, as my client did not want to pay for a technician to set up on the Island, they were to deliver it to the Robben Island ticket office, and I would take it with me on the ferry. When I arrived on the Island, I had to call the technician so that he could talk me through setting up the equipment just in case I blew the speakers with wrong connections!

ROUGH SEAS AHEAD When I arrived in Cape Town, I went straight to Robben Island ticket office only to discover the seas were too rough and no ferries were operating!

I sat in the office working, until eventually I told them that I must get to the Island as my group would arrive the following day and set up must be done. Next thing I know, I’m on the ferry that took school children back home to the island.

What a ride! The seas were stormy, and it was up and down and sideways – and then the water covered the windows, and so it carried on. Eventually I arrived safely on the Island, fortunately with the AV intact.

SLEEPLESS IN SA I was then taken to the Governor’s House, which was the accommodation for the client, speakers, and myself. It’s a 10-bedroom home, but that night I was alone in the building, in one of the six bedrooms on the porch.

The caterer I organised from the mainland was there with his staff getting ready for the conference. Later that afternoon they told me that they were leaving and gave me a percolator so that I could make some coffee as it was very cold, misty, and raining.

After saying goodbye and seeing them get into their car, I went back to my room walking down the long wooden corridor to the front door of the house. As I locked the door and walked to my room on the porch, I saw a silhouette of a man all in black in the mist! I did not greet the person and neither did he say anything. It was scary, and with the weather being what it was, it felt like a real murder movie set. Should anything happen, the only phone numbers I had were off the island. No one would have heard me scream!

I battled to fall asleep that night and worked on my rooming list, placing companies in the warden houses. The next day I asked the coordinator and the catering staff whether they had put a security at the house, and nobody knew anything!

Long story short, the secretaries arrived, and I gave them the keys to the warden houses. The next day I asked them whether they slept well, they told me they were so scared that they moved the mattresses into one bedroom, and all slept together! So, all the work on a rooming list did not work out.

The barmen then forgot about our event, so we had to go to the warden’s mess to buy drinks for the ladies. This event was crisis management from the start… I was there for two days and left the Island very tired. 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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