4 minute read
CASE STUDY
The 20th South African Spine Society Congress and Exhibition
Business Events Africa chatted to Yoshni Singh, director of Europa Organisation Africa, the organiser of the 20th South African Spine Society Congress and Exhibition.
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The South African Spine Society is a local association; however, many of its members are part of international association communities.
Did Covid-19 have an impact of the event dates?
The event was first scheduled to take place in 2020 – with planning, therefore, starting as far back as 2019. However, due to the current pandemic, it was moved to 2021. It is the first time that we have, as EOA, managed the event for the association.
Does this association have a rotational schedule?
It has a South African rotational schedule. This congress rotates between KwaZuluNatal, Gauteng, and Cape Town. Dates: 20-22 May 2021 Host city: Cape Town Hotel venue: Century City Conference Centre Client: The South African Spine Society Conference organiser: Europa Organisation Africa Delegates: 168 delegates that registered, of which 161 arrived. They came from all parts of South Africa. Including two in person international faculty from Germany and Belgium. International speakers: Four international speakers (three from the United Kingdom and one from Canada). They were Zoom-linked into the conference. Trade: 21 representing companies – 50 trade delegates.
Yoshni Singh, Europa Organisation Africa.
As the organiser, what challenges did you encounter?
Hardest part – was the uncertainty of when the event would take place. With hybrid as well as virtual becoming the new buzz word – this made planning and mind shifts a little bit more challenging in general.
Easiest – the organising committee took the decision early on in 2020 that when they were to go ahead in 2021 – it was going to be an in-person event – following and working within all the Covid regulations set out by government. This was to ensure a safe environment for both their trade as well as participants.
Most importantly, they trusted the team and I when it came to suggestions and ways forward during thebrainstorming sessions.“
Dr Schalk Burger, neurosurgeon, SA Spine Society president
Did you consider running a hybrid event?
We decided to do a live in-person meeting only. This included international speakers, who could not fly in. They pre-recorded their presentations, which we showed onscreen during the Q and A sessions – this worked well.
What were the benefits of having a live event?
This allowed trade to engage with the doctors, after an exceptionally long time. Doctors where able to touch and feel the equipment, as well as meet with their colleagues and discuss challenges and also wins.
How did this congress come to Century City Conference Centre, Cape Town?
This was a local meeting. EOA put forward suggested venues for the Western Cape region with CCCC being one of them. It was later decided on due to the easy access and locality.
The CCCC worked well for us as, even though it was large enough to meet all our space requirements – especially following all protocol regulations – as well as small enough for us to have the venue to ourselves. The team were very accommodating with our needs in our quest to host an in-person meeting. The location of CCCC also allowed easy access for us to visit a renowned wine farm which hosted the faculty dinner. Its location ensured that we did not have everyone couped up in one venue for the duration of the event.
Feedback from the Century City Conference Centre
Zandri Swartz, Century City.
Zandri Swartz, brand influencer and Nadia Lombard, meeting and events coordinator, Century City Conference Centre, said: “The South African Spine Association Congress was our first association conference with an exhibition hosted since April 2020.
“The highlight of the congress was observing guests enjoy the benefit of a face-to-face conference through networking and interacting with the various innovations and exhibits, while complying with Covid-19 protocols.
“From a venue perspective, adapting the flow of food service based on Covid-19 compliance, while still maintaining an enhanced guest experience, initially posed a challenge, but the new layout and design of our food serving areas as well as the various pre-conference meetings held between our team, Yoshni and the team of event organisers, ensured that we executed this seamlessly.”
The positive comments and testimonies received from the medical fraternity planning and attending the conference was affirmation that our industry may indeed host successful and meaningful face-to-face conferences safely, while not impacting on the guest experience.”
Nadia Lombard, Century City.
Europa Organisation Africa Website:
www.eoafrica.co.za
Prof Ian Vlok, academic coordinator of SA Spine Society
