Meetings September/October by 3S Media

meetconfex.com

SEP/OCT 2015 Issue 63

Divine decor to delight your guests

Questions to ask your venue before booking

FUTURE OF EVENTS How prepared are you for the digital revolution?

BIG INTERVIEW

Jacaranda events Making lifeâ&#x20AC;&#x2122;s rich moments happen

I want to make a mark by inspiring and mentoring those in the industry.â&#x20AC;? Dr Mati Nyazema, executive director, Sandton Convention Centre

R50.00 (incl. VAT)

#contents september/october 2015 meetconfex.com

SEP/OCT 2015 Issue 63

Divine decor to delight your guests

QUESTIONS to ask your venue before booking

FUTURE OF EVENTS How prepared are you for the digital revolution?

BIG INTERVIEW

JACARANDA EVENTS Making life’s rich moments happen

I want to make a mark by inspiring and mentoring those in the industry.” Dr Mati Nyazema, executive director, Sandton Convention Centre

R50.00 (incl. VAT)

E IX N H IC B EI N T I TO I NV

meetconfex.com

TT HH EE

on the cover Blossoming events company Jacaranda Events creates both events and memorable experiences. For more turn to page 6

THE WORLD’S BEST GAME LODGES

OUT- OF -AFRICA

EXPERIENCES

destination

Tswhane

WHAT THE EXPERTS KNOW: DEALING WITH DESTINATIONS INCENTIVES IN THE CITY: URBAN MIX OF COMFORT & STYLE

meeting places

Themed venues

The Incentive Planner cover photo: The Oyster Box

what's inside 03 Dealing with destinations John Fisher on how to choose a suitable destination

04 Out-of-Africa Experiences Relax and unwind in the world's best game lodges

07 Incentives in the city No need to break the bank at chic city hotels

10 Transport Services Avis M.I.C.E offers the best transport solutions

focus on DECOR

best practice

Featured venues

08 Divine design Transform a space and showcase

18 Put it all on display Find out the best ways to

37 G arden Court Nelson Mandela Boulevard

your client's company or theme with the lastest decor trends

get the most out of your exhibition venue

22 The future of events is digital Rashid Toefy

10 CASE STUDY: Marketing to thrive How Unlimited Events Group survived a recession

on how digital events are change catalysts for event management

24 We need standards Helen Brewer on minimum

THE BIG INTERVIEW

event management standards

12 Leading lady Sandton Convention Centre's Dr Mati Nyazema shares her secrets to success

28 Instant theme Why prefabricated themed

women in mice

experiences are more cost-effective

14 REPORT BACK: Sensational success Notable women from the MICE industry celebrated their respective accomplishments

14 And the award goes to... Take a look at who the Women in MICE award winners were LIke us on Facebook and like us on Twitter. Also visit meetconfex.com for daily news. The Planner

meeting places

@meetconfex

Themed venues

29 Emperors Palace Dream venue

Destination 31 T shwane Pretoria undiscovered Destination venues

32 Southern Sun Pretoria Business meets style 34 Tshwane Events Centre Brimming with possibilities

Cape Town's hidden gem

38 Johannesburg Expo Centre Changing the face of excellence

talking points 39 Frank Lee With love. XOXOXO 40 SAACI The makings of a great congress 40 EXSA The influence of design 41 Event Greening Forum In the name of greening 41 AIPC Standards, not standardisation

Regulars 03 Ed’s letter Celebrate success 04 Tidbits Must-know minutia 25 Techno Bytes The rise of interaction 26 S ound Bites The Westin's Grant Cullingworth 27 20 Questions The Hyatt Regency's Johannesburg's Heinrich Morkel

42 Miss Meet I'm off to join the circus

O FE P BR E UA N RY IN 20 G 16

CENTURY CITY CONFERENCE CENTRE

WHERE CONFERENCES AND EXHIBITIONS MEET The Century City Conference Centre is Cape Townâ&#x20AC;&#x2122;s new premier destination for your next conference, confex or exhibition. Boasting over 1 800 m 2 of exhibition space across four halls, delegates can seamlessly network between conferences & exhibitions. Direct access from the N1 and ample parking available on site are added advantages and it is within walking distance of Canal Walkâ&#x20AC;&#x2122;s world-class shopping and restaurant precinct. Exhibiting at the Century City Conference Centre will ensure that your showcase event gets the exposure it needs in the setting it deserves.

/centurycityconferencecentre

Glyn Taylor | 072 394 7014

Gary Koetser | 082 477 1295

Walda Meyer | 082 537 6765

glyn@ccconferencecentre.co.za

gary@ccconferencecentre.co.za

walda@cchotel.co.za

@CCCC_ZA

/century-city-conference-centre

www.ccconferencecentre.co.za

ed's letter Publisher Elizabeth Shorten Editor Martin Hiller (martin@3Smedia.co.za) Journalist Maggie Roodt Head of Design Beren Bauermeister Contributors Helen Brewer, Geoff Donaghy, John

Fisher, Danie Greyling, Adriaan Liebetrau, Alastair Laing, Bronwyn Mathias and Rashid Toefy Chief Sub-Editor Tristan Snijders Sub-Editor Morgan Carter Client Services & Production Manager

Antois-Leigh Botma

Marketing specialist Philip Rosenberg Production Coordinator Jacqueline Modise Financial Manager Andrew Lobban Administration Tonya Hebenton Distribution Manager Nomsa Masina Distribution Coordinator Asha Pursotham

Advertising Ruth Baldwin +27 (0)11 233 2600 ruth@3smedia.co.za

published by No. 9, 3rd Avenue, Rivonia, Johannesburg PO Box 92026, Norwood 2117, South Africa Tel: +27 (0)11 233 2600 Fax: +27 (0)11 234 7274/75 www.3smedia.co.za Meetings September/October 2015 © Copyright. All rights reserved 2015 meetconfex.com subscription R300.00 per annum (incl. VAT) | subs@3smedia.co.za ISSN 1684-9264 NOTICE OF RIGHTS Meetings is published bi-monthly by 3S Media. This publication, its form and contents vest in 3S Media. All rights reserved. No part of this book, including cover and interior designs, may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any information storage and retrieval system, without permission in writing from the publisher, nor be otherwise circulated in any form of binding or cover other than that in which it is published and without a similar condition being imposed on the subsequent purchaser. The authors' views may not necessarily reflect those of the publisher. While every precaution has been taken in the preparation and compilation of this publication, the publisher assumes no responsibility for errors, omissions, completeness or accuracy of its contents, or for damages resulting from the use of the information contained herein. While every effort has been taken to ensure that no copyright or copyright issues is/ are infringed, 3S Media, its directors, publisher, officers and employees cannot be held responsible and consequently disclaim any liability for any loss, liability damage, direct or consequential of whatsoever nature and howsoever arising.

Endorsed by

in collaboration with

member of

have always felt that I would make a good event planner. I am deadline driven, have attention to detail, am a great listener, and my organisational skills are outstanding. This, of course, is all according to my mother, and a few industry stalwarts who attended The Top 40 Women in MICE function. All the hours of planning, late nights, and last-minute surprises (I now know about threephase power) were worth it. These awards are more than just about a pat on the back or a quick ego boost. They are about recognising women who have made a major contribution to the MICE industry. They also inspire women within the industry to take pride in their work so that they can make the list. “It is important to start recognising women in the industry. The event management industry is an incredibly important one, because a large amount of money is spent on events, making it vital to have the right people involved. The importance of the recognition given to the women selected as the Top 40 Women in MICE should not be underestimated in any way,” says Helen Brewer of the MICE Academy. The event was a great success and I have been overwhelmed by the many compliments and messages of support for this initiative.

WHERE ARE THE PRAISE SINGERS? Among these was an email from one of the Top 40 Women recipients, who wrote: “It's really great that you have launched these awards, as there isn't anything of its kind in our industry. I often feel that our industry doesn't get the recognition it deserves.” Her thoughts are shared by one of the attendees at this year’s SAACI Congress. The delegate wanted to know why there is a strong focus on attracting new blood into the industry and a lack of engagement to keep those who are already established from leaving. She suggested that the industry needs to acknowledge individual achievements. One could argue that the various industry associations do indeed have individual awards. EXSA, SAACI, and SITE all do a great job with their industry awards. But, are these awards reflecting what is currently happening in the industry? I want to know where the awards for the best use of decor, most innovative use of technology, and audiovisual at an event or exhibition are. I know of a few award ceremonies that acknowledge venues but these are not directly related to the MICE industry. So this begs me to ask the question: why not have an awards ceremony encompassing the entire industry? I know that this is no easy task – I am still recovering from the Top 40 Women in MICE. I may be dreaming too big. However, I truly believe that if we want to grow our industry, it’s time for all the associations to work together to celebrate our industry successes, both as a whole and as individuals. Wouldn’t it be great to have our own Loeries one day? Until next time,

earn CPD points by reading Meetings

success

Celebrate

Martin

#TIDBITS Meetings’ must-know minutia PCO ALLIANCE NETWORK TURNS 10

CUSTOM TROPHIES AT WOMEN IN MICE AWARDS For those seeking the ideal award, the Khoja Group offers the most elite selection of custom-made and stock trophies, medals, and plaques. Khoja provides trophy design, manufacture, and import services, as well as custom-made and stock trophies, medals, coins, and plaques. In addition to this, it can also do state-ofthe-art computerised engraving, as well as certificate design and framing. Khoja was used to make the Top 40 Women in MICE trophies (pictured). For the recipients of these awards, these custom-made trophies are so much more than reminders of the recognition achieved. They are veritable pieces of art that purvey the prestige of the award, while being aesthetically pleasing in their own right. For a trophy that adequately commemorates an achievement, right up to a treasured gift or heirloom, visit the Khoja Group showroom in Pretoria and be prepared to have your expectations exceeded. khojagroup.net

The PCO Alliance Network was founded in 2005 by Jacqueline Stumke. At that time, there were few opportunities for PCOs (professional conference organisers) to effectively network with one another. Initially, a select group of PCOs met regularly to share their experiences of venues and service providers, review fees charged for diverse projects, and discuss other industry-related information. As new members were introduced to the group, the PCO Alliance Network expanded and gained even more recognition in the industry. Over the years, the PCO Alliance Network has set high standards in the event management sphere. From its inception, it had been decided that membership would not exceed 30, and would ideally function with between 25 to 30 members. Membership is by invitation only and extended to a person in his/ her own capacity and, therefore, not the company he/she owns or partners in. pcoalliance.co.za

According to Denis Da Silva, SAB trade brewer, wine accompanies food well, but beer complements foods. Beer has many different flavours and textures that pair with a large variety of food – more so than other beverages, including wine. On that note, the SAB World of Beer has launched its very own food and beer pairing evenings for the last Friday of every month. An experienced SAB trade brewer conducts the ‘tried and tested’ food and beer pairing. Cost: R450 per person and includes five dishes, paired with five SAB beers. To secure your spot, tickets can be purchased on webtickets.co.za +27 (0)11 836 4900 l worldofbeer.co.za

EMBRACING THE POTENTIAL OF SMALLER SPACES

18 CHEERS In August 2015, The Conference Company celebrated 18 years of planning and managing association conferences. The company would like to thank the amazing behind-the-scenes team, loyal suppliers, and all association clients – past and present – for choosing to work with them. One can only grow and learn when given the opportunities. You may ask, “What does the future hold for The Conference Company?” Well, it’s simple – the company wants to continue working with passion, respect, and enthusiasm within the business events market, providing honest, professional, and committed service to clients and their industries. confco.co.za

4 • MEETINGS l SEPTEMBER/OCTOBER 2015

SAB WORLD OF BEER FOOD & BEER PAIRING OFFERING

While the CSIR International Convention Centre (ICC) caters for both large and small events, it has recently taken things up a notch with its smaller venues. The CSIR ICC’s luxurious VIP suite combines business functionality with comfort, and offers a private restroom with a shower, lounge, boardroom, and office. Similarly popular are the top-floor venues at the CSIR ICC, which are complemented by a view over Pretoria. An added advantage of hosting an event or meeting in this wing of the CSIR ICC is the private, outdoor dining space surrounded by the convention centre’s soothing setting – perfect for birding enthusiasts seeking a quick reprieve from business talk. csiricc.co.za

LUXURY COACH CHARTERS Any group, any size, any where..

SCHOOL TOURS EVENTS DAILY EXCURSIONS TOURING CONFERENCES SPORT GROUPS CORPORATE FUNCTIONS

cover story

events company At Jacaranda Events, events are about more than logistics. They are about creating experiences to be remembered.

TURNKEY EVENT SERVICES Corporate and private functions of every description. At any location. Professionally built and packaged to your specification and budget. Perfectly executed for your enjoyment.

fter the Tshwane Events Centre identified a need for

clients to have one project manager to handle all of the logistics involved with hosting an event – and to receive a single, holistic quote for an entire event – a number of inventive initiatives were launched by the centre. These initiatives were aimed at supplementing the income generated by venue rentals as well as providing clients with one product to meet all their needs. Over the years, these initiatives have shown exceptional growth, merging together to become one fully fledged, standalone business. From this,

6 • MEETINGS l SEPTEMBER/OCTOBER 2015

Jacaranda Events blossomed as a fresh, new event logistical solutions company, able to provide its clients with a comprehensive A to Z guide of solution services for events and exhibitions – ranging from project planning to the centrepieces on banquet tables. Jacaranda Events offers peace of mind to clients in order to allow them to focus on the more important elements of an event, such as generating leads and interacting with clients.

VERSATILITY IN ONE PACKAGE Offering logistical services, draping, carpeting, AV and staging solutions, airport and hotel transfers, catering,

event planning, and even marketing solutions, there is nothing Jacaranda Events cannot do. The company’s services are characterised by five distinct business disciplines: • EVENT LOGISTICAL SUPPORT The Event Turnkey Division offers comprehensive event logistical services. Apart from physical equipment and decor requirements, the division also provides comprehensive logistical and project planning services. No job is too big or too small; Jacaranda Events’ experienced staff are well versed in providing out-of-the-box event solutions. • HOSPITALITY, which incorporates the conference centre, on- and off-site catering services, as well as the brand-new Jungle Café, which is open to the public six days a week for various functions. Jacaranda Events’ comprehensive hospitality offerings cover all aspects of conference solutions, banqueting, and catering. Experienced personnel are ready to serve and offer various exciting event solutions. • AN EVENTING ARM that will assist clients in project managing events.

5 1

With a combined experience of over 75 years of event creating and management, Jacaranda Events is an ideal partner to help you get your event off the ground. Jacaranda Events will soon be positioned to host and manage all types of events all over the country and into Africa. •M ARKETING SERVICE DIVISION, which specialises in event marketing, product launches, and activations. The event marketing services arm of Jacaranda Events was originally set up to take care of the marketing requirements for the Tshwane Events Centre and the Tshwane Agricultural and Business Corporation. With over 15 years of event marketing experience, the Marketing Idea Warehouse is an ideal partner

reasons why you should use Jacaranda events

EXPERIENCED TEAM With decades of event and exhibition experience, the team at Jacaranda Events will provide you with creative solutions that meet your brief and budget. PREFERENTIAL RATES As a result of the partnership with Tshwane Events Centre, Jacaranda Events is in a unique position to offer its clients great rates should they wish to use the centre. EVENT TURNKEY From sourcing a venue, selecting catering options, and choosing decor, Jacaranda Events will oversee the entire event. What this means is that the client will receive one invoice for everything associated with the event. EVENT MARKETING SERVICES Jacaranda Events can provide its clients with a full bouquet of marketing services to ensure the success of their events. HOSPITALITY DIVISION The comprehensive hospitality offerings of Jacaranda Events cover all aspects of conference solutions.

to market solutions for your event or product, providing cost-effective and unique ideas. This division offers comprehensive event marketing and PR services and solutions. In addition, brand development, product activations, and corporate product launches and promotions strategies will be offered. •P roduction Projects, is the the audiovisual and staging arm division.

+27 (0)12 327 1487 ricky@jacarandaevents.co.za jacarandaevents.co.za

MEET THE TEAM Jacaranda Events consists of a collection of professional individuals hailing from the eventing industry. These individuals are geared towards an entrepreneurial spirit to deliver innovative and profitable solutions to the events industry by providing quality event logistical support, conferencing, catering, events creation, and marketing services. While most team members come from an eventing background with much experience, they also have unique venue management experience, which allows them to understand both sides of the coin, enabling a harmonious stream of communication between event and venue. RICKY DA COSTA, General manager Ricky is the creative brain behind Jacaranda Events, following years of experience in the events and catering industry. From his office based at the Tshwane Events Centre, Ricky steers the boat with a unique understanding, passion, and obsession for what it takes to be exceptional and bring a unique product to the table. ricky@jacarandaevents.co.za Kathy Wiggins, Head: Conference Kathy has been waving the sceptre as head of Jacaranda Events' Conference Core since its inception. She makes a meal of coordinating the operational management team to ensure that all services provided meet clients’ needs and events are run efficiently. She lives by the saying: 'perfection is not a goal, it’s a starting point'. kathy@jacarandaevents.co.za Theresa Pieterse, Deputy head: Conference A regular master of all trades, her main responsibility within the Jacaranda Events family is to provide comic relief to her peers. Theresa manages this while, at the same time, showing due commitment and hard work. Together with Kathy Wiggins, Theresa is in charge of the conference section of Jacaranda Events. theresa@jacarandaevents.co.za Neels Terblanche, Head: Event Turnkey Services Neels is a true artist at heart, having a tendency to capture his current mood and feeling through abstract art. He applies this skill to his work at Jacaranda Events and is always ready to create an awesome experience for his clients. Neels lives by the proverb, ‘your best teacher is your last mistake’. neels@jacarandaevents.co.za Rudi Kesting, CEO of Production Projects This Clint Eastwood lookalike has survived 33 years of providing technical support in the eventing industry and he has seen it all. Rudi has a firm hand on all the technical requirements for Jacaranda Events and his expertise is a true asset to the organisation. rudi@jacarandaevents.co.za Madelein van Tonder, PA to general manager Madelein is the thread that connects the Jacaranda Events team. This busy bee is a hobby fanatic, keeping herself busy with scrapbooking, photography, jewellery making, cooking, travelling, hosting parties, and the occasional trip to the gym. madelein@jacarandaevents.co.za

MEETINGS l SEPTEMBER/OCTOBER 2015 •

F OC U S O N

Divine Decor transforms a space and allows you to show off your company or capture your theme to the fullest, showcasing each nuance in a fresh, interesting way.

e are often told not to judge a book by its cover and that all that glitters is not gold – true sayings in their own right, yet they are rendered completely obsolete when it comes to the events industry. When it comes to the decor of an event, you want the cover to be at least as appealing as the contents of the book. You also want the decor to transform an everyday venue into a glittering wonderland, because decor is one of the essential event elements that conveys the theme and message of the event. Alastair Laing, group CEO of Unlimited Events Group, says event decor creates atmosphere, stimulates guests, and transports them to a magical world for a snippet of time. “Event decor is undoubtedly the most important aspect of ensuring that

8 • MEETINGS l SEPTEMBER/OCTOBER 2015

you deliver a professional-looking event, fit for the best VIPs. Events without decor create a bland and boring setting with no visual interest for your guests.”

GET THE MOST OF EVENT DECOR Optimise the benefits of your event decor by incorporating elements such as draping,

MEET THE EXPERTS

lighting, carpets, and stylish table decorations. This creates a beautiful shell to contain your event. Make sure that all event elements work well together and complement each other. Make use of the best quality staging, lighting, furniture, and props that your budget allows for. Determine precisely what decor elements you wish to incorporate, the purpose of these elements, and how you will manage to stay within budget. Avoid exceeding your budget by finding similar decor elements at reduced prices, hiring equipment, or finding less expensive alternatives. Choose decor that is complementary to the venue and use added extras that the venue might offer, such as skylights and pillars, alongside your decor. “To get the most out of your decor spend, ensure that every item of your decor can be seen and used; decor is completely wasted if it can’t be seen or experienced – event decor absolutely must add value to the overall experience,” adds Alastair.

ADD A SPLASH OF COLOUR

FROM LEFT Alastair Laing, Unlimited Events Group; Beatrix Lourens, Beatrix Events; and Jacqui Higgins, CLA Brand and Event Engineering

Although colour is mostly relative, the colours that are currently trending, when it comes to event decor, involve neutral colours such as brown, cream, and biscuit. These main colours are often combined with soft touches of pastel or with accents of bold colours that match the company’s logo.

10 must-use DECOR TRENDS 1 ALTERNATIVE LOCATIONS Rooftop

venues or animal parks are now being used instead of the usual hotels. These are combined with decor accessories made of different materials, with metal and wood being some of the favourite elements. Unusual centrepieces are a firm favourite for creating a unique look and feel using alternative materials.

CHILL SPOTS Seating arrangements are becoming less structured and having several lounge areas is well received. We are seeing more varied seating with a less structured mix of differently shaped and sized chairs and tables.

3 RUSTIC DECOR Eclectic decor elements to create an overall upscale rustic look is a major trend we can expect to see through the rest of 2015. We’re increasingly seeing combinations of glass jars, exposed timber, rusted pipes, natural stone, and chrome to create a modern, rustic revolution. Clients now love reusable, eco-friendly event decor, combined with textures that you wouldn’t traditionally consider combining.

DEFINITIVE DECOR DON’TS As easily as decor can transform a venue into a magical space, it can also overwhelm or underwhelm guests and, consequently, decrease the value of the event. • DON’T DO TRENDY Even though it is good to be at the forefront with trends and styles, do not go for trendy and popular decor options if they do not stay true to the brand. • DON’T EXPECT THE UNREALISTIC While event decor transforms a venue, there are still limitations to how much decor adds to a venue. “If your venue says old world, or if it says modern, it will stay old world or modern and no amount of decor can change that,” says Jacqui Higgins of CLA Brand and Event Engineering. • DON’T GO IN-HOUSE Handling decor in-house is a risky move as there is no accounting for personal taste. • DON’T RUSH IT Be practical when allocating set-up time and plan it well in advance so that the decor is properly finished by the time guests arrive. • DON’T BE SILLY, BE SAFE Ensure that all decor elements are compliant to fire and safety codes, and avoid silly errors like hanging decorations from light or ceiling fixtures.

Code 201

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

4 SUCCULENT SEASON One of the

biggest event trends right now is incorporating dramatic, indulgent, and simply gorgeous succulents, blooms, and mossin as opposed to traditional flowers, colours, and patterns. Arrangements of succulents, proteas, and wood in glass domes surrounded by crystal and candles are a hot favourite.

5 INTERACTIVE CATERING Allow guests

7 THE ONE-STOP

to walk around little stalls that offer different foods and watch as foods such as sushi or pancakes are being prepared. This is a fun way to encourage guests to interact. We are also seeing an increase of quirky food trucks at events.

SHOP Clients have definitely developed the mentality of the ‘one-stop shop’ when it comes to decor and events. They prefer ordering flowers, seating, furniture, decor, entertainment, and photography from one supplier. This really does make life easier for the client, from an end-result view, giving a holistic and consistent feel with attention to each and every detail. TRIPES Be it tablecloths, furniture, S overlays, or serviettes, stripes are a huge trend at the moment across both formal and informal events. We find that clients are definitely exploring with stripes and are taking chances with theme ideas. OLOGRAPHIC AND 3D Visual H interactives are gaining popularity, as these create powerful visual backdrops that really stand out and enhance messaging at events.

10 LOCAL IS LEKKER South Africa doesn’t always follow US trends, but rather has its very own style. South African event decor takes different elements that have all proven successful and incorporates them into current tastes. There is also a big demand for African elements among elegant and highly polished Victorian decor.

POILED FOR CHOICE An event can S be completely customised to suit individual needs; guests are given the opportunity to experience the event the way they would like to experience it. Guests can choose the space they sit in, whether they eat sitting or standing.

MEETINGS l SEPTEMBER/OCTOBER 2015 •

F OC U S O N

Marketing to thrive When times get tough, don’t cut your marketing spend, warns Alastair Laing.

hen business gets tight, the initial

knee-jerk reaction by a vast majority of business owners is to cut marketing and eventing costs, reduce staff, downscale delivery, or terminate advertising. While this brings savings in the short term, these reductions restrict a company from the momentum and brand awareness required for a sustained presence in an upswing. The decision to stop marketing for any number of reasons can, in the long term, be detrimental to sales – a bitter pill for any business owner to swallow.

10 • MEETINGS l SEPTEMBER/OCTOBER 2015

LEASONS LEARNED The biggest learning we’ve experienced during recessionary climates is to stay humble, never stop marketing, and that only 100% effort is good enough. Recessions are an ideal time to overhaul inventory, upgrade key rental items, or reinvent marketing strategies. Sure, you might not be as cash flush as you were in years past but, let’s face it, neither is your competition. The advantage you build up during ‘the storm’ will be tough for competitors to surmount later in the upswing.

GROWTH Unlimited Events Group, for example, grew consistently, despite the economic downturn in 2013, yielding a growth in sales of 75%. This growth can be attributed to ensuring that services to clients remain reliable and consistent, never ceasing marketing, and guaranteeing a wide stock variety at any given

Events are an effective marketing tool to get one-on-one face time with your target market

#caseSTUDY DECOR TRENDS We’ve noticed a continued trend over the past decade. Businesses, large or small, continue to spend on creating themed events. Events are an effective marketing tool to get one-onone face time with your target market, or staff, and – through tactile elements, such as trending decor, lighting, and sound – are the ideal opportunity to evoke emotion and appeal in an interactive, personal experience. We believe strategic events are vital to include in your marketing plan. Based on these principles, since establishing Unlimited Events Group, our 17-year-old company has undergone major transitions. A solid focus on customer service and continued marketing, which paved the company’s way to becoming a market leader, has resulted in blue chip enterprises – such as Massmart, Sanofi, Wesbank, Sasfin Bank, Peermont Global, and Discovery Health – returning to the group, year on year.

DIVERSE RANGE OF SERVICES In February 2013, we cemented our vision for growth and formed Unlimited Events Group to house the various event supply divisions, including Unlimited Events Décor, Unlimited Events Entertainment, Dipsy Dots Kids Parties, Unlimited Balloons, and, most recent acquisitions, Unlimited Hire and Unlimited Photos. The driving force behind the group is the capacity to offer the seamless integration of event decor design and hire, entertainment, team building, sound and lighting, photography, and balloons and kids’ party solutions, ranging from events for 10 to 5 000 guests. The vision behind the creation of the group centres on offering a diverse range of services to the corporate and private sectors. We believe in inspiring the imagination, captivating the spirit of the brand or event through stylish finishings, decor, lighting and flowers, and transforming an ordinary space into a gorgeous creation.

AWARD-WINNING time. These principles, combined with the foundations of a strong name in the industry, fortify a business to weather the storm. During tough times, it’s vital to maximise your productivity – spend time with your customers, finding out what they need, so that you deliver tailored, professional solutions that will keep them coming back. Work on ways to engage in more affordable, tactical marketing and determine how to add more value for existing customers. We all know that it is cheaper to keep existing customers than to find new ones.

In addition to these local strides in the event supply industry, Unlimited Events Group was recently invited to submit an entry for the prestigious EMEA (Europe, Middle East, Africa) Business Excellence Forum Awards, held in Portugal. Competing against 240 international nominees, Unlimited Events Group received its Top Three accolade for the Best CEO against the foremost companies across Europe, the Middle East, and Africa. The premier, two-day event lauds business owners, entrepreneurs, board members, and team members for the highest level of business, best business

Recessions are an ideal time to overhaul inventory, upgrade key rental items, or reinvent marketing strategies

practices, and mind-blowing strategies on a global scale. Winning this award highlights the hard work, sustained marketing, and effort made by each member of our team. It’s an outstanding accolade to be formally and globally recognised. Bringing home this title unlocks a massive opportunity not only for us as a business, but as a country. As a leading service provider to the events industry, Unlimited Events Group has thrived, having completed 2 500 functions, booked in 2013, through event planners, event managers, and direct clients and, in 2014, having hosted over 2 478 events through Unlimited Events Décor and Unlimited Hire alone – a testament to the fact that local business is alive and kicking. Unlimited Events Group houses roughly 2 000 m2 of event decor stock under its roof – such as linen, glassware, props, draping, lighting, furniture, and flowers – with roughly another half that amount of stock being out at functions across the country.

ACT NOW Given this successful strategy, I believe that, during ardent times, companies cannot afford to sit idle with a ‘wait and see’ approach. It has never been more important for businesses to proactively evolve, market, and raise brand awareness while delivering excellent service. By recognising the latest trends and progressing your marketing and product offering, you give your business the agility and flexibility needed to weather the storm.

Alastair Laing is the group CEO of Unlimited Events Group – a leader in the events supply industry and the preferred event solution supplier to many blue chip venues across the country.

MEETINGS l SEPTEMBER/OCTOBER 2015 •

B I G I N TERV I E W

leader in her industry, as well as

a source of personal inspiration to many, Dr Mati Nyazema has been driving the Sandton Convention Centre (SCC) since August 2006. She keeps making strides in the industry and actioning change where it is necessary.

EXPERIENCE IS KEY Mati boasts an impressive background filled with both experience and qualifications. She has accumulated over 20 years’ experience in the tourism and hospitality industry, ranging from airlines and hotel groups to tourism boards. Aside from this, she has also been responsible for several multinational teams across Africa. She has lived and worked in three countries – Zimbabwe, Kenya, and South Africa – and has extensive direct experience in conducting business on behalf of multinationals in more than 30 African countries and a further 20 countries internationally. During her time at the SCC, Mati says the biggest challenge she has faced is to remain consistent. “Being in a service industry, our success is as good as our last event. The biggest challenge is ensuring the best service delivery is received by our clients and that it is consistent across more than 500 events a year.”

MEMORABLE MOMENTS

Sandton Convention Centre's

Leading

A wise pillar of strength, executive director of the Sandton Convention Centre Dr Mati Nyazema truly walks to the beat of her own drum.

12 • MEETINGS l SEPTEMBER/OCTOBER 2015

Working at South Africa’s leading and most prestigious multipurpose and exhibition centre certainly has its benefits. Mati recalls highlights being meeting heads of states from all over the world as well as prominent leaders, including Nelson Mandela. In addition to many memorable experiences, Mati has also obtained valuable pieces of wisdom during her career at the SCC. The most valuable knowledge she has gained is knowing that this industry is about serving . “It’s about making people shine and capturing the essence of what the client is trying to achieve; once that’s understood, a business will be a success. I’ve also learnt to understand the uniqueness of each event. "You really need to know the type of business you’re in, as well as educate yourself all the time – you can never know enough. Clients are in touch with social media and other trends; so, you also need to be aware of the latest trends and remain relevant,” she further explains.

#provenleader

“I now want to convert success into significance.”

AWARD-WINNING Mati regards mentorship – particularly women and young adults, by industry leaders – as vitally important to the economic progress of the country. This is one of the traits that earned her the Fiona Hack Inspiration Award at Top 40 Women in MICE – an award designated to women who inspire others by going the extra mile. After more than two decades in the hospitality industry, she says that she is happy where she is and that her main focus now is on giving back. “I now want to convert success into significance; I want to make a mark by inspiring and mentoring those in the industry. “Winning the Fiona Hack Inspiration Award encourages me to further inspire people and young women in the industry to strive for excellence and achieve more with their lives. It’s not about me anymore; it’s about giving back what I have learnt.” She has undertaken the task of mentoring younger female general managers within the Tsogo Sun group. In her personal capacity, she also mentors four high school girls in Soweto. Not only does she guide them on their journey, but she also supports and aids them financially by paying for school fees and necessities. “I believe many of us could be doing more to mentor young women, encourage them to grow in their careers, and encourage them to join the tourism and hospitality industry,” she adds.

Lorraine Strydom, sales manager: Exhibitions at Sandton Convention Centre, with the prestigious Best Venue Employee Award for the second consecutive year; and the SCC was one of five nominees for Africa’s Leading Meetings & Conference Centre 2014. Mati’s influence has cultivated a culture of growth and development at the SCC, which will help achieve her big dreams for the continued growth of the centre. “We continuously review our strategy to ensure that whatever product we’re delivering is relevant to the changing market. Our plan is to remain relevant going forward. I believe that the convention industry is a growing industry – across South Africa, Africa, and the world,” she says.

GREAT SERVICE As South Africa’s leading convention centre, the SCC commands a very high-profile image in the marketplace and the SCC’s superb services – as well as multifunctional, spacious, and versatile event spaces – make it a sought-after event venue. When asked what achievement at the SCC Mati is most proud of, she says it is contributing to the success of the SCC, Mati is the first recipient proving that teamwork is what delivers success. of the Fiona Hack Inspiration Award, which “The SCC is regarded was given out at the 2015 with prestige and Top 40 Women in MICE function. This award is honour by a lot of given to a woman who clients. My contribution inspires others by going to that success is the extra mile. something I am For more about this award, turn to page 14. proud of.”

reasons to have your next event at sandton convention centre

1 LOCATION The SCC is located in the heart of Sandton’s hotel, business and entertainment district. The centre offers easy access to more than 5 000 hotel rooms, is adjacent to some of the country’s premium shopping and entertainment sites, and provides 10 600 secure parking bays. It offers easy access to O.R. Tambo International Airport and the Sandton Gautrain station.

2 UNLIMITED POTENTIAL With over

22 000 m² of state-of-the-art meeting, exhibition and special event space, the SCC, which was designed to international standards, is able to host meetings, conferences, exhibitions, and special events of virtually any size and nature.

3 TECHNOLOGY The SCC offers some

of the most advanced technology available for convention and exhibition centres anywhere in the world. Multiple events can be staged simultaneously on four main levels and 10 000 visitors can be accommodated at any one time.

4 HIGHLY TRAINED STAFF Expect a

high standard of service from the staff who are there to provide you with support services.

5 CATERING There is always a wide

variety of food available and the menus are innovative. The chefs will often use their initiative to add ‘an extra something’ to the mix.

GROWTH AND DEVELOPMENT Mati is a natural leader who is passionate about the development and growth of the industry as well as mentorship, and she performs any task with integrity and creativity. Under her leadership, the SCC has retained its position as an award-winning convention centre. In the past year, it won Best Corporate Conference Venue in the prestigious Business Traveller Africa Awards for the third consecutive year; Exhibition & Event Association South Africa (EXSA) presented

MEETINGS l SEPTEMBER/OCTOBER 2015 •

w o m e n in m i c e

The Women in MICE celebration was an industry highlight and honoured the achievements of remarkable women.

he second annual Meetings magazine Women in MICE celebration took place on Thursday, 20 August 2015, at Hackle Brooke Conference Centre. “It was spectacular to be part of something so special and I think it is absolutely what’s needed in the industry. Women have always punched above their weight and I think this was a perfect occasion to acknowledge women and their place as a driving force in the industry,” says MC and managing director of MCI South Africa, Rashid Toefy. Keynote speaker Lee Swan then captivated and inspired the audience as she spoke of her strenuous 700 km journey to the Magnetic North Pole, proving that women are capable of achieving any goals they set for themselves. “An event like Women in MICE is very important to acknowledge the outstanding work done by women in the meetings and event industry. It’s also important to bring these inspiring role models

Rising StaR

Rising StaR: EVENT PLANNER Anzelle Vorstman North West University

Anzelle represented South Africa at IMEX Frankfurt where she won first place in the IMEX-MPI-MCI Future Leaders Forum International University Challenge. Anzelle plans to pursue a career in the tourism and hospitality industry, stating that planning, organising, and creating are her life. The most valuable piece of knowledge she has gained in this industry is:“When it’s not written, it’s not done”. This taught Anzelle that, when you make sure everything is written, planned and filed, faults and misunderstandings can be avoided. She wants to inspire young individuals in the tourism and meetings industry to never give up on their dreams. She always says, if your dreams don’t scare you, they are not big enough – so dream bigger.

14 • MEETINGS l SEPTEMBER/OCTOBER 2015

and the wider community together to enjoy an entertaining day, with networking opportunities. Congratulations to all our deserving winners, and to the team from Meetings magazine and The Planner digital platform and handbook for creating such a memorable event,” adds Elizabeth Shorten, managing director of 3S Media. Congratulations to the Top 40 Women in MICE and the special award winners. Meetings magazine and The Planner would like to thank you, the sponsors, without whom the event would not have been possible: Joburg Tourism, South African National Convention Bureau, TechRig, Unlimited Events Group, Hackle Brooke Conference Centre, Compex, Khoja Group, Spier Wine, Food Inc, Barmotion, Rubber Duc, Fine-Line Illustrations and Dan Rosenthal Studio. For more on The Top 40 Women in MICE and awards as well as to view the photogallery, log onto meetconfex.co.za/WIM2015

Rising StaR: SERVICES

SHIRLEY GAINSFORD

Yolisa Zilwa

Solutions Group

Compex

Shirley joined Solutions Group seven years ago and has been involved in various different projects for clients across different industries, such as pharmaceuticals, IT, insurance, and even roadworks. She truly values the relationships she holds with her superiors, clients, and suppliers. This has ensured that every event runs smoothly – down to the very last detail. The passion, rigour, know-how, and imagination that she and the rest of Solutions Group put into orchestrating special events and original designs really bring out the individuality of each client and function. For Shirley, there are no boundaries to innovation; everything she does, she does with an extra dash of creativity and style, which turns a good event into an unforgettable one.

A natural workaholic who relishes a challenge, Yolisa enjoys being involved in the exhibition environment, as it allows for creativity. Each project comes with an assortment of adventures, late nights, and hectic schedules – and this is what drives her. With her hands-on approach, Yolisa is not afraid to roll up her sleeves and get messy, whether she is setting up or breaking down an event. A published novelist by night and a zealous exhibition coordinator by day, she is rarely without a smile. Yolisa possesses an amazing energy and passion, which is a huge advantage in this fast-paced industry. Yolisa recognises the importance of professional relationships with clients and suppliers and, as a result, she won the 2014 Best Young Professional of the Year award at the EXSA awards.

#40wim

Photography by Dan Rosenthal Studio www.danrosenthal.net +27 (0)78 015 5149

LEFT Meetings editor, Martin Hiller dressed to impress BELOW Entertainment included a well-received, lively performance by Rubber Duc OPPOSITE PAGE Unlimited Decor, TechRig, and Compex transformed Hackle Brooke into a magical wonderland for the day

ABOVE Rashid Toefy, MCI South Africa, was the MC for the day LEFT Top 40 Women in MICE recipients Esmaré Steinhöfel (CTICC) and Mala Dorasamy (Durban ICC), with Mati Nyazema (Sandton Convention Centre) who won the Fiona Hack Inspiration Award

ABOVE The Top 40 Women in MICE and award winners received a custom trophy made by a local community project in association with Khoja Group Right Lee Swan inspired the audience with her experiences walking to the North Pole

EVENT PLANNER: AFRICA

EVENT PLANNER: international

NEWSMAKER OF THE YEAR

Yoadan Tilahun

Sumaira Isaacs

JULIE-MAY Ellingson

Flawless Events

MCI IMEA

CTICC

Yoadan is known for her clear and straightforward communication, expertly handled with diplomacy and ultimately focused on delivering results to her clients’ satisfaction. Running a world-class corporate event management firm in Ethiopia – a country relatively limited in technology and resources – Yoadan relies on creative solutions to achieve her clients’ visions. Her communication skills, attention to detail, and ability to balance the expectations of international clients with the realities on the ground have made her highly sought after. Yoadan’s clients have come to seek her services for events beyond Ethiopia’s borders and, under her leadership, Flawless Events has become the only PCO that is a member of the International Congress & Convention Association.

A creative juggernaut who has weaved her magic in everything that she has explored... from glamour to travel and from arts to events, Sumaira has excelled in all. With a mission to deliver the best and a passion to outshine the rest, this vibrant personality – with her sheer perseverance and hard work – has scaled the ladder of success to now become a robust business power woman. She is the backbone of MCI, where she serves as the COO IMEA (India, Middle East, Africa) – a business that was started from scratch and which has now turned into a local success story. Sumaira also sits on the council of the International Association of Professional Congress Organisers. This go-getter entrepreneur still feels that there are more dreams to achieve and more goals to attain.

Julie-May is an unashamedly ethical leader. She does not expect anything from her team that she is not prepared to put in herself – always leading by example and finding the time to be both mentor and manager. In the last year, Julie-May has made the news for the following: winner of Africa’s Most Influential Women in Business (Public Enterprise) for South Africa, the SADC region, and the African continent. She was a finalist in the 2014 Business Woman’s Association of South Africa’s Business Woman of the Year and featured on the list of South Africa’s Top 40 Women in the MICE in 2014. She is first ever African representative to be voted onto the AIPC board. Julie-May was elected on to the board at the 2015 Annual Conference and 57th General Assembly, which was held in Boston, Massachusetts, in July.

MEETINGS l SEPTEMBER/OCTOBER 2015 •

w o m e n in m i c e fiona hack inspiration award Fiona Hack Unlimited Events Group

Photo: Dan Rosenthal (danbrettrosenthal@gmail.com)

Fiona’s monumental achievements over the last 12 months include her not only leading Unlimited Events Group through recession, but also ensuring its growth. During this time, she received devastating news that she had fallen ill with leukaemia, just a week before Easter 2014. According to doctors, if she went untreated, her survival was estimated at 12 weeks. Fiona relentlessly searched for the right treatment, eventually being blessed to receive a bone marrow transplant – which, alongside treatment, navigated her to recovery. Fiona is a massive inspiration, given her strength in taking on the disease, and beating it. When Fiona was on sick leave, the Unlimited Events Group really felt the void. Despite being so ill over the last year, Fiona remained in contact with her team throughout treatment, always giving support, encouragement, and suggestions, regardless of extreme personal adversity. Only once someone is not around, do you realise how they are missed. The relationships with her staff and clients are so positive because they know, undoubtedly, that they can rely on Fiona to make a difference to not only an event or business, but to people’s lives.

16 • MEETINGS l SEPTEMBER/OCTOBER 2015

013 790 0281 l 082 779 2153 res@kwamadwala.co.za l www.kwamadwala.net Kwa Madwala, located on the southern side of the Kruger National Park, Mpumalanga, is one of the few places on earth that offers elephant back safaris, microlight safaris, as well as horse back safaris and a range of the best of game viewing experiences all on site in the reserve.

fiona hack inspiration award Mati Nyazema Sandton Convention Centre Mati’s passion for the sustainable development and progress of the industry is evidenced in her commitment and involvement, way beyond the call of duty. Her work in broad-based black economic empowerment continues to contribute to the industry. Her work on the SANCB and her recent appointment to a TUT Faculty of Management Sciences Advisory Committee Board also highlights her willingness to contribute to industry advancement. In her personal capacity, Mati is contributing to the education of four high school girls. Three are in grade 12 this year at Thabo High School in Naledi township, while the fourth is in grade 11 at a different Naledi school. Two of the matric girls are orphans. For four months at the end of last year, she sponsored extra English and maths lessons for the girls. This year, she is paying their school fees for the year and buying their books and stationery. On a recent visit, she bought them matric jerseys, as the girls were feeling left out. She has also helped one of the girls apply for scholarships for university education and has written a letter of motivation to Nedbank. Mati visits the girls regularly and continues to coach them and encourage them in their studies.

LIFE TIME ACHIEVER award HELEN BREWER MICE Academy Helen is the doyenne of the MICE industry. She was on the forefront of promoting the importance of our industry when MICE was a relatively new buzz word. With a career that spans over four decades, she has helped shape the South African MICE industry by serving on many industry association committees, as well as doing work for major international convention centres. Helen is an extremely passionate person who lives, breathes, and is MICE. She is very focused on educating the industry and facilitating the sharing of knowledge. She has been an inspiration and mentor to many people in the industry and has helped them achieve personal and business goals. This was evidenced by the numerous nominations she received: • “ There are not enough accolades to celebrate and demonstrate Helen’s decades-long contribution to, and immense knowledge of, the MICE industry. I have the utmost respect for Helen and the many initiatives that she has driven over the years. She has been instrumental in taking this forward over a number of years. Today, Helen heads up the MICE Academy, which is at the forefront of bringing professionalism and training to this wonderful industry of ours. Long may she reign.” Sue Gannon, EXSA • “Helen is very focused on educating the industry and facilitating the sharing of knowledge. She has brought many innovations to the industry. When I spoke about forming the Event Greening Forum, Helen was one of the first people to put up her hand and give the support that we needed in order to form this organisation.” Justin Hawes, EGF and Scan Display • “Helen's passion inspired me to become more interested in the industry in which I have remained for the past 15 years. I believe that Helen played a key role in my maturing into the industry, both by way of imparting knowledge and enthusiasm as well as by being tough and having high expectations.” Nicolette Elia-Beissel, operations director, Durban ICC

w w w . h a c k l e b r o o k e . c o . z a

T H E

J E W E L

O F

J O H A N N E S B U R G

Discover one of Johannesburgâ&#x20AC;&#x2122;s best event venues; nestled conveniently on the corner of Conrad Drive and Jan Smuts Avenue in Craighall Park. Hackle Brooke is a multi-purpose conferencing, training and special events venue overlooking one of the cityâ&#x20AC;&#x2122;s most important lungs: Delta Park. This 104 hectares of lush grassland, bird-rich woodland and a perennial fresh water stream continues to attract nature lovers, hikers and bikers all year round. Boasting a dozen fully equipped and variously sized rooms, HB is best known for its fine food, classic cocktails, and superb service. We cater for anything from one to three- hundred-and-fifty guests in customised formats for a range of functions. Enjoy safe, free parking free Wi-Fi, and state-of-the-art videoconferencing and interactive smart board facilities.

+ 2 7

1 1

7 8 9

7 9 9 2

B EST P R A CT I CE

Put it all on In order to have a successful exhibition, organisers need to know specific venue details. Maggie Roodt investigates the best ways a venue can meet the exhibition planner’s needs.

18 • MEETINGS l SEPTEMBER/OCTOBER 2015

report confirms this statement, stating that the global trend of exhibition growth proves that exhibitions are globally used as the most popular and effective marketing method. “Exhibiting remains the most cost-effective way to reach the greatest number of decisionmakers in a specific target market in the shortest space of time. Through an integrated approach to marketing communication, exhibitions continue to deliver proven return on invested marketing spend,” comments Gary Corin, managing director of Specialised Exhibitions Montgomery.

s perhaps one of the most

effective marketing tools, exhibitions have become an integral platform for personal audience engagement, promoting brand awareness, introducing a product or service, and for individuals across the globe to network and collaborate. Despite the rising popularity of virtual meetings and network opportunities, faceto-face gatherings still dominate within the business events industry. The Union des Fiores Internationales’ (UFI) 2014 global exhibition

NOT JUST A RENTAL AGREEEMENT Because of the effectiveness and power of exhibitions, both the venue and organiser need to take the necessary steps to ensure the exhibition is a success. The relationship between the venue and exhibition organiser is, thus, not purely a rental agreement, but should rather be viewed as a business partnership where both parties benefit. Exhibition organisers often seek very specific elements in an exhibition venue and these need

#exhibitions

tHEY SAID IT How can one ease the build-up and breakdown processes? Have a policy in place as to the times of build-up and breakdown, as well as what items can be moved in/out and when. Ensure exhibitors are fully informed of this policy prior to the start of build-up, and have competent, experienced staff on-site during build-up and breakdown. Gary Corin, Specialised Exhibitions Montgomery Choosing a venue that has a spacious loading area is advantageous; alternatively, choose a venue that has a logistics management system in place to manage the load-in and load-out processes. Ensure that you have allowed for sufficient time for the build-up and breakdown the event. Make use of load-in/-out schedules for all suppliers and exhibitors so that each role player has an allocated time to which they agree and should abide by. Selecting a venue that is versatile and accommodating to the event requirements is pivotal. Julie-May Ellingson, CTICC

ABOVE Gallagher Convention Centre is one of Africa’s largest conference and exhibition venues OPPOSITE PAGE The Cape Town International Convention Centre is a multipurpose venue that offers a comprehensive array of services, playing host to prominent global conferences, trade shows, concerts, and celebrated stage productions

to be matched to an ideal venue that is capable of meeting the organiser’s requirements. The planning of an exhibition should be a carefully thought out process, which outlines the various requirements of both organiser and venue and how these will be met.

WHAT YOU SHOULD SEEK IN A VENUE Depending on the type of exhibition, organisers need to carefully consider the objectives of the show when choosing a venue. “The location of the venue is vital in terms of attracting the right visitors for an event – depending on the nature of the event – specifically for consumer shows. For international trade shows, there needs to be hotels in close proximity. "Adequate parking is critical, particularly for consumer shows where the visitor numbers can be extremely high as well as easy access

from the main arterial routes,” advises Carol Weaving, managing director of Thebe Reed Exhibitions. Julie-May Ellingson from the Cape Town International Convention Centre (CTICC) recommends finding a venue that is clientcentred, results-driven, and conscious about social and environmental preservation. Important aspects to consider when deciding on the ideal venue include: •A CCESSIBILITY How accessible is the venue to the delegates who will be attending? Also consider delegates who will need to rely on public instead of private transportation. If the venue is poorly located, this can impact the buyers/visitors attending the event, which will result in a poor rate of return for the exhibitor. •S EAMLESS SERVICE A seasoned and professional team at the venue,

It is crucial that, when breaking down a show, exhibitors are not allowed to break down before the end of an exhibition. This detracts from the event and is also hazardous to participants. Ensuring that all the additional service providers are on standby to build up and break down the show is also very important. Liz Hart, Siyenza Management Proper planning and clear communication between the organiser, exhibitors, the venue, and the exhibition management company, as well as booking sufficient time for build-up and breakdown with the venue, are essential. Refilwe Nchebisang, CSIR ICC Exhibitors should ensure a clear build-up and breakdown plan is designed prior to the show, based on the needs of each exhibitor. An exhibitor must liaise with the exhibition logistics manager regarding the build-up and breakdown process and any further logistics the exhibitor may require. It is also important to ensure the team responsible for exhibiting are aware of build-up and breakdown rules and regulations. Carol Weaving, Thebe Reed Exhibitions

MEETINGS l SEPTEMBER/OCTOBER 2015 •

B EST P R A CT I CE

Cape Town International Convention Centre

who has knowledge of the industry and established networks to help achieve the objectives of the show. • SUITABILITY The facilities at the venue need to be compliant with the individual exhibition needs with regard to the type of exhibition, the size and flexibility of the venue, and loading bay access. “A venue needs to be able to accommodate all logistic demands that come with hosting exhibitions,” says Refilwe Nchebisang of the CSIR. • SAFETY AND SECURITY Exhibitions entail large amounts of people causing high traffic flow, as well as expensive

equipment being transported. The venue needs to be able to provide safe and sufficient parking for visitors, as well as secure areas during the build-up and breakdown processes. • BRANDING OPPORTUNITIES The venue may be able to assist you with marketing your event and should not be accommodating competing shows or exhibitions at the same time.

Code 202

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

3 4

Ensure smooth sailing for a venue and organiser “Clear communication is the number one way in which organisers and venues can work together,” says Lorin Bowen, general manager of Synergy Business Events. This statement is echoed by exhibition organisers and venues alike. By ensuring a direct and clear line of communication, you are taking the best precautions to ensure that all requirements are met by the

20 • MEETINGS l SEPTEMBER/OCTOBER 2015

venue. Julie-May Ellingson, CEO of the Cape Town International Convention Centre, adds that one should keep deadlines and milestones in mind. “This ensures that both the venue and organiser are on the same page, with regards to the deadlines and milestones of the event. This will help ensure that the event goes according to plan and is a success.”

I s the venue available on the date that the event is planned for?

2 What size is the venue and will

TOP TIPS

A good relationship between venue and exhibition organiser is a must for the exhibition to run smoothly. Managing director of Siyenza Management Liz Hart recommends hosting regular status meetings leading up to the date of the event, in order to establish a relationship with the venue and ensure they understand the needs of the event.

QUESTIONS TO ASK YOUR VENUE

7 8 9

it be able to accommodate the number of expected guests in the planned configurations? hat does the rate include and W what will the organiser need to supply? oes the venue have preferred D suppliers? I s there a surcharge if you bring in your own suppliers? Does the venue have a list of accommodation in the area? ow can the venue H assist with marketing and branding opportunities? hat is the policy on W competitive expos at the same venue? hat are the standard terms W and conditions (including payment schedule, cancellation schedule, and how long the venue will hold the booking)?

10 Does the venue comply with

industry rules and regulations as well as general safety standards?

SAVE THE DATE! MAXIMISING THE POWER OF EXHIBITIONS

LIMITED SEA AVAILABLETS - BOOK YOU SPACE TOD R AY

How to Measure Exhibition Success and Exhibitions as a cost-effective marketing medium

aaxo FOR MORE INFO, visit

EVENT: AAXO Free Exhibitor Training Day DATE: Wednesday, 14 October 2015 VENUE: Sapphire Room, Ticketpro Dome

www.aaxo.co.za or contact Cindy Wandrag on 011 549 8300 or info@aaxo.co.za

best practice

The future of events is Nowadays, you can be at an event without actually going there. For Rashid Toefy, digital events are the catalyst for the future of event management.

22 • MEETINGS l SEPTEMBER/OCTOBER 2015

he virtual future in event management is definitely

upon us. Although terms such as virtual events and hybrid events have been around for some time, it is not always clear what they mean. A virtual event is a gathering of people who share a common virtual environment via the Internet, instead of being physically on-site. Content is usually transmitted via streaming video or by digitally recording it to make it available online after the event. A hybrid event, by comparison, combines a face-to face audience with a virtual audience. Content dissemination is about the recording and the subsequent distribution of content. Dissemination is no longer limited by constraints of time, and content can generate more revenues to the meeting owner through the issuance of licences. Put simply, these events can generally be described as digital events. This label is intended to reflect the vast range of possibilities offered by technology.

FREE FROM CONSTRAINTS OF SPACE AND TIME The main advantage of digital events is freedom from the constraints of space and time – no more long trips to attend a conference. Depending on a company’s scale, hybrid attendees may only have to go the nearest large city to take in a multiplex presentation with people from the same region. This saves time, eliminates costs, and is environmentally friendly to boot. With the right technology, you can even put as many as four locations up on a screen to facilitate a panel discussion with presenters in different locations without time lags. Moreover, conference capturing can convert content to high-quality web recordings and put them online for later viewing or to be used for other events. Thus, an event’s lifespan is dramatically expanded through the consumption and interaction options made available

ONE GROUP ONE SPIRIT ONE SOLUTION

to participants before, during, and after the event. On the African continent, with vast distances, high costs of travel, and sometimes debilitating health and visa restrictions in place, hybrid is set to be part of our future. Best we get used to it!

THE NEW AUDIENCE With digital events, there is an understandable fear that local participants will stay away. After all, people no longer go to physical locations where content is delivered – content is brought to the people instead. Nonetheless, it is also true that even the best digital event cannot replace a handshake and the ability to network on-site. But, it allows a new audience to get involved who would otherwise not be able to attend, as a study by MPI, the Association for Meeting and Event Professionals, suggests. Australian doctor David Corbet is an example in kind. In his blog post, he describes how he followed a conference on emergency medicine in Dublin, via Twitter, from Darwin, while waiting for the bus after work – David is a member of the new audience that digital events has found. Meeting owners and event professionals need to start considering who their potential new audience is and how to reach them using digital events.

ALWAYS IN THE FRONT ROW Perhaps most enticing of all to meeting owners is the prospect of eliminating all travel and hotel-related costs for participating employees. Still, actual financial benefits of digital events may be in short supply. The cost of travel and hotel stays balances out against the professional set-up of technology. Professionally installed technology and excellent planning are the nuts and bolts of successful implementation. High-quality picture and sound, no transmission delays, a stable network, and perfect orchestration of the whole event are important criteria for its success. The ultimate goal associated with digital events is to convey the feeling that you are seated in the front row, no matter where you are.

THE NEW ATTENDEE Digital events are not yet a mass phenomenon, but the potential is there. In the MPI Hybrid Events study, 50% of respondents indicate that they have never hosted a digital event. However, 70% expect that such events will play an important role in the future. Those who have experienced a successful digital event will certainly have the confidence to continue breaking new ground with future events. Moreover, events will increasingly be judged by the total range of online and offline options offered. As a result, companies will do well to make their event content available anywhere, anytime, and on any possible device. It’s no longer about who attends events, it is about who engages. And, of course, as audiences at events become younger and comprise more and more of the Generation Ys who have been born into a digital word, digital and hybrid events will not only become acceptable, but will be expected. Rashid Toefy is the managing director of MCI South Africa. He has previously served as the CEO of the CTICC. He has worked extensively in the travel and tourism industry, both in South Africa and abroad.

Code 203

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

MEETINGS l SEPTEMBER/OCTOBER 2015 •

EXHIBITIONS

“Design, manufacture, build” Shell scheme infrastructure Bespoke stands Modular stands Furniture hire Electrical hire Event branding On-line organiser and exhibitor services

INSTORE “Design, manufacture, install” Showrooms Point of sale Mall displays Motor showrooms Shop fitting

EVENTS “Conceptualise, Manage, execute” Confexes

Conferences

Golf days

Gala Dinners

Launches

Sports events

Festivals

For a COMPLETE IN-HOUSE TURNKEY SOLUTION JOHANNESBURG 4 Neutron Street, Linbro Business Park, Linbro Park, Johannesburg CAPE TOWN 9 Westlake Drive, Westlake, Cape Town +27(0) 21 702 1089

+27(0) 11 608 1588 www.3ddesign.co.za

best practice

We need The time for talk is over. It’s time for action. A strong foundation for minimum event management planning standards is needed, writes Helen Brewer.

t is becoming more prevalent that all industry sectors require benchmarks or guidelines on which potential clients can base their expectations when seeking a service or supplier to meet their specific requirements. The event industry is no different.

benefit of society at large. A duty to society TOO EASY TO ENTER should be present in every individual, so as Within the event management industry, the to maintain a balance between the economy limits are virtually endless in commencing an and the ecosystems. organising/planning service. For example, • DEFINITIONS Acronyms, together with an individual in an organisation who has misinterpretations of the meaning of industry undertaken an in-house golf day or an executive word usage, abound. Part of the framework think tank and has received management covers the definitions the industry should accolades for a job well done, gains the false conform to and will be a part of a variety of confidence of being able to establish their own panel discussions going forward. events management entity. • TASKS Planning structures are part of either the conceptual or the logistical aspect. Both CALL FOR STANDARDS these pivotal structures will be detailed as to As current event management planning the minimum standard required, respectively. practices range from excellent to highly •P REFERRED SUPPLIERS AND RFPS Both questionable, the corporate/association the manner in which buyers procure event buyers or end users of event management management services as well as the manner services have called for event management in which proposals are submitted form an planner standards to be implemented. These integral part of ensuring there is indeed a standards would ensure that both preferential square peg appointed for a square hole. supplier listings or specific eRFPs both adhere • PAYMENT STRUCTURES The financial side to to standards, as agreed upon by industry, the various event management remuneration in specification and service. As a result, the methods is, indeed, an emotive subject, Professional Planner Standards (PPS) has been especially in considering the hourly rate fee developed. The framework for the PPS is a dependent on the task(s) being undertaken, as strong one and undertakes well as the various types of commission the following: systems required and offered. •D UTY TO SOCIETY Similar • MONITORING AND HAVE YOUR SAY to social responsibility, MEDIATION No standard The first blueprint will be can be considered or a duty to society is presented at the Event established unless there the foundation IndustrySummit, on 1 October at HackleBrooke, is an assessed audit that that suggests that Gauteng. For more information: is hand-in-glove with the an entity, be it eventindustrysummit.com methodology and its specific an organisation or individual, bc@hacklebrooke.co.za. roll-out. has an obligation to act to the

24 • MEETINGS l SEPTEMBER/OCTOBER 2015

THERE ARE TWO TYPES OF SKILLS. • HARD SKILL In order to practise, a professional – such as a doctor, engineer, accountant, and pilot, to name a few – is required to, at least annually, provide proof of up-to-date knowledge and ability within their specific craft and expertise. By law, registration is required so that professional services can be administered to the public. • SOFT SKILL It is relatively simple to enter the PR, marketing, advertising, human resources, and event management industries with limited knowledge and practical experience; although, it is most encouraging that the majority of the soft skills indicated have commenced effective registration systems via specific testing and information-update methods. The HR industry, in particular, is an excellent example of self-regulation through participation and agreed conformity.

HELEN BREWER is a director of the MICE Academy. She has been involved in the MICE industry for over 35 years and has immense knowledge and experience to assist with best practice.

Code 204

Take the online Q&A test a™nd start accumulating credits. miceacademy.biz

#TECHNObYTES

The rise ofinteraction T

he organisations that are going to succeed in the future

are the ones that learn to integrate some kind of mobile engagement in their business strategies. According to a PricewaterhouseCoopers study, 86% of business leaders say technological advances will transform business. The same study reveals that 39% of companies are planning to invest in mobile customer engagement. A mobile app can be a worthwhile investment for any company looking to improve the way its attendees learn, network, engage, and share at meetings and events. Thanks to the mobile event app, meeting organisers and owners also get more detailed and nuanced data to help prove event success.

Benefit of apps Although conference apps are starting to take flight in our local market, mobile apps can also benefit smaller meetings and events. The recent launch of a live voting and messaging app, Meetoo, brought us to a new kind of revelation: participants increasingly want to partake in discussions on a level playing field, no matter how small or informal the meeting or event might seem. Ben Nesvig, Lumi’s content and social media strategist, recently shared his experience of using a mobile app at a meeting for the first time: "During my first week at Lumi, I attended a meeting unlike any I’d been to before. It was a monthly meeting with the entire company. The CEO of the company used Meetoo to poll employees as well as provide an outlet for anyone to ask questions anonymously. What I found fascinating is how anonymity

About Meetoo Meetoo is the first app of its kind to provide real-time polling and messaging in meetings of 1 000 participants or more, anywhere in the world, enabling them to communicate, collaborate, and make instant decisions. Attendees can access Meetoo from any smartphone, tablet, or computer.

We’ve reached a new era of mobile mindsets. People no longer wonder if there is an app for something – they expect it, writes Danie Greyling. removed the social pressure from voting and commenting. Instead of considering if a question or comment would make me look dumb or uninformed, I felt free to share what was on my mind. “When others shared comments anonymously, the comments stood on their own, being judged and responded to based on the content, not the person behind them. “Overcoming human nature is a steep, if not impossible, task. Thankfully, this is now solved through technology."

Key features of Meetoo include: • L ive polling: create questions on the fly and collect immediate results, allowing organisers to measure understanding and get answers that aid decision-making •G roup chat: participants can share ideas, ‘like’ comments, and communicate with each other through group messaging – saving time and the need for follow-up meetings •M oderation: ensures conversations remain on topic to allow for constructive outcomes and efficient use of company time •Q &A forum: outlet for participants from any location to ask questions – anonymously or using their identity – without embarrassment or the need to interrupt audio •P owerPoint add-on: presenters can create questions and poll attendees in the moment during their presentation, making it easy to adapt to the needs of the meeting •M ulti-party access: join up to 1 000 people or more from across the globe in a single meeting • I mmediate reporting: full meeting data and narrative (including live polling results and participant messages) in a simple Excel feedback report. A trial for free is available at meetoo.io.

Danie Greyling is the managing director for Lumi Meetings & Events, South Africa. He is passionate about maximising the effectiveness and ROI of events through the use of technology.

MEETINGS l September/october 2015 •

sound bites

Unforgettable

dining experiences Chef Grant Cullingworth spices up life at the Westin Cape Town.

ow has the food and beverage industry changed over the past five years? Significant changes that

I’ve noticed over the past five years include the increased integration of technology and social media to enhance the F&B offerings and marketing coverage. There has also been a conscious eating movement towards wellness and healthy lifestyle choices. More customers now also request specific dietary preferences.

What are some of the trends you see in the food and beverage industry? There is a greater move towards urban sustainable farming. Environmentally friendly and ethical sourcing, as well as the purchasing and use of sustainable, seasonal, and local produces on menus, is now more popular than ever. The sourcing of alternative produce and preparation of less expensive, non-prime meat cuts through slow cooking techniques/sous vide are yielding better margins, value for money, and intense flavour profiles. We’ve also noted that creative cocktails are very on trend.

What would you say is the number one mistake people make when it comes to catering for conferences? I think not being in tune with what the client wants is a major error when catering

for conferences – as well as poor planning and organisation.

What is your number one catering tip? Use natural seasonings/umami flavours to season food, such as fresh lemon and herbs, and parmesan cheese and soy sauce to replace salt.

What is your favourite kitchen equipment or gadget? Mortar and pestle. How do you present ‘plain’ food in a way that makes it look appealing to delegates? None of our food is ‘plain’, because we put 100% into each and every dish we produce.

What dish are you asked to make the most often? We have such a varied and diverse menu that I’m not often asked to make one specific dish all the time.

What is your favourite food memory? Eating Portuguese custard tarts on holidays in Beira.

What is your favourite dish to make? I don’t have one specific dish, but I do enjoy experimenting with different potjies.

What is your favourite food and why? Sriracha sauce, because it goes with everything.

Do you have a favourite wine? Springfield whole berry cab or Raats chenin blanc.

What was your funniest kitchen incident? Playing kitchen pranks on the new trainees.

Originally planning to study hotel management, Grant Cullingworth ended up taking the culinary route, undergoing his apprenticeship at the Carlton Hotel in Gauteng. His culinary journey has included cooking for dignitaries, working abroad in the United Kingdom and Australia, and heading up the kitchens as executive chef, at Cape Grace Hotel, Beluga Restaurant, and Table Bay Hotel. As executive chef of the Westin, Grant and his brigade of chefs continuously strive for high culinary standards and presentation. "Today, our guests are part of a food culture where they are acutely aware and expect high-quality cuisine, service delivery, and value for money. As a successful business, we need to continuously innovate and change to remain competitive, ensuring the product and experience we deliver is consistently of the very highest quality and in line with the trends that emerge from this food culture." This demands passion, creativity, attention to detail, and sound managerial skills, which Grant believes makes his profession exciting, dynamic, and ever changing.

What do you most love about your job?

fair bit of travelling and the Cape is still the most beautiful place, in my opinion.

The challenge, diversity, and relationships I encounter every day.

Why did you decide to become a chef?

Where is your favourite place in the world? Cape Town. I have done a

26 • MEETINGS l SEPTEMBER/OCTOBER 2015

about chef grant

The thought of an office job did not appeal to me, and I’ve had the passion and drive to experiment with foods and flavours since childhood.

TWENTY QUESTIONS

The humantouch What have been your career highlights so far? My first international business trip to Europe. I had the opportunity to travel to Paris and Amsterdam to represent Hyatt Regency Johannesburg.

What has been the most memorable event you have been involved in and why? My most memorable event has to, and will always, be SASCE (South Africa School Choral Eisteddfod). The six sleepless months and hours and hours of planning before the event just flew away.

What quote best describes you? I have two quotes – the first is “if there is a will there is a way”, and the second is “the sky is the limit”. With the two combined, a person can push boundaries to new limits.

If you could speak any language, what would it be and why? Mandarin, as it’s the most spoken language in the world. The Chinese market is the fastestgrowing market across the world.

What is the weirdest food you have ever eaten? Tongue. It forms part of a traditional Afrikaans Christmas.

The Hyatt Regency Johannesburg’s Heinrich Morkel knows the key to success is keeping it personal.

ow do you see the industry at the moment? In the past, we would

see smaller groups over a longer time, due to companies believing in the personal touch. Today, we have fewer events in the corporate market, but on a bigger scale over a shorter time.

What drew you to the industry? The hospitality industry chose me. I wanted to become a psychologist and what was meant to be a part-time holiday job turned into my career. I started as a waiter in a local pub and fell in love with hospitality. And here I am, 12 years later.

What has been the biggest change you’ve seen in the industry? The biggest change for me is technology. I feel we are losing the personal element due to more and more being done electronically.

How would you describe yourself as a leader? I believe in a democratic leadership approach, where my team has the opportunity to make decisions – right or wrong – when dealing with clients.

What is your hidden talent? I’m a very good DIY person, from pool insulations to carpentry.

What superpower would you like to possess and why? The ability to see into the future so that we can cure the horrible suffering that is plaguing our human race.

What are you addicted to? Good food, good wine, and amazing, loving people.

What is the best and worst advice you have received? The best advice was when I went for my first interview at a very big convention centre. My mentor, at the time, said, “Why are you stressed? You have a job. What’s the worst they can say?” I don’t believe there is such a thing as wrong advice. If you get it wrong, you get it wrong; nothing will change that. But, you need to learn something out of it.

What is your favourite holiday spot and why? It has to be Paris, for the rich

What do you do in your spare time? I love spending time with friends and family, mountain biking, and hunting.

What three things would you want with you if you were stranded on a deserted island? My mother, Nespresso coffee, and a Swiss army knife.

Are you a dog person or a cat person? I’m a proud owner of a cheeky little Pekingese named William.

If you could meet anyone, living or dead, who would you meet? Oprah Winfrey – she has had so many obstacles in her life and still went on to become the most powerful woman in entertainment.

What would your obituary say? A man that lived life to the fullest and never regretted anything.

about HEINRICH Heinrich Morkel is the events manager at Hyatt Regency Johannesburg. The thing he loves most about his job is that no two days are the same. Every day he gets to meet new people.

culture and heritage.

MEETINGS l SEPTEMBER/OCTOBER 2015 •

m e e t ing p l a c e s YOUR CONFERENCE WILL GO ON For the first time in South Africa, Titanic: The Artifact Exhibition will be displaying authentic artefacts recovered from the famous shipwreck. The exhibition is available for corporate events. Upon entering Titanic: The Artifact Exhibition, your guests are drawn back in time to April 1912, when the ship embarked on its maiden voyage. All will receive a replica boarding pass, assume the role of a passenger, and follow the chronological journey of life on the Titanic – from her construction to her sinking, and the modern day efforts to recover and conserve the wreckage for future generations. Once through the exhibition, guests will be served canapés and drinks inspired by the menus of the Titanic. Local chefs, beer breweries, and wine makers have collaborated in producing a modern take on this bygone era’s menu. Titanic: The Artifact Exhibition is available to hire as a venue. Entrance and activation zones areas are available for events, seminars, workshops, team building, and more. Freya Dreyer l +27 (0)82 319 3420 freya@exporsa.co.za l titanicexpo.co.za

Instant

Titanic: The Artifact Exhibition is on at: The Zone @ Rosebank, Johannesburg from 18 September to 8 November and V&A Waterfront, Cape Town from 27 November to 30 March

If you’re looking for a magical and prefabricated themed experience for your next corporate event, which is often more cost-effective than building one yourself, then start with these venues…

CONFERENCE LIKE AN EGYPTIAN The Pyramid Conference and Venue Centre offers exclusive yet comfortable five-star meeting and special event facilities. With a capacity to seat 350 banquet or 450 theatre style, the uniquely designed Great Hall is ideal for corporate banquets, product launches, cocktail presentations, fashion shows, seminars, wedding receptions, and conferences. Delicious, tasty, and wholesome meals – catered for both small, intimate dinners and large banquets – are available. Themed menus and special dietary meals can be arranged. +27 (0)11 493 8600 l post@pyramidvenue.co.za l pyramidvenue.co.za

28 • MEETINGS l SEPTEMBER/OCTOBER 2015

JUST KEEP CONFERENCING Ideally situated in the V&A Waterfront, the Two Oceans Aquarium is renowned for its magnificent displays as well as its unique functions and conferencing venues. This world-class facility is the ideal place to thrill guests or capture the imaginations of conference delegates. From formal dinners and cocktail parties overseen by raggedtooth sharks, to conferences presided over by Table Mountain and board meetings with a view of the I&J Kelp Forest Exhibit, the Aquarium offers a spectacular setting to host an unforgettable event. For large groups, the entire Aquarium provides a living backdrop for a memorable cocktail party. As sustainability and event greening gains popularity and importance, make a conscious choice and host your next event at the Two Oceans Aquarium. A wide range of menus and beverage options are on offer to suit your needs. +27 (0)21 418 3823 l functions@aquarium.co.za l aquarium.co.za

#themedvenues

The Empire has been transformed with new hotel suites and an improved convention centre.

or those looking for world-class accommodation facilities coupled with a state-of-the-art convention and exhibition centre, the solution is conveniently located alongside the O. R. Tambo International Airport. Not only does Emperors Palace boast four award-winning hotels, but now guests can also look forward to enjoying heightened levels of comfort and supreme indulgence in brand-new suites, located on the fourth floor at the five-star Peermont D’oreale Grande.

MIDAS TOUCH Classic and sophisticated decor, manufactured from the highest-quality fabrics and materials, encapsulates all levels of luxury in the spacious classic and deluxe suites. Complete with a kingsized bed, 48” flat-screen TV, en-suite bathroom with double basins, luxurious bath tub, large shower, and multifunctional electronic lavatory, the rooms were designed with utmost comfort in mind. Other features include a guest bathroom, living room, dining area for up to four guests, and a hot beverage station, making it easy to host fellow delegates or associates. To cater to the astute business traveller, a welcome feature is a large writing desk offering quick access to the businessman’s panel with international adaptors,

USB ports, easy interfacing with the screens in the suite. and unlimited, complimentary Wi-Fi. Guests will also have access to the deluxe Club Floor and Business Centre Lounge located on the quiet top floor of the hotel. In addition to having a superb view over the impressive Chariots Fountain, Club Floor guests are able to conduct business in the private Business Centre while enjoying complimentary refreshments, working stations (equipped with PCs and Apple products), a meeting room, free Wi-Fi, and local and international newspapers.

MEETING SPACES Emperors Palace unveiled a R30 million investment in 1 800 m² of new conference and meeting facilities to the existing Convention Centre. The entrance upgrade involved a new facade that transformed the original Jürgens warehouse type structure into elegant architectural language, unique to Emperors Palace. A traditional floating Porte Cochere now underlines the new and more visible Convention Centre name and stretches over a new aligned drop-off driveway, inviting visitors and delegates to its entrance doors. Prior to entering the Convention Centre, a large rectangular piazza offers a relaxing multifunctional gathering space during conference breaks. A contemporary spin on the original interior, the Convention Centre has created an inspired canvas for the meeting and conference industry. The enhanced Convention Centre vaunts 29 well-appointed venues inspired by Roman mythology. Touch-panel user interface technology allows presenters to

clockwise The new entrance to the Convention Centre; the new suites located on the fourth floor at the five-star Peermont D’oreale Grande

control presentations, volume, and lighting from their fingertips; at Emperors Palace Convention Centre, each presentation is mood-adjusted and tailored to the subject. The Convention Centre is a comfortable balance between vast spaces, intimate places, and multifunctional venues where concerts, banquets, and award ceremonies have been held. Delegates can also break away and connect with local heritage in the Codesa walkway located within the Convention Centre.

GET THERE WITH EASE Travelling to the resort is convenient and effortless with the Gautrain and complimentary shuttle service to and from the airport. From the nearby Gautrain Rhodesfield station, the resort is a comfortable bus ride away and the service is available weekdays from 05:30 – 20:00. Delegates travelling between the airport and Emperors Palace are encouraged to make use of the free shuttle service that operates every 20 minutes between 06:00 and 23:00 daily.

+ 27 (0)11 928 1000 l emperorspalace.com

MEETINGS l SEPTEMBER/OCTOBER 2015 •

IDEA SHARING

TOGETHER EVERYONE ACHIEVES MORE

USB ANNUAL SHOWCASE AT

MEETINGS AFRICA 2016

SANDTON CONVENTION CENTRE, JOHANNESBURG. SOUTH AFRICA February 23rd for VIP Sessions February 24th for the Showcase

THE PREMIER LEAGUE OF PROFESSIONAL SPEAKERS Tel: +27 (0)11 465 4410 | thuli@uniquespeakerbureau.com www.uniquespeakerbureau.com

d e s t inat i o n • Ts h w a n e

Pretoria Whether you’re seeking excitement or solitude, there is more to Pretoria than the Voortrekker Monument. Maggie Roodt lists the top things to do in the Jacaranda City.

Nkwe Pleasure Resort

NATURE LOVERS Only a short distance outside Pretoria, Nkwe Pleasure Resort is the perfect breakaway spot for nature lovers. Go for a walk and do some bird watching, set up a picnic spot under the shade of a tree, or get together and braai at one of the thatch-roof lapas. It is the ideal place for a family trip, as children can play games as they jump from the large boulder into the rock pool or stand beneath the waterfall, while parents forget that all of their responsibilities lie 10 minutes away. +27 (0)12 811 5231 l nkweplesieroord@gmail.com l nkwepark.co.za PICTURE PERFECT If you aren’t particularly fond of nature or physical activity, and seek the finer things in life, you could head into the east of Pretoria and visit the Tina Skukan Gallery, located on a large plot in Faerie Glen. This gallery forms part of the Bronberg Nature Reserve and houses contemporary art and craftwork. There are regular artist talks, demonstrations, performances, and walkabouts. After attending an exhibition, you can go to the tea garden for a light meal and immerse yourself in the picturesque surroundings. +27 (0)12 991 1733 l rex@tinaskukangallery.co.za l tinaskukangallery.co.za

Asbos Teater

LIFE IS A CABARET Described as the ‘kick off your shoes and relax’ theatre, Asbos Teater is a small but magnificent theatre on Lynnwood Road. The performances at this theatre aren’t limited to any specific genre or style, and include acts from prominent artistic figures to individuals just starting their career. The eccentric decorations and use of corrugated iron make for a very rustic feel, and the small audience of no more than 75 people ensures a very intimate theatre experience. There is also a restaurant matching in decor. +27 (0)12 807 6063 l info@karoocafe.co.za l karoocafe.co.za

BOHEMIAN RHAPSODY The unique appeal of Railways Café, near the Irene Trading Post is one that has to be experienced in person. You can rent a hubbly, watch one of the live performances playing every Friday, go to a poetry evening, or even catch a classic movie night. However, the events are not the only attraction, as Railways Café is a mecca of unique and interesting decor. There is a piano next to a small pond outside, chairs made from bathtubs, candles in empty wine bottles, and a general artistic atmosphere. All these innovative decorations form part of the venue’s recycling project. +27 (0)84 018 5098 l info@railways.co.za l railwayscafe.co.za TAKE TO THE SKIES Kitty Hawk aerodrome is in the Boschkop area and is the central hub of an active aviation society. There is a flying school as well as a flying club for aviation enthusiasts, and anyone can fly to this privately owned airfield. You can get excited about learning to fly, go along for a flight, or just sit at the Kitty Hawk Restaurant, watching the aircraft on the runway as you enjoy an appetising meal. This is the perfect opportunity to familiarise yourself with the ins and outs of aircraft and envision yourself travelling to some exotic destination. +27 (0)12 802 0942 l office@kitty-hawk.co.za l fakt.co.za

Kitty Hawk

MEETINGS l SEPTEMBER/OCTOBER 2015 •

d e s t ina t i o n v e nu e s • Ts h w a n e

meetings recommends

For delegates who want to explore the capital during their stay – while soaking up the atmosphere, with popular landmarks only a quick drive away – Southern Sun Pretoria is the venue of choice for conferences in the Jacaranda City.

Where business

meets style

CATERING

Located in the heart of the capital, Southern Sun Pretoria has a reputation for exceptional facilities as well as superb service.

outhern Sun Pretoria offers quality

facilities and services, and has hosted many successful events with chic style and professionalism. With facilities such as self-service workstations, a well-equipped gym, an outdoor pool, and the famous Oasis restaurant, this hotel caters effortlessly to business and leisure travellers alike.

LOCATION Situated in the heart of the beautiful Jacaranda City, Southern Sun Pretoria is within close proximity to several embassies and popular attractions such as the Pretoria Zoo and the State Theatre.

Its convenient location makes it a popular destination for tourists seeking to explore Pretoria, as well as for business travellers such as politicians, diplomats, or ambassadors who need a central location in the capital.

MEETING SPACES Ranging from themed events and specialised menus to detailed event planning, the hotel’s team of dedicated banqueting managers will assist clients to ensure a successful event.

Venues and capacities Room name Brooklyn Cullinan A & B Cullinan A or B Lynnwood

Cinema – 520 240 36

Schoolroom – 350 150 26

La Bib

Hazelwood Terrace

20 –

18 –

20 –

20 200

13 –

32 • MEETINGS l SEPTEMBER/OCTOBER 2015

Banquet Cocktail – – 350 600 150 280 30 30

The conference centre offers seven unique meeting spaces, which can accommodate guests in different seating styles. The largest venue, Cullinan, can accommodate up to 520 guests cinema style – making it perfect for larger exhibitions or conferences. There is also a terrace overlooking the lush gardens that may be used for cocktail parties, as well as a large, impressive foyer where guests can enjoy tea breaks.

The hotel brings you a world of flavours in a stylish setting. Event organisers can make use of a variety of dining options. The Oasis restaurant serves breakfast, lunch and dinner daily, and catering options include creative conference tea breaks – such as waffles and ice cream, tailor-made menus to accommodate specific dietary requirements, and live cooking stations that offer interactive culinary experiences.

ACCOMMODATION Sporting a modern design and decor that makes a bold statement, the hotel’s 240 bedrooms provide a stylish home away from home. Whether you are travelling for business or leisure, the peaceful atmosphere will guarantee a refreshing and pleasant stay. Smoking and wheelchair-accessible rooms are available on request.

Boardroom 12 – – 22

+27 (0)12 444 5500 sspretoria.reservations@tsogosun.com tsogosun.com

where smart minds

meet

CSIR

International

Convention Centre

naturally hospitable â&#x20AC;˘ globally accessible

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

d e s t ina t i o n v e nu e s • Ts h w a n e

Brimming with

possibilities The Tshwane Events Centre offers space, variety, and flexibility to its clients, allowing for truly memorable and successful events to take place.

aving accommodated the

Independent Electoral Commission’s national results operations centre during national and provincial elections, the Tshwane Events Centre been at the heart of political milestones over the last decade. The centre is also synonymous with the annual Pretoria Show, which is attended by thousands of families from all over the country. The Tshwane Events Centre is part and parcel of the community of Pretoria and the greater Tshwane metropolitan area, and has helped boost local economic development and activities on various levels. Many generations of families have visited the centre over the years and it is imperative for the centre to uphold this tradition.

KEEPING UP WITH TRENDS Over the years, the Tshwane Events Centre has kept up with national and international trends to maintain its status as one of the best conference facilities and events locations in the country. The centre is the second largest exhibition venue in South Africa. The centre is a multipurpose facility that can accommodate more than 50 000 visitors simultaneously. There are 11 exhibition halls of varying size that can accommodate a

34 • MEETINGS l SEPTEMBER/OCTOBER 2015

IN NUMBERS... • 82 000 m² covered exhibition space, open and multipurpose areas • 50 000 visitors can be accommodated, simultaneously, in style and comfort • 11 exhibition halls that vary in size and can accommodate any function • 25 000 people can be accommodated in the large arena, making it perfect for large-scale outdoor exhibitions, music concerts, and sporting events • 1 400 000 visitors through its gates yearly • 10 well-appointed conference rooms are ideal for speaker conventions, training sessions, banquets, and product launches • 3 500 secure parking bays • 20 tonnes of waste gets recycled every year via a four bin recycling system • 45 000 earthworms from the centre’s earthworm farm feed on grass cuttings as well as hay and animal waste from agricultural events

variety of functions, from large-scale indoor exhibitions to music concerts and sporting events. The main arena can accommodate an impressive 25 000 people. The centre also

has excellent auction facilities for every type of live-animal auction. Other infrastructure services include onsite banking facilities, telecommunication services – including Wi-Fi access, top-class catering facilities, and easy access and secure parking for up to 3 500 vehicles.

ANY TYPE OF EVENT YOU CAN THINK OF The centre is highly flexible, with multiple areas within its boundaries and suitable for any kind of event. Tshwane Events Centre has hosted auctions of various kinds – from livestock to cars – hosted live music events and raves, , product launches, gala dinners, conferences,

Venues and capacities

meetings recommends

The Tshwane Events Centre offers space, variety and flexibility to its clients, allowing for truly memorable and successful events to take place. It is a true blank canvas, awaiting the artist to fill it with imagination, innovation, creativity, and colour.

and team-building events, and has held just about every conceivable trade and consumer show. Over the last few years, the centre has also carved a name for itself as a top-class conference facility.

+27 (0)12 327 1487 tshwane-events.co.za

Room

Description

Karee

This unique room is set up in a parliamentary style, ideal for board meetings, shareholder meetings, training, and presentations.

Marula

Cinema

U-shape

–

Light and well appointed, the Marula room allows a pleasant and productive ambience for any conference or meeting.

Mopane

Mopane’s well-appointed features ensure a pleasant and productive meeting.

Acacia (Karoo Swazica Senegal)

A truly diverse room that is able to cater for 10 to 300 delegates in various configurations, this room can be subdivided to suit the client’s needs to a T.

Tamboti

For clients who need an external boardroom facility, this light and pleasant room offers all the amenities and convenience to clients who require a boardroom configuration.

Kei Appel and Jackal Berry

This multifunctional room is ideal for conferences, media rooms, and temporary offices. Situated on the ground floor, it is wheelchair friendly and easily accessible from the other halls in the venue.

Baobab

The largest conference room, Baobab, allows a pleasant and productive ambience for any conference or meeting.

With round tables

Without round tables

Clubhouse Restaurant

Ideal for banquets and cocktail parties, the Clubhouse offers all the amenities and convenience that clients require.

100

Smoking Lounge

For a more intimate affair, the Smoking Lounge is ideal.

Sports Bar

For clients who want a venue that offers flexibility, the Sports Bar is for them.

120

300

Ideally suited for cocktail parties.

100

200

The Pub

Schoolroom

MEETINGS l SEPTEMBER/OCTOBER 2015 •

F E A T U RED VE N U ES • W e s t e r n C a p e

Cape Town’s hidden gem Its great location, ease of access, and endless views make Garden Court Nelson Mandela Boulevard the first choice for your next event in Cape Town.

ith views of Table Bay and the harbour, the hotel offers a fantastic vantage point for some of the city’s well-known landmarks and provides you with spaces to inspire and captivate your delegates.

LOCATION Offering easy access to major highways, the hotel is a mere 15-minute drive from Cape Town International Airport, and is close to Cape Town International Convention Centre and the bustling city centre. Should delegates want to explore the local attractions of Cape Town, they will be spoilt for choice – from the V&A Waterfront to vibrant Long Street, museums, art galleries, restaurants and shops, as well as the nearby beaches of Camps Bay and Clifton.

MEETING AND EVENT SPACES With a total of six rooms, each named after roads and streets within the area, you will be able to choose

the size and layout that best suit your requirements. The spacious Lilliebloem room is almost 300 m2 in size, making it ideal for large-scale functions. There are also two rooms that are just over 100 m2, which are perfect for launches, cocktail events, and other medium-sized events. Smaller rooms can easily accommodate 20 to 50 guests for events requiring a more intimate setting. The hotel can also assist with any conference equipment that you may require over and above the standard equipment provided. Delegates will always stay connected with free WiFi.

CATERING The Harbour View restaurant offers a modern and contemporary setting, with daily breakfast and dinner buffets, as well as an à la carte menu. For your event, you can choose from a wide range of menu options.

ACCOMMODATION AND FACILITIES There are 292 modern bedrooms, some of which overlook the bustling Cape Town harbour. Smoking and wheelchair-accessible rooms are available on request. Other hotel facilities include shuttle service (on request, at an additional charge), an outdoor swimming pool, and a well-equipped gym.

meetings recommends

Garden Court Nelson Mandela Boulevard features several different conference venues, which cater for a variety of business and private gatherings.

Venues and capacities Room name Adderley Boulevard Castle Duncan Lilliebloem Warwick

Size (m2) 48.5 48.5 48.5 100.3 298.9 100.3

Cinema 50 50 50 100 300 100

Schoolroom 20 20 20 60 250 60

Banquet Cocktail – 30 – 30 – 30 – 60 180 200 – 60

+27 (0)21 448 4123 gcnelsonmandelaboulevard.reservations@tsogosun.com tsogosun.com

MEETINGS l SEPTEMBER/OCTOBER 2015 •

f e a t u r e d v e nu e s • J o b u r g

Changing the face of Exciting changes are in store for Joburg’s leading exhibition, conference, and events venue – the Johannesburg Expo Centre.

he Johannesburg Expo Centre (JEC) is making some exciting

adjustments to its service offering to ensure that it maintains the standard of excellence its clients, partners, and stakeholders have come to expect. In addition to a new team of talented marketing professionals, the JEC is introducing Wi-Fi across the venue and opening a brand-new business centre for visitors and contractors.

THE TEAM One of the newest additions to the JEC’s marketing arsenal is Liesel Da Costa, marketing and communications executive. She obtained a degree in business finance and marketing at the University of the Witwatersrand, and is currently completing a postgraduate qualification in marketing. With her determination, creativity, and passion for marketing, Liesel’s goal is to market the venue through innovative and strategic methods. Joining Liesel in the marketing department are Believe Sibiya, who obtained her Journalism FET certificate at Damelin College in 2012;

38 • MEETINGS l SEPTEMBER/OCTOBER 2015

THE TEAM Clockwise from top left: Liesel Da Costa, Believe Sibiya, Refilwe Mokgaotsi, and Mosheka Malebana

Moshekwa Malebana, who holds a National Certificate in Tourism from the Central Johannesburg College; and Refilwe Mokgaotsi.

BUSINESS CENTRE The JEC’s CEO, Craig Newman, and his team are pleased to introduce a fully functional business centre on the Nasrec show grounds.

The centre, which will be operated and staffed by Green Exhibitions, will cater for not only visitors but also the contractors responsible for setting up the events. “We recognise that our partners have different requirements and the business centre is geared towards catering for these specific needs,” explains Craig. Among other services, the business centre will provide an on-site printer for A4 colour printing, an Internet connection with two laptops, photocopy services, scanning, ringbinding, laminating, and StandShield protection for exhibition stands. Exhibitors and contractors will also have access to consumables such as adhesives, adhesive tape, screws for different applications, cable ties, extension leads, plugs, adaptors, and general stationery. Thanks to a new contract with UcomS, the JEC will also now be providing free Wi-Fi throughout the vicinity. “Guests and visitors can finally enjoy the use of Wi-Fi from any location on the property,” says Craig. In addition to this, UcomS will provide all ICT services to the JEC, so that exhibitors and registered day visitors will have access to a free Internet communication service. “This is just one of the exciting new developments taking place here. It’s part of the commitment we’ve made to our clients and stakeholders – to always provide the best possible experience,” Craig concludes.

For more information: expocentre.co.za. Follow them on Facebook: JHB Expo Centre Twitter: @jhbexpocentre

ta l k ing p o in t s

Frank Lee

With love. XOXOXO

An exhibition industry expert’s frank views

Frank Lee saw that the writing was on the wall for EXSA ages ago. He shares his thoughts...

Speaking

W Frank Lee is not a member of the Meetings publication team and is a completely free-minded and independent individual who is here to encourage change.

hat do the following exhibition organisers have in common: Specialised Exhibitions Montgomery, MMI South Africa, Hypenica, Thebe Reed Exhibitions, Spintelligent, Terrapinn, The Wedding Group, SA Confex Services, TE Trade Events, Exposure Marketing, LTE, and Synergy Business Events? That’s right; they are the baker’s dozen that have turned their backs on EXSA to form the cleverly named AAXO – ayeex-oh? – or Association of African Exhibition Organisers. The breakaway has been written on the wall for some time now; for too long has EXSA been resting on its proverbial laurels. Where’s the energy, the innovation, the hunger? Where are the industry get-togethers to swap ideas, the networking opportunities with captains of industry, the education trips to potential new markets? In addition, there’s been a slacking off of standards and leadership has teetered. Proof of this is the recent case in which an EXSA member was

found guilty of seriously breaching the EXSA code of conduct but, instead of being expelled, was let off with a warning. Seriously? That’s how to lead an industry? Put rules, regulations, codes, and ethics in place, and then disregard them because... you maybe don’t want to lose the membership fee. Thebe Reed MD Carol Weaving was quoted as defending the formation of AAXO, with the words: ‘EXSA is very supplier-led and we feel that they are not serving the best interest of the organisers’. Well, take it from me, if EXSA doesn’t start serving the interests of its remaining members, and if AAXO starts delivering on its promises, proving that a splinter – and more focused – group can make the right kind of waves, many more will turn. Possibly even those suppliers Carol alludes to. Normally, a bunch of Xs and Os grouped together – XOXOXO – mean a love fest, a la kiss-hug-kiss-hug. Not in this case. I suspect the next few months are going to be interesting.

MEETINGS l september/october 2015 •

t a l k ing p o in t s

industry views SAACI's take on keeping current

The makings of a great congress SAACI Congress 2015 promised to be different, informative, and cutting-edge – and it delivered, writes Adriaan Liebetrau.

Adriaan Liebetrau is the CEO of SAACI. He has many years of experience within the conference and events industry.

industry views EXSA - giving a voice to the industry

s we said, “If we don’t try it, who will?” We did not have plenaries and breakaways – we had hot topics and solutions sessions. We did not have cocktail functions or a gala dinner – we had a reconnect evening and an extravaganza. We did not have an exhibition – we had tech@saaci. We used new technologies and tried and tested whatever we could get our hands on. We had our first separate future focus programme. We were innovative and sustainable. We trended on Twitter on Sunday and Monday. Overall, from our view and yours, it was a great success.

With overall positive reviews and suggestions, we have begun the exciting build-up to the 2016 congress, which will be hosted by the city of Mangaung from 24 to 26 July. The congress theme is ‘With knowledge, it’s possible’. We will be building on from this year’s congress. SAACI Congress 2015 got people talking, networking, and inspired. Thank you to our local organising committee for helping us pull off a new-style congress.

THOUGHT-PROVOKING DISCUSSIONS

IT’S PERSONAL Delegates were inspired by

With industry leaders and experts facilitating the sessions, thought-provoking discussions were had and real issues facing the business events industry were brought to light. Possible solutions were documented and we will be working closing with the industry to implement actionable changes. Organisers were also introduced to the event technology that will improve their conferences and keep their delegates engaged.

keynote speaker Zelda la Grange. Here are some highlights of her speech: • Madiba realised he had to work on himself more than trying to change other people. • Madiba said the way you approach a person will determine how that person will treat you. • Madiba knew that forgiveness is a choice, then I believe optimism is a choice.

The influence of design Companies exhibit with the objective of face-to-face interaction; but, often, their design says otherwise, writes Bronwyn Mathias.

xhibitions are the most powerful, versatile, and costeffective marketing tool available. Getting your design right is critical to achieving your results and meeting your objectives through attracting visitors to your stand.

TARGET-AUDIENCE-DRIVEN DESIGN

Bronwyn Mathias is the creative director of Seatworks, as well as the chair of EXSA’s Young Professional Forum.

NEXT YEAR

The absolute key to a designer’s success depends on the client’s intrinsic knowledge of their brand and customer. Without these two simple things, it can be guaranteed that the influential power of design is lost. As a result, exhibitors may not merit the time and investment put into the exhibition worth the returns. Too often, a brand’s message is emphasised by what it looks like, for the sake of prettiness, instead of emphasising how a brand is seen, heard, smelled, tasted, felt and, ultimately, experienced by the engaging customer. When one looks at the advances in neuromarketing research, it is available knowledge that a customer’s buying decisions are directly driven by basic sensory stimuli. And, in our current oversubscribed world, it is ultimately your customer’s feelings, influenced by these senses, that drive their buying decisions. What does this have to do with a brand, and the design of its

40 • MEETINGS l SEPTEMBER/OCTOBER 2015

exhibition stand? Knowing who your customer is means you can design a space that will showcase how your product or service fulfils their needs and solves their problems. A space designed for your target audience to experience your brand will help filter visitors and ideally attract the right customers interested in the solutions your product or service offer. This means your staff’s energy can be better directed.

BRAND LEGACY Develop a good company identity and brand experience, and keep it consistent throughout all marketing functions – from business cards and websites, all the way through to exhibitions. This ensures your product is easily recognisable outside the exhibition and trade show environment, and creates trust. It also ties your exhibition to any other (non-exhibition) relevant marketing. The effective design of exhibition stands and 3D spaces should be part of a business’s marketing strategy as it communicates the passion companies have for their products or services. If a company isn’t passionate about its product, why should anyone else be? And, with the right knowledge and application (in design), the returns are plentiful..

Ta l k ing p o in t s

In the name of greening

GREENING views

Keeping green with Event Greening Forum

Event greening is no longer an outlandish concept that is mainly practised overseas, writes Maggie Roodt.

ne has to take a step back and view the South African MICE industry’s greening efforts with an open mind. Are current greening efforts sufficient, and how do they impact the other elements of an event?

FASHION STATEMENT

Maggie Roodt is the senior journalist for Meetings magazine. She is passionate about the events industry.

It seems, more often than not, that organisers incorporating recycled elements into an exhibition stand has become much more of a fashion statement than an actual greening effort. While done in the name of greening, one has to ask whether these efforts comply with the requirement that event greening be carried out in a responsible manner. There are three very evident ways in which event greening efforts are going to waste: •T he majority of South African events provide general waste baskets instead of various bins designated to different materials. How to rectify it Provide a number of waste baskets in and around the venue and mark them clearly, so guests will know which materials to dispose of in which bins.

Standards, not standardisation

INDUSTRY views AIPC on the role of conference centres

With many events rotating globally, there is a need for venue performance standards, writes Geoff Donaghy.

Geoff DONAGHY is AIPC president, CEO of International Convention Centre Sydney, and director of Convention Centres, AEG Ogden.

•T he industry has seen the introduction of water coolers to replace the distribution of plastic water bottles. Delegates still, however, need a container for their water and these are often paper or plastic cups, which are discarded after only one use. How to rectify it Provide glassware for guests to use. Branded glasses increase brand awareness and offer the opportunity to interact with visitors while they have a drink. •D elegates attending an event often leave with large bags full of business cards, pamphlets, and brochures. While these are informative, they usually end up in the trash and increase our carbon footprint. How to rectify it Go digital! Visitors can enter their details into a tablet, you can have e-brochures, and delegates can exchange information via the event app – ultimately saving on paper. Despite these factors, the biggest greening effort made at any event should be the education on, and awareness of, sustainability issues. This will leave a permanent positive legacy instead of a momentary eco-event.

IPC has invested a lot of time and effort in developing standards in key areas of centre management, and has created an audit process to help members demonstrate their accomplishments. It’s also why we have ongoing competitions that recognise special achievements and encourage centre clients to take these into account when making their venue selections. But, standards don’t mean standardisation. The same research that documents the significance of performance reliability also indicates the importance both organisers and delegates are placing on having a unique and satisfying event experience.

SOMETHING UNIQUE A big part of that uniqueness relates to what a venue can deliver – in terms of special services and ambience – that reflects what makes their facilities and destination different from everyone else. By ensuring that they are delivering at least part of what makes their part of the world unique and distinctive, centres can be active participants in shaping the event experience to the benefit of all.

This can include anything and everything from centre location and decor to helping facilitate community connections or arranging off-site events that both relate to an events own objectives and, at the same time, create something unique. And it’s not just event organisers and delegates that benefit – it can also reward the local community itself by helping it realise a greater overall return from the events it is hosting. Education takes many forms – and travel can and should be one of the most important of these. At the same time, an exciting and distinctive environment is stimulating to delegates, particularly those who may have been attending a particular event for many years. All of these are good reasons for centres and destinations to make the extra effort to deliver a distinctive event – one that not only respects organisational aims but honours the destination and its qualities. So, while we must strive to respond to the international standards that increasingly define client expectations, there’s another important area where centres can distinguish themselves – and that’s helping deliver something unique. High standards don’t only have to mean conformity, they can also open the door to the kind of creativity increasingly valued by participants.

MEETINGS l SEPTEMBER/OCTOBER 2015 •

t h e ba c k pag e

I’m off to join the Need a career change? Miss Meet gives you some ideas…

AIR TRAFFIC CONTROLLER According to general job definitions of an air traffic controller, it isn’t so much about your previous work experience or background. It’s to do with your ability to approach problems, handle pressure, and adapt to changing situations. I think, with a bit of technical training, I could land planes at a busy airport. And watch out; next step, NASA.

HOME AFFAIRS OFFICER With the number of registration tables manned, name tags printed, and surnames put into alphabetical order, I am of the opinion that I could get employee of the month at virtually any Home Affairs office around the country. If there’s a surname out there, it’s probably crossed my path. Chances are, I may even be able to put some faces to names. FILM DIRECTOR The film director controls a film’s artistic and dramatic aspects and visualises the script while guiding the technical crew and actors in the fulfilment of that vision. The director has a key role in choosing the cast members, production design, and the creative

aspects of film-making. Step aside Mr Spielberg, here comes the events project manager.

CIRCUS RINGMASTER I’ve left my favourite till last. I’ve always wanted a taste of the entertainment world and I think I’m a match. The job duties of a circus ringmaster include, but are apparently not limited to (sound familiar?): •m anaging the behaviour of all circus performers and animal talent (No problem, I do that with my eyes closed) • c leaning up after all animal talent and the smallest of performers (Also no problem; it’s not in the contract, but then again, I probably didn’t read the fine print) • f eeding all the performers and animals. This may require multiple meals to be prepared at one time, due to preference or performers and based on animal type (Ah, did someone say special dietary requirement?) • c ommunicating with animals as well as performers and interpreting their needs despite communication or other barriers. (This one puts me ahead of the pack – excuse the pun! Reading between the lines and sometimes having to figure out exactly what the client or guest wants – even though they seem to think they’ve made it pretty clear – is my green light into the circus ring.) Even though this was all tongue-in-cheek, the underlying message is that, as event and meeting planners, we are blessed to be in a position that forces us to be versatile, multitalented, and knowledgeable across a range of fields. So, don’t ever underestimate your worth or sell yourself short. Go out there and tame some lions!

index to advertisers 3D Design AAXO AVL Africa Canopy Tours Century City Conference Centre And Hotel CSIR International Convention Centre Durban ICC Emperors Palace Garden Court Nelson Mandela Boulevard Hackle Brooke Convention Centre Intercape

23 21 39 01 02 33 IFC 29 37 17 05

42 • MEETINGS l SEPTEMBER/OCTOBER 2015

Jacaranda Events JEC Kwa Madwala Lumi Monte De Dios SAB World of Beer Sandton Convention Centre SETE Southern Sun Pretoria Thebe Reed Exhibitions Tshwane Events Centre

OFC OBC 16 25 36 03 12 21 32 IBC 34

Unique Speaker Bureau

The Incentive Planner AHA Antbear Lodge Avis Crowne Plaza Johannesburg – The Rosebank Holiday Inn Sandton The Oyster Box

10 05 10 08 02 06

Illustration: Stefan Kruger (krugers.223@gmail.com)

ave you ever wondered what you would do if – for whatever reason – you were no longer an events manager? Well, no need to lie awake at night. The options are never-ending, given all the experience you have acquired in the industry. Listed below are just some of my personal choices, should I go AWOL from events and meetings management.

eincentive x h i b i t i o n

meetconfex.com

t h e the

the worldâ&#x20AC;&#x2122;s best game lodges

Out- of -Africa

experiences

what the experts know: dealing with destinations Incentives in the City: urban mix of comfort & style

best practice

scheduled carriers taking business-expense travellers, simply finding seats available for large groups at the right price is difficult. Airlines work on maximising their load; so, if you choose a popular city for business travel, you are unlikely to be able to negotiate a low rate for a large incentive group because the airline has plenty of regular business travellers to take up the revenue slack on that route. And, low-cost carriers cannot be relied upon for ‘important large groups’.

HIGHLANDS AND ISLANDS If you cannot fly direct, the exceptional experience is likely to be in jeopardy. However impressive the eventual destination is, if getting there and getting back involves two full days of travel, the participant experience is going to be poor. Although many successful destinations are islands, they are characterised by having limited flights access for large or multinational groups, which can severely impact on the length of the ground programme you can offer, or alternative options in the case of bad weather.

Dealing with destinations John Fisher explains how to choose a suitable incentive travel destination.

n Max Cuff’s now legendary definition

of incentive travel, the product hinges on an exceptional travel-related experience. The trouble is one man’s Monte Carlo can be another man’s Macclesfield. We all know what the most popular world destinations are, thanks to regular surveys of agency and buyer usage. But, where you go often depends on easy air access. The hotel may also wag the dog when it comes to destination choice. If the client has had an exceptional service experience at one hotel chain, such as Four Seasons, then a strong influence on destination choice may well be whether there is a Four Seasons, regardless of whether or not you can actually get there.

And then there’s the “I’ve been there and I liked it” criterion, which is hard to resist. However, such an approach can lead to choosing the wrong place for the wrong type of group, which is very hard to overcome once the group of 300 is sardined in the bar. What is right for your personal holiday or familiarisation trip off-season in a half-full hotel can be a nightmare in September, when there is a convention in town and there’s only standing room. When choosing a destination, it is important to take note of the following:

SIZE OF GROUP Now that the air travel market seems to have split into low-cost carriers (no guarantees) and traditional,

SUN, SEA, AND SAND When you research participants regarding where they would really like to go, invariably they say Hawaii, Sydney, or Acapulco. Sun, sea, and sand is, therefore, a good option. But, you don’t always have to follow the research. These destinations are often deemed to be too far for most groups, so you need to compromise. It goes without saying that the time of year for ‘sun, sea, and sand’ is crucial. PERCEPTION IS EVERYTHING Because incentive travel is promoted to the potential participants before the event, the image ‘halo’ of the destination is very important. Paris is always Paris. But, where exactly is Kota Kinabalu or Brasov, and are they any good? Some destinations have marketed their way into our hearts, but be aware that your participants may be much less travelled than you. You need to consider first impressions, if people have to qualify to attend. JOhn Fisher is a director at FMI Group. He has over 30 years' business experience, both as a client and consultant. He has written a number of business books, speaks French and German, and spends most of his leisure time in Italy.

Code 205

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

THE INCENTIVE PLANNER 2015 •

INCENTIVES: BUSH

TEE OfF IN the wild Calling all serious game and golf lovers, Kwa Madwala Private Game Reserve offers the best possible combinations of game viewing experiences and golfing greens available in South Africa. The reserve is the only single bush destination in Africa offering elephant-back safaris, low-altitude microlight safaris, and horseback trails. Guests can play a round of golf at the prestigious Leopard Creek golf course. Accommodation is provided at Manyatta Rock, which consists of 27 chalets. Looking like giant rocks, the unique, dome-shaped bedrooms are scattered across the rocky outcrop, with fabulous views across the bush from the private wooden deck of each unit. At the lodge, you’ll find a restaurant serving wonderful local specialties as well as international favourites, a welcoming bar area, outside Boma, and swimming pool. While staying at Kwa Madwala, you will be able to watch the sun rise over the Lebombo Mountains, to the east, and, in the evenings, marvel at the orange glow of the sun as it sets again in the west. Enjoy the bush views in every direction and just listen to the stillness of this wonderful African wilderness. CONFERENCE UP TO 120 delegates +27 (0)13 790 0281 l res@kwamadwala.co.za kwamadwala.net

Out-of-Africa experiences

South Africa boasts some of the world’s best game lodges, which are ideal for local incentive travel. The Incentive Planner shares its top picks… TENTED LUXURY Just a two-hour drive north of Joburg, at the foot of the Waterberg mountains, lies Zwahili Private Game Lodge & Spa. The lodge is small and intimate, boasting Victorian-style tented camps, elegant executive suites, and a presidential suite. A maximum of 20 guests are accommodated, thereby ensuring a personal and tranquil experience. The faint call of tribal drums announces an array of culinary delights to appease even the most discerning of palates. Explore masterful cuisine inspired by African flavours, yet guided by the Western culinary tradition. Twice-daily game drives are conducted on the reserve and guests can look forward to seeing an abundance of wildlife, including a variety of plains game, such as zebra, giraffe, and two of the Big Five – lion and leopard. The area is a haven for bird lovers. Additional activities offered are guided bush walks, silhouette shooting, bush picnics, and relaxing spa treatments. CONFERENCE UP TO 20 delegates +27 (0)12 653 4340 l reservations@zgl.co.za zwahili.co.za

4 • THE INCENTIVE PLANNER 2015

bush oasis Nestled in the foothills of the Cederberg mountains lies Bushmans Kloof – an ecological oasis within a roughly hewn and magical land – which offers a distinctive wilderness experience among open plains and ancient sandstone formations. Bushmans Kloof offers a range of beautifully proportioned rooms and suites, and a private villa. The main lodge can accommodate 34 guests, while Koro Lodge is available for larger groups, ensuring effortless and hugely enjoyable family breakaways for up to 10 guests. Bushmans Kloof is the home of authentic Cape cuisine. The organic garden provides the kitchens with fresh, robust produce, while indigenous fynbos adds a distinctly ‘Cape’ dimension to a fusion of innovative and traditional fare. The award-winning wine list offers a superb variety of South African wines, and French Champagnes and Cognacs. It is the ideal getaway to escape the corporate world, giving you and your group the focused time and energy for meetings, strategy planning sessions, and workshops. Bushmans Kloof is a haven of breathtaking beauty; a spiritual retreat where nature’s powerful presence revitalises individuals and organisations. You can be sure your every requirement will be seen to with passionate service and thoughtful detail. CONFERENCE UP TO 32 delegates +27 (0)21 437 9278 reservations@bushmanskloof.co.za bushmanskloof.co.za

THE INCENTIVE PLANNER 2015 •

Experience the Drakensberg and the Midlands in style

Getaway from the madding crowd and make Antbear Lodge in the Drakensberg Mountains your next conference destination. The lodge is ideal for small meetings, team building workshops and retreats. With 15 accommodation suites, a conference facility and restaurant in the lodge, we offer everything that you will need. Antbear Lodge will make your getaway a tranquil and productive experience.

Antbear Lodge l 076 441 2362 l reservations@antbear.co.za l www.antbear.co.za

incentives: city

COLONIAL CHARM Standing majestically on uMhlanga’s beachfront, overlooking the Indian Ocean and the iconic lighthouse, The Oyster Box is the ultimate in colonial charm and style. Each of the 86 rooms has been meticulously refurbished, being superbly designed to provide the utmost in comfort and style. All of the colonial charm has been lovingly preserved – the exquisite tiles, murals, paintings, and antique furnishings have all been retained in their original glory. The decor also makes excellent use of natural stone and timber, complemented by calming colours that reflect the soothing shades of the surrounding ocean and tropical vegetation. Carefully crafted to meet the wishes and whims of guests from across the nation and world, The Oyster Box is proud to offer tasteful, ethnically inspired menus that are perfect for guests seeking anything from special fine-dining occasions to simple, relaxed meals, or just a small bite. The Oyster Box is dedicated to restoring beauty and balance through individual treatments and spa journeys, personalised for each guest by exceptionally skilled therapists. +27 (0)31 514 5000 reservations@oysterbox.co.za oysterboxhotel.com

Incentives in the city Incentives are a great way of motivating staff to reach their targets and make them put in the extra effort. There is no need to break the bank, as these local city hotels are the ideal incentive destination…

ULTIMATE LUXURY The award-winning Twelve Apostles Hotel and Spa is situated on Cape Town’s most scenic route. Poised above the Atlantic Ocean, the five-star boutique hotel is flanked by the majestic Table Mountain National Park – a World Heritage Site – and the Twelve Apostles mountain range. When choosing from one of the 55 deluxe guest rooms or 15 luxurious suites, the hardest part is deciding whether to overlook the mountains or the sea. Whichever direction you face, the views are stunning. Interior decor is just as appealing. The light, airy, and peaceful rooms are an eclectic mix of contemporary African style, classic European comfort, and effortless, up-to-the-minute technology. Cool colours and rich fabrics bring elegance and a serenity inspired by the surrounding wilderness. At the Twelve Apostles, you want for nothing: every room includes 24hour room service, individual air conditioning, entertainment centres with DVD, and plush bathrobes and slippers. From the fine-dining experience of the Azure Restaurant and its extensive wine cellar, to a relaxing cocktail at sunset on the terrace, there’s something to suit any mood and taste. Specialist occasions and seasonal offerings are frequent and great pride is taken in inventing some truly original and exciting menus. Guests at the Twelve Apostles Hotel and Spa feel indulged and cared for, with splendid luxury, passionate service, generous hospitality, and exquisite cuisine. +27 (0)21 437 9000 l reservations1@12apostles.co.za 12apostleshotel.com

THE INCENTIVE PLANNER 2015 •

incentives: city

Where luxury calls home The Holiday Inn Sandton, Rivonia Road provides stylish accommodation and mouth-watering fare – perfect for a city incentive trip.

xperience an unsurpassed, warm,

and friendly welcome upon entering the Holiday Inn Sandton, Rivonia Road. Conveniently situated in Sandton central – Gauteng’s corporate, financial, and shopping mecca – the hotel is a highly sought-after destination for the cosmopolitan individual.

START THE DAY The Chairman Bar, located on the ground floor of the Holiday Inn Sandton, Rivonia Road is an 18-hour coffee bar serving a variety of refreshments and snacks. The friendly baristas are well trained in the art of making the perfect cup of coffee; so, whether you order a cappuccino or an espresso, you are guaranteed the perfect way to start your day. If a coffee in the morning isn’t your thing, The Chairman is also a full-service bar, offering a wide selection of alcoholic and non-alcoholic beverages. Lettuce & Lime offers the best in the art of good food, using only the freshest ingredients. Meals are served in fresh, organic settings, where patrons can explore an array of culinary colours and flavours.

SHOP UNTIL YOU DROP No incentive stay would be complete without a shopping spree. Sandton City is a mere 750 m away, and Nelson Mandela Square is 850 m from the hotel. Shuttles are available for guests to their destinations. Both these shopping centres boast unparalleled shopping experiences.

PARTY UP A STORM

unwind and relax in style. Each room comes standard with blackout curtains, a selection of premium satellite television channels, and tea- and coffee-making facilities. Luxuriously comfortable beds imported from the USA, coupled with your choice of pillow type from the pillow menu, promise guests a great night’s sleep no matter how stressful the day has been.

Before going to bed for the night, why not stop by the Skye Bar on the ninth floor? Enjoy your evening with a cocktail while you take in the views of the Sandton night skyline.

SLEEP IN COMFORT Holiday Inn Sandton, Rivonia Road offers guests star-quality accommodation and service in a sophisticated setting. The hotel offers 301 spacious and timelessly decorated rooms that afford guests the opportunity to

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

THE INCENTIVE PLANNER 2015 •

TRANSPORT SERVICES

HARBOUR BRIDGE HOTEL

5 reasons to use

Avis M.I.C.E. 1 TOTAL TRANSPORT SOLUTION There is one point of contact for all your transport needs. Whether you are moving large groups of people from one venue to another or providing transport for VIPs, Avis can meet all these needs with it’s car rental, Avis Point 2 Point, Avis Chauffeur Drive, Avis Luxury Cars, Avis Van Rental or Avis Truck Rental.

2 ONE CENTRALISED ACCOUNT across 3

many services. SPECIALISED

TEAM The Avis M.I.C.E. team will be able to advise you on the best possible transport solutions for your needs and make it easier by assisting you with additional services such as snack packs and beverage requirements for the transfers and disposals.

4 On the ground co-ordination while your group is on the move.

5 Valued relationships Avis M.I.C.E. allows each and every event planner the opportunity to have access to an array of transport solutions to meet any requirement. The Avis M.I.C.E. team will ensure that all needs are met without compromising on the end experience. Avis M.I.C.E.’s success lies in its relationships with customers and its ability to provide a compelling proposition for event organisers.

Visit avis.co.za, call +27 (0)11 923 3441 or email events@avis.co.za

10 • THE INCENTIVE PLANNER 2015

HARBOUR BRIDGE HOTEL Location and convenience go hand in hand and this state of the art hotel is no exception. Ideally positioned near the V&A Waterfront, within the Cape Town International Convention Centre precinct, this premier, 4-star hotel provides the ultimate accommodation choice for both business and leisure travellers seeking a distinctive experience.

aha Hotels & Lodges

087 740 9292 | cro@aha.travel | www.aha.co.za

Upcoming Events 14 - 16 October 2015

29 April - 2 May 2016

27 - 29 October 2015

Date (TBC)

18 - 21 March 2016 Durban Exhibition Centre www.decorex.co.za

29 - 31 July 2016

4 - 6 April 2016

5 - 9 August 2016

4 - 6 April 2016 CTICC www.ibtmafrica.com

5 - 9 August 2016

6 - 8 April 2016

14 - 17 September 2016

Indaba Hotel www.africanuas.com

CTICC www.decorex.co.za

Protea Hotel Fire and Ice Menlyn www.sportsandevents.co.za

Part of: R

Venue (TBC) www.africawaste.co.za

Venue (TBC) www.gautengmotorfest.co.za

CTICC www.iltm.com/africa

Gallagher Convention Centre www.decorex.co.za

Gallagher Convention Centre www.100percentdesign.co.za

CTICC www.wtmafrica.com

Ticketpro Dome www.befe.co.za

Contact our team of experts and we will ensure that your next event is a success.

T: +27 (0)11 549 8300 | E: Info@ThebeReed.co.za | W: www.ThebeReed.co.za ThebeReed

ThebeReed

All exhibitions and dates are subject to change