Meetings JanFeb 2018 full magazine by 3S Media

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January/February 2018 • Issue 77

2018 event catering trends

factors to consider before you go full turnkey

how to make your events accessible

MEETINGS AFRICA 2018 Shared economies

BIG INTERVIEW

century city CONFERENCE CENTRE Cape Town’s finest

Innovation and creativity are central to our ‘Say goodbye to dull conferencing’ concept; we’d rather shy away from doing monotonous conferencing.” Minister Kganyago, Manager: Business Events Marketing, ATKV Resorts

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january/february 2018

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JANUARY/FEBRUARY 2018 • Issue 77

2018 EVENT CATERING TRENDS

FACTORS to consider before you go full turnkey

HOW TO make your events accessible

MEETINGS AFRICA 2018 Shared economies

Cape Town’s ﬁnest

Innovation and creativity are central to our ‘Say goodbye to dull conferencing’ concept; we’d rather shy away from doing monotonous conferencing.” Minister Kganyago, manager: Business Events Marketing, ATKV Resorts

R50.00 (incl. VAT)

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the cover STORY

The big interview

Shared economies

Stylish, sophisticated, modern and innovative – these are just a few words one can use to describe Century City Conference Centre

Situated in some of the most beautiful parts of South Africa – ATKV Resorts are surrounded by cultural gems, heritage sites and other exciting tourist attractions

Now in its 12th year, Meetings Africa 2018 is focused on continuing to build on ‘Advancing Africa Together’ to further drive value to both buyers and exhibitors

For more, turn to page 5

For more, turn to page 14

For more, visit meetingsafrica.co.za

BIG INTERVIEW

CENTURY CITY CONFERENCE CENTRE

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Speaker’s Corner

important, so here are some smart tips on ways to maximise the benefits of your corporate social investment projects

25 U nique Speaker Bureau The ‘Building Better

21 All event planners have a few stories to tell when

it comes to client expectations versus reality, writes Karmen Vladar

Focus On 10 Full turnkey event solutions Deciding on whether to plan your MICE event in-house or hire an organisation to manage everything for you is a big decision, and will likely be influenced by many factors

12 Catering trends Even if every other aspect of the event is a raving success, if the catering is terrible, it will probably be the only thing that the guests remember. So, what's hot in 2018?

Best Practice

TALKING POINTS 37 AIPC Education is our legacy 38 SAACI Anticipating an event-filled 2018 38 EGF Greening Meetings Africa 2018 39 Travelbags Looking forward to the year ahead

Featured Venue

Conferences’ motto is about disruption, innovation and creating an exceptional experience for delegates

26 The Westin Cape Town 27 Fancourt Hotel Business and pleasure 29 The Hilton Sandton Modern meets classic 30 Johannesburg Expo Centre All in one

REGULARS 03 Ed’s letter Africa is open for business 04 Tidbits Meetings’ must-know minutia 22 Sound bite David Williams, executive chef at the

EVENT SHOWCASE 32 Event Wizards The Exxaro PIT summit was a testament to how out-of-the-box thinking can result in an outstanding event. Meetings chats with Event Wizards’ Herkie Du Preez, who brought magic to this event

Radisson Blu Gautrain, has 20 years of experience in the hospitality and food industries.

23 20 Questions Scan Display’s Carmen Wagener believes nothing will work unless you do

40 Miss Meet What’s in the bag?

MEETING PLACES – HISTORICAL 34 L iliesleaf Farm Historic venues are often set in spectacular surroundings, creating a superb backdrop for your memorable event

16 The water saving bandwagon The Mother City finds itself in phase one of the Critical Water Shortages Disaster Plan. With day zero looming, some businesses have taken matters into their own hands

18 Make your events accessible With as much as 15% of the world’s population and 7.5% of South Africa’s population having disabilities, why wouldn’t you make your events fully accessible?

20 Tips for effective CSI Sustainability is clearly

When shared minds come together, we advance Africa. Connect to one of the fastest-growing and most exciting business destinations in the world, where growing global economies and shared minds unite. Hosting over 2000 delegates, 677 world-class exhibitors and esteemed buyers from all over the world! See how authentic African imagination and innovation bring business and global events to life. Meet us at Meetings Africa.

26 FEBRUARY 2018: BONDAY

27-28 FEBRUARY 2018:

EXHIBITION SANDTON CONVENTION CENTRE JOHANNESBURG, SOUTH AFRICA

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ed's letter Publisher Elizabeth Shorten General Manager Candice Landie Editor Mpinane Senkhane (mpinane@3Smedia.co.za) Journalist Pippa Naude Design Ramon Chinian Contributors Rod Cameron, Michelle Hinrichsen,

Greg McManus, Rudi van der Vyver, Karmen Vladar, Carol Weaving Chief Sub-Editor Tristan Snijders Sub-Editor Morgan Carter Client Services & Production Manager

Antois-Leigh Botma Financial Manager Andrew Lobban Distribution Manager Nomsa Masina Distribution Coordinator Asha Pursotham Advertising Ruth Baldwin +27 (0)11 233 2600 ruth@3smedia.co.za

Africa

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 January/February 2018 © Copyright. All rights reserved 2018. www.theplanner.guru 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 or associated professional bodies. While every precaution has been taken in the preparation and compilation of this publication, the publisher assumes no responsibility for errors, omissions, completeness or accuracy of its contents, or for damages resulting from the use of the information contained herein. While every effort has been taken to ensure that no copyright or copyright issues is/are infringed, 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.

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2018

Jan - Mar

is open for business In years gone by, there was a global perception that conferencing or meeting in Africa is challenging and you’re better off not doing it. Today, however, that sentiment borders on the absurd.

ecently, the global

meetings industry has started to see Africa as a sought-after business tourism destination. And rightfully so! It’s safe to say that Africa is no longer just a safari destination, and the reason for business travel to Africa varies largely depending on what a city has to offer. Meetings Africa is one such platform that really showcases Africa’s diverse offering of services and products, where African associations and meetings industry professionals can partner to help transform our continent. The 2018 edition of Meetings Africa will be held from on 27 and 28 February in Johannesburg at one of my favourite venues, the world-class Sandton Convention Centre. This year’s theme is ‘Shared economies’ and that really resonates with me. I recently read an article that quoted Gary Grimmer of Gaining Edge from Melbourne, Australia, saying: “The world’s attention is shifting to Africa. There is no question that the meeting and convention business will be growing exponentially there and South Africa represents the most experienced, sophisticated and convenient staging place.” The Meetings Africa theme is

Wildlife ... N Z K lo e v m e z with E

set to be a tool that will help boost and stimulate collaborative African growth. This comes not a moment too soon, with the continent seeing societies begin to mature. This makes for a solid basis for many new African professional organisations, NGOs and the like, potentially leading to a strong growth in regional conferences. The industry is ready for this too, with some incredible venues and top-notch convention centres popping up all over the continent. Speaking of class-leading centres: in this issue, Meetings hears from the industry about what a fantastic host venue Century City Conference Centre makes for both local and international conferences. It’s venues like this that make the industry that much more optimistic about the future of conferencing in Africa.

See you at Meetings Africa, and be sure to visit us at stand 97A

Get fantastic discounts of up to 30% on accommodation and 40% on a camping getaway when you book and stay between January and March 2018. Promo Valid 15 Jan - 27 Mar 2018. Excludes Hluhluwe-iMfolozi Park Resorts and during Special Events. T’s & C’s apply.

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Meetings’ must-know minutia

Demand for hospitality professionals on the rise With tourism numbers continuing to increase year on year, and new hotels and restaurants opening their doors not just in South Africa but all over the continent, all indications are that the industry’s positive trajectory will continue well into the future, says Erika Theron, Academic Dean at The Private Hotel School, an ADvTECH Tertiary institution based in Stellenbosch. “All studies and forecasts also underscore the continued creation of jobs in this sector, which is good news for those who are considering this exciting field,” she says. The hospitality industry is one in which increased automation is not a risk to the futures of these careers as customer experience and satisfaction are indisputably dependent on the human factor. Automation may help improve efficiency of service, but it cannot take over the creation of the experience, which is what consumers in this sector are looking for. However, along with the great prospects, there will also be greater competition for positions, which means that prospective entrants into the field should ensure they can stand apart from their peers with a solid qualification, focused both on theory and practical experience, under their belt. Statistics show that the tourism sector remains one of the fastest-growing economic sectors, contributing about 4.5% to total employment in 2015/2016. SA saw a 14% growth in tourist numbers from August 2015 – August 2016 and 1 200 new hotel rooms between July – December 2017. A staggering 20 000 new jobs were created since 2014.

Fancourt wins IAGTO’S Golf Resort of the Year awards Fancourt has been honoured Golf Resort of the Year (in the category ‘Rest of The World’) at the prestigious 18th annual International Association of Golf Tour Operators (IAGTO) Awards held in Cannes, France, on 12 December 2017. The winners were announced during Peter Walton’s Welcome Address to golf industry professionals from across the globe. Fancourt is a global landmark for golfing and leisure travel. Golf takes pride of place, with all three of the estate’s 18-hole golf courses designed by a team led by Gary Player. The courses – Montagu, Outeniqua and The Links (a privately-owned club) – have continued to garner praise from the international golfing community, whilst their fairways attract players from across the world. Fancourt’s sales and marketing director, Peter Dros, attended the ceremony to accept the award. “Fancourt is proud to be recognised by the established IAGTO Awards,” said Dros. “Fancourt was the very first recipient of IAGTO’s Golf Resort of the Year Award in 2004, and to be awarded the same, thirteen years later, echoes our continual strive for excellence.”

4 • MEETINGS l january/february 2018

Marco Gaspar, Palazzo's new head pastry chef

Sweet delights at the Palazzo from new pastry chef Award-winning chef Marco Gaspar has brought his consummate culinary skills to Tsogo Sun’s Palazzo hotel at Montecasino as the new head pastry chef, after having spent the last three years as pastry sous chef at MGM Grand Macau hotel and casino, ensuring the production of dessert and chocolate items to the highest standard for the hotel. Marco is an award-winning chef, and it was while in Macau that he received a Most Outstanding Award at the Fonterra Pastry Challenge 2016. His other awards include second place in the SA Chaine de Rotisseurs Competition in 2012, and the HTA In-Service Chef of the Year competition in 2011. He spent three years of his in-service training at the Saxon Hotel in Sandhurst, where he worked under top pastry chef Vicky Gurovich, and well-known executive chef Rudi Liebenberg. Still with the Saxon group, chef Marco spent a year at Shambala Private Game Reserve in the Waterberg as pastry sous chef, delivering modern South African and French cuisine. While there, he had the great pleasure of catering for Nelson Mandela on his 93rd birthday. He then had his first introduction to Tsogo Sun with close on a year at Southern Sun Montecasino as pastry sous chef, before honing his chocolate skills as senior assistant chocolatier at Lindt&Sprüngli’s Chocolate Studio, where he was involved in creating new flavours and recipes, and demonstrating in workshops.

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Reasons To Host An Event At CCCC

Century City Conference Centre in Cape Town, now open for it’s third year, has made waves in the meetings, conferencing and events industry. The venue has notched up a reputation for pushing the envelope and exceeding expectations – and here’s why…

As those who live, work and play in Century City have experienced first-hand, the thriving precinct is Cape Town’s most central location. Delegates can enjoy easy access to all major routes, Cape Town International Airport, Cape Town CBD, and a variety of leisure activities, such as Canal Walk shopping centre, and even the Cape’s celebrated beaches and winelands. A sure pull factor is that the conference centre is within walking distance from a selection of over 600 hotel rooms.

Aside from being located in a four star green star rated precinct, CCCC and the adjacent Century City Hotel have been committed to sustainable practices from the moment they opened their doors. Some examples, among many more, include using recycled water to flush the toilets, taps that run off automatic timers, and a solar energy system installed on the roof. While the centre is energy and water efficient, the design manages to prioritise the comfort, productivity and well-being of delegates and guests.

Featuring a functional design that includes designated PCO offices, draping rails, store rooms and ease of access when it comes to deliveries, Century City Conference Centre makes the needs of Event Planners and Managers a top priority. Their teams are skilled at running a tight ship, and if the need to improvise arises, are the best in the business when it comes to creating innovative solutions.

Each member of this world-class team has been carefully chosen for their role, handling every single task with a can-do attitude, great care, commitment and consistency. Each team is highly specialised and laser-focussed on bringing your event to life, from the Guest Service Agents and Banqueting Team, to the Operations Team and Meetings and Event Coordinators.

Central Location

Cape Town’s Sustainable Option

Designed with the event planner in mind

meetings recommends

Experienced and welltrained staff

Total Versatility The award-winning venue has hosted everything from product launches to international expos and association conferences. Up to 1 900 guests can be comfortably accommodated across 20 different venues, each of which are fully customisable as an extension of your brand.

BusinessFriendly Accommodation Delegates need not travel to their accommodation, which makes for an efficient, relaxing conference experience. The chic and modern Century City Hotel is located just across the way, offering conference and event delegates 125 rooms in which to stay. The hotel has truly considered every detail, including workstations and an attractive “wine and dine” experience at Square Cafe & Wine Bar on the ground floor.

With 4 large halls, an open-plan foyer suitable for exhibitions, 11 meeting rooms, an 80-seater business lounge and an outdoor venue of 1 200 m2 – CCCC is definitely our top pick!

ccconferencecentre.co.za +27 (0)21 204 8000 events@ccconferencecentre.co.za

MEETINGS l january/february 2018 •

cover story

Cape town’s finest Stylish, sophisticated, modern and innovative – these are just a few words one can use to describe Century City Conference Centre (CCCC). Now open for its third year, the award-winning venue continues to exceed expectations. The proof? All it takes is a glimpse at their ever-increasing sterling reviews.

TRATEGICALLY SITUATED IN the Century City precinct, CCCC is more than just a great sight to pore over. Leading business travel associations have rated CCCC the Best large Hotel Conference Venue in South Africa, and it’s not hard to see why. CCCC has brought a whole new meaning to flexible conferencing and events tailored to suit your brand, theme or decor requirements. The conference centre caters to large expos and association conferences, which bring industry leaders from around the globe to the venue, as well as more intimate gatherings - all while maintaining acute attention to detail. It takes an incredible team to achieve what they have in just a few short years, and the reviews continue to soar. The team’s highly personalised approach is a key factor in their success story, taking their already innovative offering to a whole new level. IACC’s recent research report, “Meeting Room of the Future,” surveyed meeting venue operators and suppliers and revealed that 66% of venue operators anticipate that, in the next 3 to 5 years, flexible meeting spaces will become the most important element in venue selection. This, coupled with an earlier survey of planners, found that 47% thought that flexible meeting

6 • MEETINGS l january/february 2018

space would be more important than in the past, slightly less than the 77% who felt access to interactive technology would be the most important element in venue selection. Meetings loves flexible meeting spaces, and over the last few years, CCCC has truly taken the theme up a notch. We heard directly from event planners and delegates, following their own individual experiences with CCCC, what really makes this the ideal venue for all your conferencing needs.

Kim raats

Kim Raats, event manager, Cipla

“With the relationship we have with the team at CCCC, it almost feels like they finish our sentences. They know us so well, through and through, and they make it so easy and comfortable for us to put forward our requests. That, in itself, makes a huge difference because we do tend to have some very strange requests at the best of times. The food at CCCC is amazing; we’ve never had an incident where a delegate or guest complained

about the food during an event – simply because the food is that fantastic. We’ve had themed evenings where CCCC has been able to tailor a food or drink item to match that theme – for example, a drink or a dessert is in a specific colour, which really adds to the function flair. Abbas and his team are always willing to cater, and he has brilliant ideas to assist us whenever we run out of food concepts. This is an amazing space. I mean, just the location itself is incredibly ideal and just close enough to the city.

maud faulman

Maud Faulman, assistant to VP and chairman of Chevron

“So we do all our staff events here. For these events, usually involving around 400 people in banquet style, we prefer to use this establishment, and also make use of the hotel facilities. I must also point out that

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cover story

“This is an amazing space. I mean, just the location itself is incredibly ideal and just close enough to the city.”

the general managers and staff at CCCC are probably the coolest in Cape Town. My favourite thing about them is that they are just the most amicable, relaxing and accommodating people I’ve ever dealt with. Often, you find that recognition goes only to the leaders of an organisation, but at CCCC, everyone involved is recognised and rewarded for their hard work. That’s the feeling I get from this venue. We’ve used the hotel a lot for informal gatherings too and the staff always try and accommodate and give guests the best fit for our needs. In my experience, if you come across any hurdles here I find that they are just a phone call away and always willing to help us with our needs.

Linda Benwell

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Linda Benwell, Managing Director of XL Millennium “We use the CCCC because we find that it is a world class centre, and the management team is exceptional. “I’ve been asked many times why do we keep using them and the main reason is that bricks and mortar we can find anywhere but the exceptional management team is remarkable. I can see that they’ve spent and enormous amount of time and effort on staff development and staff training and that makes a huge difference to us and our clients. “When you walk into the centre, the management is there, with the general mangers wwalking the floor, the place is in superb condition and it’s an absolute pleasure working with them, it makes our lives very easy and we feel a million dollars every time our clients say ‘what a great conference’”.

Sue McGuinness, business development manager, Europa Organisation Africa “The IFNE conference is the International Federation of Neuroendoscopy and has a delegate profile of particularly high-level individuals who attend events all over the world. These delegates have been particularly impressed by the standards of CCCC, and I’ve only heard absolutely wonderful comments from every single person.

Sue McGuinness

ccconferencecentre.co.za +27 (0)21 204 8000 events@ccconferencecentre.co.za

MEETINGS l january/february 2018 •

F OC U S O N

A full turnkey solution for your event – the best approach? Deciding whether to plan your MICE event in-house or hire an organisation to manage everything for you is a big decision, and will likely be influenced by many factors.

ompanies that wish to organise a meeting, incentive, conference or exhibition have a choice. They can either do it themselves in-house or hire a company that provides a full turnkey service and can manage the event, from planning to execution and postevent reporting, for them. There are pros and cons to both options, and the right choice is often dictated by the personality and needs of your event.

8 • MEETINGS l january/february 2018

Budgets, budgets, budgets

Probably one of the biggest factors that will influence this decision is the budget you have for an event. By keeping the planning in-house, it is often perceived a huge cost is saved on the organiser’s fee. This is not necessarily such a simple equation, however, and it could be more expensive to organise an event in-house. To employ staff year-round and pay their benefits could outweigh the arguably low costs that many professionals operate on. This is especially the case when you consider the time involvement of your top-level management, and when you add to this the fact that many professional organisers could have an edge in securing better sponsorship deals, better supplier rates and increasing ticket sales. Plus, they will stick to your budget, religiously.

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Professionally perfect

Another good reason to hire a professional company to provide a full turnkey solution for your event lies in the ‘professional’ part. Generally speaking, there is a greater likelihood that you are dealing with people who are not only qualified and experienced event planners, but are up to date with best practice standards in the industry through their association membership. For example, Certified Meeting Professionals (CMPs) ensure their knowledge and skills are current by obtaining annual continuing professional development credits. You can (and should) ask to see their qualifications and membership to professional bodies.

Your needs come first

However, there is no one-size-fit-all answer to this. You need to look at your event to evaluate how difficult it will be to organise, and what kind of outcomes or results you need. Is it growing or do you need to grow it? How capable are your staff at event planning? What is at stake? These are just a few examples of the types of questions you need to consider.

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Artificial intelligence is the next big thing you can expect to be hearing a lot about. While 2018 is a bit too soon to really see it make an impact in South Africa, it is coming. Discover some of its potential benefits in our article titled ‘Artificial intelligence in the events industry’ on theplanner.guru.

Getting it right

Whatever route you decide to go, it’s critical that you find the right candidate for the job. If you do decide to hire a turnkey service provider, make sure to: • get recommendations • get multiple quotes • meet them face-to-face • ask to see their accreditation and evidence of their track record • ask for client referrals • not base your final decision on the cost alone; find out what other expenses could creep in, and consider their potential performance and the event outcomes.

F OC U S O N

THE PROS AND CONS THE DMC (DESTINATION MANAGEMENT CONSULTANT)

THE PCO (PROFESSIONAL CONFERENCE ORGANISER)

Owner of Ripcord Promotions The pros A PCO who provides a turnkey solution usually has a wide range of experience covering events of all shapes and sizes, with suppliers that they work with regularly, and with whom they generally have long-standing relationships. Due to experience, they know what to look out for, and what needs to be done to ensure the success of the event and, therefore, can add value for the client. This gives the client peace of mind knowing that they have a group of professionals taking care of their event, who work well together as a team.

The cons I don’t believe there are any disadvantages, unless one is unfortunate enough to engage an operator who sells skills that they do not have – over-promising and under-delivering – which sadly does happen. This leaves the client with a bad experience that may deter them from ever engaging a PCO again. So, they lose out on what could, and should, be a positive outcome.

Who will benefit the most? Association conferences are particularly suited to this kind of service. While most will have an in-house event manager, the complexity of association conferences is such that one really needs a team of people to put it together, which the organisation may not have. The inhouse event manager will then most often be the conduit between the organising committee and the PCO, with the PCO taking care of all the logistical arrangements and acting as the project manager. While I believe a client can always benefit from a turnkey solution, I would make an exception for smaller corporate events. Most companies have in-house event managers who are more than capable of handling events for their staff. But if the events are large and complex, with lots of service providers and logistics, they may choose to work with a PCO, again because of their supplier base that they can rely on.

10 • MEETINGS l january/february 2018

THE EXHIBITION ORGANISER

Contributor 2

Contributor 1

Estelle Lötter, CMP

Contributor 3

Monique Bester

Sales manager at Tourvest Incentives Meetings and Events The pros Incentives (MICE travel) are still among the most valuable assets for a company to keep staff motivated. It all starts with an idea. However, the idea itself is worth nothing if the concept and organisation behind the event are not handled by a professional, experienced partner. We offer a one-stop shop to our clients – from the concept planning, running of the creative incentive teaser campaign, administration, logistics, visa assistance, flight management, hotel reservations, and the list goes on. It is about that one-stop-shop experience for a client, saving costs working with a reputable and market-leading partner and offering guests that once-in-a-lifetime experience.

The cons Having worked in both the inbound and outbound MICE market, I really don’t see any disadvantage for a client to work with a company that offers a full solution for MICE travel requirements. If not, the benefits outweigh any small disadvantage there might be.

Who will benefit the most? Our belief is that no event is too big or small for a client to enlist the services of a professional DMC or PCO for their MICE needs. However, clients who handle larger and more logistically laborious events are definitely more inclined to enlist the services of a MICE solutions professional. If a client is serious about providing their employees and executives a once-in-alifetime experience, they will understand the importance of enlisting the services of a company that provides full turnkey solutions and will execute a seamless event.

Emmanuel Patty

Operations director at Specialised Exhibitions The pros One of the biggest benefits is the ‘one-stopshop’ offering. Nothing kills the timeline of your project more than having to communicate with multiple companies. When one company handles your project from concept to completion, it’s easier to guarantee a higher-quality product. They have experienced staff resources across all levels and are able to service both larger and smaller events. Cost-effective pricing, a larger service offering and more creative ideas are also part of the benefits package.

The cons Disadvantages cited include the uncertainty of whether there will be hidden costs that will surface in the future. If new features are proposed, can you insist that these are changed and does this come at an extra cost? Does innovation get supressed when a turnkey solution is opted for, or maybe innovation and creative ideas also come at an extra cost? Some organisations may be wary that, having created and developed a new exhibition concept that services a particular sector, a full turnkey service provider could ‘take over’ the show in future or launch a competitive show. By partnering with a professional company where communication is open and transparent, where agreements are firmly in place, and where both parties are seeking a positive and mutually beneficial outcome, many of these perceived disadvantages could be put aside.

Who will benefit the most? In my opinion, turnkey solutions may work best for once-off events or events taking place on an infrequent basis. We see a trend in the market place that smaller businesses are venturing into this space due to difficult trading conditions. It would be better not to use a turnkey solution company if the client is unclear on their budget and their expectations. However, by opting to work with an experienced, professional and reputable company that fully understands and supports client requirements, it could still be the best option.

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F OC U S O N

Put your brand on it S

o, we know that flags outside the venue and banners at the entrance are event branding staples that work well; however, they are also cliché. If you want to be a little different and set your brand apart, why not try some of these ideas?

Brand your biggest asset – your staff Your staff are your brand ambassadors, so why not dress them in branded gear? This doesn’t mean simply sticking a logo on an item of clothing. Rather, think about the style of clothing, the colours and design elements, tagline or attitude you want to convey. And it doesn’t have to be expensive. A simple t-shirt with the right message can be powerful.

Have a wow-factor piece Every event needs at least one attention-grabbing feature that draws everyone to it (and gets them taking photos that will, hopefully, find their way on to social media). This could be as simple as an amazing view or as elaborate as an ice sculpture. Regardless of what you decide on, you want it to relate to your brand. This should be both in terms

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of what it says about your brand, as well as more literally incorporating your brand into it (such as your brand colours and/or logo).

Put your money where your mouth is… …and serve delicious edibles with your logo on them. Everyone is going to notice this one because everyone is going to eat something. Beverages can also be served in branded cups, and are a great way to make sure your logo and message get circulated throughout your event, without you having to lift a finger!

Use all the space available Your logo can be incorporated into almost any aspect of your event – from branded carpets to light projections on the wall (which can move to really get attention). While you’re using a venue’s space, you might as well really use it!

printed their guests’ names on mugs with each person’s preference on how they take their coffee or tea. This makes the gift so much more special. It also goes a long way to elevating your event’s image to one that is focused on its attendees.

Hashtags Chances are you will be using social media for your event. If you aren't, you should! So, the next step is to create an event hashtag that is short and easy to understand, and should be used for all of your event coverage. Remember, you want your attendees to use your hashtag to maximise your audience reach, so communicate it to them clearly. Be inspired and find a fun way to do this. For example, you could use moss graffiti to spell out the hashtag on a wall for a ‘green’ event, or have a photo booth with props that allows guests to upload photos directly to social media with the hashtag already included.

Personalised gifts

Don’t forget to brand beyond the event

Branded merchandise and swag bags always go down well. But instead of putting your logo on gifts, why not be a little different and personalise them with your attendees’ names? One company

This is a reminder to keep your brand alive before and after the event, whether through digital marketing, street posters, car branding or something else entirely.

MEETINGS l january/february 2018 •

F OC U S O N

What's hot

CATERING TRENDS

WHAT’S HOT

AND WHAT’S NOT!

Catering is an integral part of any event. Even if every other aspect of the event is a raving success, if the catering is terrible, it will probably be the only thing that the guests remember. Essentially, catering can make or break an event. Meetings looks at what’s hot and what’s really not for 2018!

CHEESE/GRAZING TABLE

Raving about rustic

Grazing tables that include rustic bread, yummy local cheeses, fruits and a variety of delicious meats are a definite yes for 2018. These allow guests to mingle at their leisure and select what they want to eat from a diverse selection.

The artisanal gin wave

We had to give gin its own special mention! Gin is the latest tipple to follow in craft beer’s footsteps; the world over, there’s a gin craze going on. To those really passionate about its craft, gin is basically a white wall to a graffiti artist – full of possibility. A plethora of small, boutique gin distilleries are cropping up all over the world, each innovating to push the flavour boundaries, so this is a great addition to any event. NB: Too much gin and things can get a little messy!

GIN & TONIC

12 • MEETINGS l january/february 2018

FUN AND FLIRTY COCKTAILS

Cocktail pairing flair!

In 2018, spice things up and instead of offering wine to complement your guest’s meal, caterers will be crafting cocktails that coordinate with the specific tastes and flavours of their food. Cocktails can reflect personal taste or the theme of the event, and are great to look at so long as they pair well with the food of the evening.

Say it with Tacos Tacos are a clever option because they can be a light, crispy snack garnished with salsa, guacamole, sour cream and cheese; or they can be something more substantial if you provide meat or vegetable fillings, rice, chilli beans, salads and garnishes. Versatile, easy to serve and easy on the eye! MEXICAN TACOS

What's not SMOOTHIE BOWL

Mind the mess

Smoothie bowls may be a sight to behold (super pretty), but they’re a disaster to eat and may not even be that good for you. Some smoothie bowls use a yogurt base, making them basically breakfast ice cream… ugh! ACTIVATED CHARCOAL FOOD

Why is your mouth black?

It might have been really funny to begin with but the activatedcharcoal-infused foods will not be missed in 2018. We won’t be sad to see this trend go. Let’s leave that black ring around the mouth in 2017!

ANY DESSERT THAT JUST LOOKS TOO SWEET

Sweet tooth after 2? No thanks Goodies drenched in sugar – i.e brownies and cookies – as a snack after lunch may not be the best of ideas. These high-GI foods might taste good, but the inevitable crash will leave your delegates zonked and cranky until dinner. Consider having your delegates snack on protein if you don’t want to host a post-break snooze fest.

UNHEALTHY CARBOHYDRATES

FOOD WASTE

Do not waste

Combating food waste, both of extraneous packaging and food itself, should be a given at conferences in 2018. Donating fresh leftovers to the needy is a great way to handle waste. You can also boost recycling by adding more bins and educating participants about what is recyclable and the joys of greening.

The carb revolt will be televised Miss Meet said it first: can we please stay away from carbs in 2018? A plea from conference-goers around the world to event planners – hold the carbs! It’s either that or having your delegates sink into carb-induced comas! Look at offering high- or low-fat, high-protein items this year.

MEETINGS l january/february 2018 •

B I G I N TERV I E W

ATKV Resorts ta on experiential Situated in some of the most beautiful parts of South Africa – surrounded by cultural gems, heritage sites and other exciting tourism attractions – ATKV Resorts boasts a diverse portfolio offering unparalleled hospitality.

ith seven attractive resorts scattered across South Africa, renowned ATKV Resorts offers a wide array of unique experiences for visitors and conference delegates, whether they seek action and adventure or peace and quiet. ATKV prides itself on the creation of spaces that offer tranquillity and, if needed, provide the perfect atmosphere for positive and creative business planning. Minister Kganyago, manager: Business Events Marketing, ATKV Resorts, discusses the company’s many conferencing and business tourism options with Meetings magazine. Minister says what truly makes ATKV Resorts unique is its authentic South African roots. This sets it worlds apart from other industry players and lies at the heart of the business, he believes. “ATKV Resorts was established in South Africa, and we pride ourselves on

14 • MEETINGS l january/february 2018

the genuine South African experience we extend to our guests. You can be sure, as a business tourist visiting any of the resorts, that you’re guaranteed a definitive South African experience, and this is a message we like to communicate to even international business tourists. ATKV Resorts assures a truly South African experience,” he explains.

Taking on 2018 With seven unrivalled successful resorts nationwide, all located amid exciting attractions and offering some of the most competitive rates, Minister is excited for the year ahead. The success of any conference lies partly in choosing the right venue for your crowd, and Minister is adamant that the premium ATKV resorts offer a wealth of options in respect of

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kes conferences infrastructure, facilities and personal service. “All our premium resorts offer conferencing facilities, but each is unique in its own way, with varying capabilities and capacities. For example, KleinKariba will do very well with international conferences with huge numbers, while Drakensville will do well with adventure and outdoor conferencing. Ultimately, all the resorts play their own specialised role, contributing to the diversity of the local MICE industry,” he continues. The year 2018 is set to be a big one for ATKV Resorts, as Minister details plans to augment the company’s offering – particularly for incentives and events. “We have heard the call from the industry saying ‘look, we love your resorts from a leisure perspective’ and agencies saying ‘we love your resorts for meetings’, but the product offering for the incentive traveller and those looking to host events hasn’t been what it should be. “So, it’s because of this that we are now looking at packaging some exciting industry-ready products for the market. I think the resorts have been doing themselves an injustice as far as events are concerned because, although we have hosted events before, we have never really formalised that offering. So, 2018 will definitely see the ATKV Resort group coming full circle, starting with Goudini Spa, which is essentially MICE ready,” says Minister.

Riding the tech upgrades wave In a bid to stay ahead of the pack, ATKV Resorts has also elected to undertake some major tech upgrades across all of its resorts to better cater for the business

“It’s not lost on us that we always need to keep up with tech developments, especially current trends in the MICE space.”

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tourist in need of exceptional connectivity and stateof-the-art equipment. This goes beyond the now basic provision of Wi-Fi, despite most of these resorts being situated in remote areas. “It’s not lost on us that we always need to keep up with tech developments, especially current trends in the MICE space, so we want to create an environment for our visitors that serves this need, and the upgrades we are looking into are sure to impress the market,” he asserts.

Say goodbye to dull conferences We all know how soul-destroying dull or boring conferences can be. To this, ATKV Resorts says: “Life’s too short to sit and watch paint dry”. The company has spent a lot of time rebranding the perception of conferencing and “resuscitating the meetings and conferencing space”, according to Minister. “Innovation and creativity are central to our ‘Say goodbye to dull conferencing’ concept; we’d rather shy away from doing monotonous conferencing.”

Minister Kganyago Minister joined ATKV Resorts in 2015 and describes himself as a passionate communicator who believes that words directly affect reactions and can induce positive responses.

Go green, or not at all ATKV Resorts is a huge advocate of greening the industry and has put in place a number of greening initiatives in all its resorts because even a little goes a long way. Minister is adamant that going green is a journey and never a destination. “Greening is a big initiative for the group, and it is a never-ending journey that requires effort and commitment. There are efforts that we have put in place to go green, such as recycling water. KleinKariba is a member of the Event Greening Forum (EGF) and that resort makes use of grey water, solar energy, and has adopted effective waste management solutions. But we have geared ourselves to do a lot more where greening is concerned in 2018. It’s important to us,” he states. Owing to the fact that most of ATKV’s resorts are well established and have been operating for years, the company has been able to secure strategic partnerships in surrounding areas to both uplift local businesses and further streamline the delegate experience. “We know how important these partnerships are in servicing the client, be it local sound and AV suppliers and service providers, or transport companies and we spend a lot of time building these partnerships,” adds Minister. This is achieved by increasingly stimulating the local labour market and bringing foreign revenue into the country. Minister says that as a key role player within the tourism industry, the company understands its responsibility to contribute effectively towards the betterment of the industry, locally and internationally. “In essence, the whole is greater than the sum of its parts – that’s our feeling at ATKV Resorts,” Minister concludes.

T: +27 11 919 9056 F: +27 11 919 0220 E: ministerk@atkv.org.za

www.atkvresorts.co.za

MEETINGS l january/february 2018 •

b EST B e s t PRACT p r a c t Ii CE ce

HOW TO SAVE WATER WHEN IN CAPE TOWN

The water saving

bandwagon The Mother City’s water supply is in dire straits. The city finds itself in phase one of the Critical Water Shortages Disaster Plan and level-five water restrictions are officially in place. With day zero looming, some businesses have taken matters into their own hands.

01 “It is important that we be cognisant of our resources – whether they are abundant or scarce – in a way that is sustainable to the economic development of the province.” – Jane Steel, sales manager, Scan Display Cape Town

ape Town has previously experienced lower levels of rainfall compared to the past two years, but the pressure the city is under to supply water is greater than ever before. Add to this the likelihood that climate change is impacting rainfall patterns, and increased water scarcity is most likely going to be the new normal in this region. Some businesses are leading the pack in adopting clever water saving initiatives in a bid to never see day zero.

Scan Display

“We are working to contribute towards a watersecure future by minimising our consumption of water from external sources.” – Heidi NewtonKing, sustainability director, Spier

One such business is national exhibition, events and retail display specialist Scan Display. The company has adopted various sustainable practices and technologies over the past few years. These include implementing waste recycling, procuring environmentally friendly cleaning products nationally, training staff on greening, renovating its Johannesburg and Cape Town production facilities to increase the use of natural lighting, and powering its Johannesburg office with solar panels. More recently, its Cape Town branch has implemented a rainwater harvesting system. “It is important that we be cognisant of our resources – whether they are abundant or scarce – in a way that is sustainable to the economic development of the province,” says Jane Steel, sales manager, Scan Display Cape Town. “In light of our many other greening initiatives, our commitment to responsible water use was a natural development for us.” Tashreeq Benjamin,

a quantity surveyor at Scan Display Cape Town, took on the task of finding an effective long-term water solution for the company. He explains, “We opted for rainwater harvesting instead of pumping water from a borehole for two reasons. First, we have a huge roof area, so we have a catchment advantage. Second, pumping requires energy to pull water from the ground, filter it, and then an additional booster pump is needed to send the water to its various outlets for usage. This means three pumps are needed in total. So, going for rainwater harvesting is both greener and more cost-effective than the alternative.” Two 5 000 ℓ tanks are now set up to collect run-off from a 780 m² section of the warehouse roof. After one tank is full, a switch is triggered to fill the second tank. The tanks connect to the building in such a way that the water is available by simply turning on a tap. The smallest possible pump is used to power the water flow throughout the building, to ensure minimal energy consumption. The longterm goal for the company is to become selfsufficient for all water requirements.

Spier Hotel and Conference Centre As the Western Cape strains to conserve its rapidly dwindling water supplies, Spier Wine Farm’s 10-year water conservation initiative is achieving large-scale savings. Setting out in 2007 to halve its municipal water consumption, the Stellenbosch farm and hospitality hub today recycles 100% of its wastewater through its own treatment plant. Spier has also installed 400 water saving

03 “We’re working hard to reduce our water consumption in the medium to long term, by implementing innovative, sustainable water saving techniques. But, we need to be robust to help make a significant impact on the province’s overall water supply.” – Leon Meyer, GM, The Westin Cape Town

16 • MEETINGS l january/february 2018

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Monitor water consumption

To save water, it helps to know how much water you are using and how you could use it more efficiently. devices on showers, basins and toilets in its 153room hotel, conference centre, restaurants and other public spaces. Spier monitors all its water consumption and measures water consumption per guest, constantly looking at ways to improve efficiency and consumption. Water consumption per guest in the conference centre has been reduced by 55% and by 15% in the hotel. “Water is an increasingly scarce resource,” says Heidi Newton-King, sustainability director, Spier. “We are working to contribute towards a watersecure future by minimising our consumption of water from external sources.” The water saving drive is part of a 10-year programme to reduce the amount of solid waste Spier sends to landfill, and conserve the natural resources on the 620 ha property where the farming of wine grapes, cattle, chicken and vegetables is based on the regeneration of soil fertility. Spier also received the Getaway Award

Fix all leaks

It's all over the news that Cape Town’s water use is much higher than it should be. Make sure to repair any leaks on your property. for Leadership in Water Conservation at the 2015 Nedbank Green Wine Awards, in recognition of its advanced treatment of wastewater.

The Westin The Westin Cape Town, based in the Cape Town International Convention Centre precinct, is 100% committed to the cause too, currently saving roughly one million litres (1 Mℓ) of water a month. Leon Meyer, GM, The Westin Cape Town, says his establishment has joined calls by key industry role players, including the City of Cape Town and the Federated Hospitality Association of South Africa Cape region, to save as much water as possible. And while the 1 Mℓ a month reduction is a step in the right direction, Meyer says there’s more work to be done.“We’re working hard to reduce our water consumption in the medium to long

Let it pile up

Wait for a full load before running washing machines and dishwashers. The rinse water from some washing machines can be reused for the next wash cycle. term, by implementing innovative, sustainable water saving techniques. But, we need to be robust to help make a significant impact on the province’s overall water supply,” he says. To date, he says The Westin Cape Town has removed all bath plugs from bathrooms to discourage guests from taking a bath, purchased and implemented water-free Ecolab hand sanitisers in public restrooms, and reduced water pressure and implemented aerators in public restrooms’ taps. Notices informing guests about the drought have been placed in all rooms, public restrooms, lifts, as well as in the hotel lobby. In addition, the swimming pool has been filled with 100% non-potable water. “Day zero is not an option. And it’s all hands on deck in our establishment to do our bit. Little by little, we can make a difference and prevent this crisis from extending further,” Meyer says. MEETINGS l january/february 2018 •

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MEETINGS l january/february 2018 •

B EST PRACT I CE

Make your events accessible With as much as 15% of the world’s population and 7.5% of South Africa’s population having disabilities, why wouldn’t you make your events fully accessible?

ynn McLeod remembers going to the movies in the 80s with her wheelchair-bound mother. “It was quite a performance,” she recalls. “The cinema could only be reached by stairs or escalator, so the cinema manager would stop the escalator and my dad would have to collapse my mum’s chair to get her on to it, restart the escalator and stop it again at the top. By that point, everyone had stopped to watch us.” A lot has changed since then to make environments both physically and socially more inviting for those who have disabilities – especially after 1994, when the new South African Constitution was created with a view to making society more inclusive regardless of race, gender or abilities.

TYPES OF DISABILITIES Broadly speaking, there are four types of disabilities. People can have just one or a combination of these:

18 • MEETINGS l january/february 2018

• Hearing disabilities: Hearing disabilities

cross a spectrum from those who are hard of hearing to complete hearing loss (deafness). It’s important to understand that not all deaf people use sign language. Hard of hearing people may be able to use assistive devices such as hearing aids, and some may be skilled lip readers. • Visual disabilities: As with hearing disabilities, visual disabilities can range from partial loss of vision to complete loss of vision (blindness). Again, not all blind people can read braille, so don’t assume this. Some blind people may be accompanied by a guide dog or use a cane. Those with partial vision may still be able to read written communication if it is well formatted and presented. • Motor disabilities: This includes those people who use wheelchairs or who have impaired mobility. To make it easier for them, ensure your event layout has wide aisles, smooth flooring, and ramps and lifts as alternatives to stairways. • Cognitive disabilities: Some disabilities affect people’s mental and social faculties. This can be more extreme, such as brain injury, dementia or autism, to milder conditions such as attention deficit hyperactivity disorder or dyslexia.

Also, don’t forget that people can have a permanent or temporary disability. For example, if someone has broken their leg and is on crutches, they have a temporary disability that needs to be accommodated. Because of the variety of disabilities, it is best to find out from your attendees early on in the registration process what disabilities and special requests they might have, so that you can assist them effectively.

MAKE IT UNIVERSAL Architect Ronald Mace came up with the term ‘universal access’ in the 60s, which essentially means that instead of designing something for able-bodied people only, you design it for them and people with disabilities. This makes products, services or environments more inclusive – and often much easier to use, for everyone. For example, ramps don’t only help people in wheelchairs but they also make life easier for moms with prams and elderly people with walking sticks. Universal design should be the ideal standard that venues and events aim for, as it allows more people to attend your events and to have a better experience.

TOP TIPS FOR AN ACCESSIBLE EVENT There are a number of things to keep in mind when planning an accessible event, including: • Venue checks are critical: As an event planner, you should never assume a building can be used by people with disabilities, even if there

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ACCESSIBLE VENUES The South African National Building Regulations and Buildings Act (No. 49 of 1995) outlines a way for public buildings to be universally accessible to those with disabilities. It stipulates the inclusion of the following and their design requirements: •D isabled parking •R amps and hand rails •D oors and door handles •D isabled toilet facilities • L ifts •U nobstructed pathways

•S ignage to indicate facilities •W heelchair access and space in auditoriums and halls. This Act has made it far easier for people with disabilities to access public spaces. However, it’s important to keep in mind that some public buildings are exempt from these requirements. For example, hotels with fewer than 25 rooms do not need to have rooms that offer wheelchair access. Additionally, although the legislation exists, not all buildings comply with it.

are some features that can be. Deirdré Gower is the co-founder of the Warrior on Wheels Foundation (warrioronwheels.co.za), a non-profit that aims to uplift and empower disabled children by providing special adventures tailored for them. She says, “We’ve gone to venues where there are ramps and elevators leading into the building, but the bathrooms are situated beyond tight corridors and narrow doorways, and wheelchairs couldn’t fit into the bathrooms.” Bette McNaughton, from Ingada Events, has organised a total of 10 disability expos in Johannesburg and Cape Town. She adds, “Most venues don’t always have enough disabled toilets – at least not for the events I’ve organised, which had a large number of people with disabilities attending them. Additionally, some venues have ramps for wheelchairs that are too short and not safe.” Always conduct a thorough site visit to make sure a venue is easy to use for people with disabilities before you sign a contract. It will save you a great deal of stress to have this right from the start. • Plan early: Make sure you include accessibility in the early stages of your planning and on your event checklist. It will be far harder to incorporate it effectively into your event if you treat it as an add-on. • Don’t limit yourself: Do not think that accommodating people with disabilities will limit what you can do at your event. Deirdré points out, “Warrior On Wheels gets children with disabilities doing all sorts

of adventures such as zip lining, river rafting, horseriding, helicopter rides, boat cruises, visits to aquariums, motorbike sidecar tours, etc. So there really are a variety of activities that one wouldn’t ordinarily think possible for people with disabilities that are an option if you find service providers willing to work with you and make it happen.” • Train your staff: Probably the most important thing you can do is train your staff. Deirdré points out that helpful staff make up for most shortcomings; “If an establishment isn’t 100% accessible but the staff go out of their way to give the best possible experience to disabled and able-bodied visitors alike, this makes for a good experience.” Teach your staff to be respectful and not to assume it is okay to touch a person with disabilities in order to assist them – always ask first. Deirdré adds, “Often, the person in the wheelchair is ignored completely, and staff only speak to the carer or assistant pushing the chair.” Make sure your staff don’t make this mistake. • Get feedback: Ask your event attendees for feedback – and specifically check what those who have disabilities (whether temporary or permanent) think could have been done better, so you can keep improving your event.

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fast FACTS 1 GET YOUR GUIDELINES For a three-part series with specific suggestions on how to make your event accessible for wheelchair users, and those with visual or hearing impairments, please visit theplanner.guru and search for ‘Is everyone invited?’

2 DON’T MISS OUT The South African tourism industry is starting to realise what a huge market people with disabilities present, and the events industry needs to recognise this too. Especially when you consider this: approximately 15% of the world’s population has a disability (one billion people). In South Africa, the 2011 census showed that 7.5% of the population has a disability. American adults with disabilities spend US$13.6 billion on travel annually. These numbers do not account for temporary disabilities.

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MEETINGS l january/february 2018 •

# best practice

TIPS for effective CSi

#1 Choose carefully The hardest part of a CSI project is choosing what kind of project you would like to invest in – and then finding the ideal beneficiary to work with. You need to choose a project that speaks to your company’s values and vision. For example, if your company ethos is focused on innovation, you will possibly be interested in a project that uses new technologies to good effect. It is also useful to stick to a project that relates to your industry, as you will have knowledge, contacts and other useful resources that you can draw on. For example, if you are a catering company, you might want to get involved with a feeding programme. And if you are a stand builder, you might want to build desks for a school. If your conference targets corporate business people, maybe you could consider investing in an entrepreneurial project for youth who show promise. It’s also a good idea to partner with a company that has a proven track record in facilitating CSI projects, as they will be able to offer you best practice guidelines. If you are a small company and don’t have a budget for this, consider partnering with a professional NGO that is capable of using your resources wisely and experienced in managing partnerships like this.

Sustainability is clearly important, so here are some smart tips on ways to maximise the benefits of your corporate social investment (CSI) projects.

#2 Go local

#4 Don’t assume

As a company in the events industry, you are probably aware that events can be both beneficial and disruptive to the communities that host them. So, why not use your CSI project as an opportunity to reach out and help those who might have been affected by your event in some way? This also has a very simple practical benefit in that it allows you to visit them often and build a lasting relationship. You will also be able to see how your efforts have impacted them over the long term – and can learn from this.

A mistake many companies make is to assume they know what is best for a charity or organisation, or to assume they will want to receive their event leftovers. This is, generally, a bit misguided and presumptuous. A far better approach is to set up a meeting and get to know the people you want to help, and what their most pressing requirements and needs are. This doesn’t mean you must give them everything they want on a silver platter. But it will help you identify any opportunities where you can have the biggest impact for them – which is really the point of all this.

#3 Get hands-on While a donation of money or goods can be fantastic, it can feel rather transactional if it’s not experienced in a personal way. If possible, invite your event attendees, client, sponsors and/or staff to visit the recipients to hand over the donation in person, or provide a service like planting trees or painting walls. You can make an event of it. Meeting the recipients who will benefit from an initiative makes it a far more meaningful experience – for them and you! If you can’t get people to a place, you can still organise videos and photos to share with them instead. This also builds trust that you are doing the good things you have promised to do.

#5 Make it long term Once you’ve found a CSI project that you enjoy working with, commit and provide ongoing assistance every year. In this way, you can deepen your relationship and build on all of your efforts – enabling you to have the greatest positive impact in the long term.

And something to bear in mind…

Remember, CSI projects require a lot of time, energy and dedication to succeed, and can be rife with challenges. The good news is that whatever you put in will likely match what you get out of it. Good luck!

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20 • MEETINGS l january/february 2018 www.theplanner.guru

Invented by

AFRICA BROUGHT TO YOU BY MEETINGS AFRICA

www.meetingsafrica.co.za

What to expect

TRade Shows The innovators of the digital era In our highly connected world, where more and more business is being conducted remotely and through digital channels, is there still a place for the humble brick-andmortar trade show? I would argue a very emphatic yes. By Amanda Kotze-Nhlapo

ow, more than ever, people crave the human touch when sampling products and services – and nowhere more so than in the highly sensory world of travel and business events. There’s a huge difference between being promised something and actually having a personal, palpable, real-world interaction with it. An exhibition is not about impersonal, abstract concepts but is an emotive, tangible experience with real people. In our sector, people often want to build human connections with businesses. And this is where the exhibition has stood the test of time – and technology. It’s where buyers can speak to and meet with flesh-andblood exhibitors and, if their interest is pricked, deals can be clinched and leads generated. It’s a highly targeted and interactive business-to-business (B2B) experience that engages the senses.

Relevance in the digital age

But is there still a place for trade shows such as these in the modern, digital era – are they still relevant and effective, or are they going the way of the dinosaurs? Across the world, people are designing their own bespoke holidays, based

on word of mouth and what they can unearth online. They can closely refine their internet searches, read traveller reviews and then book directly with the establishments and airlines. And when it comes to packaged holidays, travel buyers could theoretically liaise directly with potential products without the need for a physical platform such as a trade show. The same could be said for business events – why not just book your meetings in cyberspace? Add to the mix the success of short-term accommodation disruptors such as Airbnb and private taxi services such as Uber, and it’s fair to wonder whether technology won’t render certain traditional models of doing business obsolete. The virtual marketplace can throw up some great hidden treasures and bargains. But it can also be pretty overcrowded and bewildering to navigate, and often it’s a case of taking an educated gamble. There are some horror stories, with broken promises leading to broken hearts and ruined holidays. ‘Seeing is believing’ has never been truer! Similarly, business events buyers also want to meet and engage with the potential partners who will help them to stage a conference, incentive or exhibition in a particular destination. These buyers also value this one-on-one personal interaction as being critical to their decisionmaking process.

Embracing tech

So, what’s the middle road? The good news is that technology and trade shows aren’t mutually exclusive, but are actually complementary partners. And the exhibitions realm, far from being a relic of the past, is arguably stronger than ever. In fact, according to the Global Association of the Exhibition Industry (UFI), which held its 84th annual congress in South Africa last year, the

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A huge contributor Research commissioned by the Association of African Exhibition Organisers and supported by the South Africa National Convention Bureau shows that the economic impact of the South African exhibitions industry is immense, with an estimated total income of R75 billion (a sizeable chunk of the R115 billion generated by the local business events industry overall) in the space of a year, creating 153 000 jobs.

exhibitions industry is experiencing rapid growth and this trend is expected to continue, particularly in Africa, as the continent gains traction as a go-to business events and leisure destination. Part of their success is no doubt because exhibitions are evolving with the times to remain a powerful and effective tool in the modern marketing arsenal. At South African Tourism’s trade shows, for example, we are harnessing the power of technology to connect like-minded people in the travel business through an online ‘matchmaking’ or diary system. It taps into the virtual world to set up realworld meetings. Exhibitors, buyers and journalists are able to use this diary tool to search for close matches aligned to their requirements, and then set up one-on-one meetings. This matchmaking yields an excellent chance of eventually leading to a ‘date’ – in other words, a mutually beneficial deal, sale or outcome.

Growing buy-in

At Africa’s Travel Indaba 2017, 16 500 confirmed meetings took place – more than 2 000 up on the previous year’s figure. Each person who participated in the online diary system set up an average of 9.5 meetings over the three public show days – generating true bang for their trade show buck. Similarly, Meetings Africa 2017 saw some 5 600 meetings pre-scheduled via the online diary system – a 12% increase from 2016 – connecting some 300 exhibitors from 18 African countries with almost 250 carefully vetted international and regional buyers. Their estimated collective buying power is a cool R2.3 billion. Exhibitors provided positive feedback on their return on investment, with many securing conferences and meetings for the next few years in addition to the exposure to, and networking with, industry players. They say that by taking part in this trade show, they gained much-needed visibility and credibility for their businesses too. Exhibitors use trade shows to demonstrate new innovations and technological advances to buyers, who can experience and test them on-site. Furthermore, the educational programmes linked

MeetingsAfrica18

This proves that trade shows contribute greatly to the economy, not just in terms of their immediate impact – such as exhibitors and buyers booking into hotels, eating at restaurants and the associated services used – but also through the B2B transactions conducted on the floor.

South African Tourism owns and manages two trade shows every year: Meetings Africa and Africa’s Travel Indaba. Since its inception 13 years ago, Meetings Africa has grown exponentially in stature and influence to be regarded as Africa’s premier business events trade show. Africa’s Travel Indaba is an entrenched global event that has showcased myriad African leisure travel experiences for some 37 years and routinely attracts in excess of 7 000 buyers, exhibitors and visitors.

to trade shows also showcase cutting-edge technology to enrich the knowledge base of the respective industries. This shows how exhibitions such as Meetings Africa and Africa’s Travel Indaba continue to evolve and shine as relevant events where conversations take place, productive meetings are held, products are sampled, fascinating discussions unfold and the travel world converges to get excited about all things African.

Tight competition

Make no mistake: the international exhibitions space is a highly competitive one. Buyers are spoiled for choice, with multiple tourism and business events trade shows across the globe vying for their attention. For this reason, it is a feather in South African Tourism’s cap that it is able to attract the world’s top buyers to its trade shows, demonstrating that our country offers a strong and distinctive value proposition. This robust competition makes it even more vital that all of us in the business of tourism industry need to use all the physical and digital tools at our disposal to nurture and build a culture of travel. It’s clear that people want to build human connections with businesses, and that’s what South African Tourism’s annual trade shows are all about: tourism’s human touch.

meetings africa The 13th instalment of Meetings Africa, Africa’s premier business events trade show, takes place at the Sandton Convention Centre on 27 and 28 February 2018, preceded by a Business Opportunity Networking Day (BONDay) for exhibitors on 26 February 2018. Visit www.meetingsafrica.co.za for more info.

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What to expect

shared economics

Meetings Africa 2018

Now in its 12th year, Meetings Africa 2018 is focused on continuing to build on the strategic positioning of ‘Advancing Africa Together’ to further drive value to both buyers and exhibitors. The Meetings Africa 2018 ‘Shared Economies’ theme is a tool to boost and stimulate collaborative African growth.

Shared economics

n recent years, the global meetings industry has begun to recognise Africa as a sought-after destination. Meetings Africa (MA) showcases Africa’s diverse offering of services and products where African associations and African meetings industry professionals can partner to help transform our continent.

Business Opportunity Network Day On 26 February, here speakers will be imparting knowledge on an array of topics affecting the business events industry. They will equip delegates with various insights that will contribute to the growth of their business

Why exhibit?

Opening Ceremony, 27 February Minister of Tourism, Tokozile Xasa, joined by industry experts will officially open Meetings Africa 2018 . This will be followed by her walkabout where she will be interacting with exhibitors on the trade show floor

This phenomenal event provides the perfect business platform to present your products, services and brands to senior decisionmakers, buyers (local and international), and corporate executives who book business travel. Meet local and international professionals from the business travel industry. MA offers the opportunity for collaboration, education and partnership with business events professionals across the continent that aids your business growth. If you target meeting and event planners, business travel agencies, international or regional association executives and association management companies, or local, regional or international corporate executives who book business travel and team-building events, then MA provides the ideal platform for you.

What you’ll get out of Meetings Africa 2018

• Meet 400 highly qualified hosted buyers • Face-to-face meetings with key decision-makers • Targeted business matchmaking (online diary system) • Network with industry colleagues across multiple sectors • Launch new product and service offerings • Update the industry on your existing products • Participate in networking events and educational sessions

Sustainability

Exhibitors at Meetings Africa 2018 will be entered into the Green Stand Awards to give recognition to the exhibitors who go that extra green mile.

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Business Talks, 27-28 February Here, the impact of the business events industry beyond tourism will be discussed in great detail by various international, regional and local experts. Sustainability Village, 26-28 February Meetings Africa will once again host 10 selected SMME’s to be vendors at the Meetings Africa Sustainability Village This is to showcase proudly South African products and provide a platform to market small businesses and afford them the opportunity to engage with buyers and exhibitors. SMMEs: With economic growth being a firm focus of the tourism sector, SMMEs from across various provinces will be showcasing their wares at the Development Zone.

sustainable growth Shared economies will be promoted and positioned as a tool for collaborative and sustainable growth on the continent by illustrating how Africa’s tourism entrepreneurs can leverage off each other’s resources to achieve meaningful economies of scale.

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fun facts The theme for Meetings Africa 2018, ‘Shared Economies’, reflects a pivotal aspect of the industry, with the show focusing on cementing partnerships that will position Africa globally as an ideal MICE destination.

bonday

roven to be a key, unmissable event for anyone who wants to grow their business, BONDay (Business Opportunities Networking Day) is a prime business networking platform for both local and international businesses. It offers great opportunities to connect with

like-minded individuals. Furthermore, you will be exposed to high-profile speakers and receive first-hand advice on how to ensure growth in your business. This is crucial for people who want to secure potential buyers and reap the rewards of success.

African representation for 2017:

18 countries (excluding SA) represented at the show

Hosted buyers numbers 178 international hosted buyers 65 African associations 138 local corporate buyers

Botswana

Reunion Island

Ethiopia

Rwanda

Kenya

Seychelles

Lesotho

South Africa

Malawi

Swaziland

Mauritius

Tanzania

Madagascar

Uganda

Mozambique

Zambia

Namibia

Zimbabwe

ROI of the hosted buyers 2017 Economic impact of the businesses buyers Represent: R1.75 billion Delegate numbers: 68 671

greening tips

The Meetings Africa team aims to showcase Africa as a premier business events destination that cares about its people and the natural environment.

To offset your carbon footprint, consider purchasing a tree for only R130 (excl. VAT). After the event, the trees will be planted in a local community in partnership with Food & Trees for Africa (FTFA) as part of the Meetings Africa 2018 CSI initiative.

Encourage your staff to use the recycling bins at the show.

Reduce your use of energy by choosing energy-efficient technology for your stand, such as LED lighting or energyefficient plasma screens. REMEMBER to switch off your stand plugs at night.

Don’t forget to enter the Green Stand Awards if you think your stand is a good example of an ecofriendly display. Find out how to enter in the exhibitor manual.

Encourage your staff to car pool to reduce their carbon footprint. And if you are from out of town, why not make use of the Gautrain and shuttle services when getting around? This will also go a long way in reducing your carbon footprint.

Encourage your staff to drink the filtered tap water that is freely available on the exhibition floor, rather than bottled water.

Through hosting the event in a responsible manner, it reflects the importance of local economic development, and keeping abreast of international trends.

MeetingsAfrica18

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PROGRAMME 29 January 2018 Time 09:00 – 12:00

13:00 – 17:00

Event

Venue

Johannesburg Exhibitor Briefing Information sharing session for Meetings Africa 2018 BONDay and Exhibition- Greening Your Event Workshop

Sandton Convention Centre

Event Greening Forum

Sandton Convention Centre

Attendees Open for registration to all exhibitors. RSVP Meetings Africa Exhibitor Briefing Yoshni Singh – Project@meetingsafrica.co.za Event Greening Forum Lynn McLeod – lynn@eventgreening.co.za

30 January 2018 Time

Event

Venue

Attendees

09:00 – 12:00

Cape Town Exhibitor Briefing Information sharing session for Meetings Africa 2018 BONDay and Exhibition- Greening Your Event Workshop

Spier Wine Estate

Meetings Africa Exhibitor Briefing Yoshni Singh – Project@meetingsafrica.co.za

Event Greening Forum 13:00 – 17:00

Event Greening Forum

Spier Wine Estate

Event Greening Forum Lynn McLeod – lynn@eventgreening.co.za

31 January 2018 Time

Event

Venue

Attendees

Exhibitor Briefing 09:00 – 12:00

Durban Exhibitor Briefing Information sharing session for Meetings Africa 2018 BONDay and Exhibition- Greening Your Event Workshop

Durban International Convention Centre

Meetings Africa Exhibitor Briefing Yoshni Singh – Project@meetingsafrica.co.za

13:00 – 17:00

Event Greening Forum

Durban International Convention Centre

Event Greening Forum Lynn McLeod – lynn@eventgreening.co.za

2 February 2018 Time 10:00 – 18:00

Event Meetings Africa Golf Day Meetings Africa 2018 Networking Opportunity

Venue Houghton Golf Club

Attendees Open for registration to all exhibitors. RSVP Yoshni Singh – Project@meetingsafrica.co.za

25 February 2018 Time

Event

Venue

Attendees

19:00 – Late

Meetings Africa Stakeholders Dinner

SCC – Exhibition Hall 2

By invitation only

10:00 – 12:00

AFSAE Board Meeting

SCC

By invitation only

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www.twitter.com/SA_NCB

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26 February 2018 Time

Event

Venue

Attendees

08:30 – 16:00

Association Day – BONDay In Conjunction with the ICCA Africa Chapter

SCC – Boardroom 1/2/3 (Level 2)

By invitation only

09:00 – 17:00

IMEX-MPI-MCI Future Leaders Forum Top tourism students representing tertiary institutions from the Tourism Educators South Africa competing for the International University challenge at Meetings Africa 2018.

SCC – Boardroom 6/7 (Level 2)

By invitation only

08:30 – 09:30

Event Greening Forum Annual General Meeting

SCC – Exhibition Hall 2 (Level -2)

Open for registration to EGF members. RSVP Lynn McLeod – lynn@eventgreening.co.za

10:00 – 15:00

Exhibitor Educational Talks Exhibitor Educational in conjunction with SAACI

SCC – Exhibition Hall 2 (Level -2)

Open for registration to all exhibitors. RSVP Yoshni Singh – project@meetingsafrica.co.za

09:00 – 12:00

Business Events Researchers Network

SCC – TBC

Open for registration to all exhibitors. RSVP Gugu Mchunu – gugum@southafrica.net

17:00 – 20:00

ICCA Africa Chapter Meeting

SCC – Committee Room 4 (Level 4)

ICCA members/by invitation only RSVP Esmare Steinhofel – Esmare.S@iccaworld.org

17:00 – 20:00

ICCA/AfSAE Cocktail Function Networking Event

SCC – Exhibition Hall 2 (level -2)

ICCA members only RSVP Esmare Steinhofel – Esmare.S@iccaworld.org

27 February 2018 Time

Event

Venue

Attendees

09:30 – 10:00

Opening Ceremony Official opening ceremony of Meetings Africa 2018

SCC – Exhibition Hall 1 Restaurant Area (Level 0)

Open to all attendees

10:00 – 17:00

Meetings Africa Exhibition Pre-scheduled appointments between hosted buyers and exhibitors and interaction with visitors

SCC – Exhibition Hall 1 (Level 0)

Pre-registration and on-site registration for participants

10:30 – 12:00

Minister’s Walk-About The Minister of Tourism does her official walk-about of the Meetings Africa exhibition floor

SCC – Exhibition Hall 1 (Level 0)

N/A

14:00 – 15:00

Business Talk 1 A panel discussion on key business events matters on the African continent Meetings Africa Official Welcome Function Meetings Africa cocktail function Green Stand Awards

SCC – Café Nala (Level -1)

Open to all attendees

SCC – Exhibition Hall 2 (Level -2)

Open to all attendees

17:00 – 20:30

28 February 2018 Time

Event

Venue

Attendees

08:30 – 10:00

Women in MICE Breakfast

SCC – The Bill Gallagher Room (Level 2)

By invitation only

09:00 – 16:00

Meetings Africa Exhibition Pre-scheduled appointments between hosted buyers and exhibitors and interaction with visitors Business Talk 2 A panel discussion on key business events matters on the African continent

SCC – Exhibition Hall 1 (Level 0)

Pre-registration and on-site registration for participants

SCC – Café Nala (Level -1)

Open to all attendees

11:00 – 12:00

MeetingsAfrica18

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26 FEBRUARY 2018: BONDAY

27-28 FEBRUARY 2018:

EXHIBITION SANDTON CONVENTION CENTRE JOHANNESBURG, SOUTH AFRICA

www.meetingsafrica.co.za

B EST PRACT I CE

Firefighter? Magician? Therapist?

No, event planner! Credit: The Marketing Mag

All event planners have a few stories to tell when it comes to client expectations versus reality, writes Karmen Vladar.

Client brIEf

CLIENT BUDGET

e all know how stressful planning events can be. CareerCast recently ranked event planning as the fifth most stressful job in the world. When comparing your brief to the client budget, the picture above, might come to mind.

How can technology help? In the fast-paced world of event planning, where you are not really always office-based, there are a few apps/technologies that might make it easier to keep track of all of your information and notes, and reduce stress. Here are some suggestions: Evernote: This is a piece of software (with an app) that allows you to capture, organise and share notes. All content easily maintains its original formatting, so it is easy to cut and paste online receipts, invoices, or whatever

you want. Notes can be synced across multiple devices (which comes in handy when you are on the road or running around at an event). It also comes with a Business option (at a charge per person), if you want to use it for your team. The possibilities are endless for productivity uses. Trello: Need a basic project management tool that is free? Try Trello! With Trello, ‘boards’ or ‘cards’ can be created per event that can help you collaborate with team members, suppliers or clients from the start to the completion of the event. Create to-do lists with deadlines and checklists, and add attachments and comments where required (e.g. floorplans or event concept design). Bonus: it can incorporate Evernote and Google Drive – to mention a few. Hootsuite: This is a social media management tool that allows you to curate and schedule

When the focus is all on you, it simply

has to work!

Trusted event apps that transform Conferences and Events

+27 87 806 4284

info-za@lumiglobal.com

content, measure your social ROI, and run social media ads. You can schedule bulk posts and also keep track of multiple accounts and keywords – all in one place. It comes with an app and a free plan is available for small businesses. Zello: Most people will be familiar with Zello as a ‘crime-fighting’ tool. Traditionally, community policing forums use Zello to report crime in communities. Users would register or sign up to a certain channel based on where they live. But, in its most basic form, Zello can be used as a ‘walkietalkie’ system between you and team members. Use it at events to communicate among each other about logistical arrangements or to solve any issues that arise in the moment. What apps do you use to make your life easier?

SOUND BITE

A passion for dining

David Williams, executive chef at the Radisson Blu Gautrain hotel, has 20 years of experience in the hospitality and food industries, having created culinary offerings for organisations as varied as the South African Air Force and steak restaurants in London. How has the food and beverage industry changed over the past five years?

the toughest cut of meat into the juiciest, most tender and flavoursome you could ever imagine.

There is greater availability of ingredients, customers are more knowledgeable about food due to the information age we live in and their expectations are higher than before.

What is your number one catering tip?

What are some of the current trends in the food and beverage industry? Banting, eating healthy organic food, gluten-free and dairy-free meals are on the increase.

Do not overcomplicate and keep the flavours natural.

What is your favourite ingredient or gadget you cannot cook without? My food blender and Maldon sea salt.

What would you identify as the primary mistake people make when catering for conferencing? Overcomplicating the menu and assuming that individuals want heavy meals, which ultimately affects concentration during long conferences.

How can one present ‘plain’ food in a way that appeals to delegates? The art of delivering ‘plain’ food and making it look amazing would be to use fresh herbs still in the pot and other interesting presentation vases and wooden boards, etc. to create an art deco effect.

What is your favourite dish to make? I don’t have a favourite dish, but rather a favourite cooking method, which is oven braising and casseroles. Anything is possible, from rendering

22 • MEETINGS l january/february 2018

Who in the food world do you most admire? Marco Pierre White.

What are your favourite foods to cook with? Fresh herbs picked from the garden, butter and gorgeous organic leafy greens.

What do you think is the most challenging ingredient to work with? All types of offal, as you really need to concentrate and perfect the preparation and cooking technique to deliver a magnificent dish.

What’s your ‘death row’ meal, as Anthony Bourdain puts it? Perfectly cooked rib eye (entrecote), field mushroom sauce and lightly herbed-dressed garden green slaw.

What dish are you asked to make most often? Mostly seafood dishes; nothing is more pleasurable and enjoyable than a perfectly grilled Cape salmon with an amazing green salad accompanied with a rich lemon butter sauce.

What is your favourite food memory? The first decorative cake I made at the age of 10 for my brother’s birthday party.

What is the proudest moment in your career as a chef? There have been many, but the proudest was a massive live cooking station banquet at the Palazzo for the unveiling of the FIFA World Cup trophy for the first time on South African soil.

david williams

David holds a City and Guilds Professional Cookery Certificate, but has learnt most of his skills on the job as he has progressed through various leading restaurants and hotels both in South Africa and abroad.

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20 questions

Nothing will work unless you do Carmen Wagener, infrastructure manager at Scan Display, says having first been an event organiser and now a supplier to the exhibition and events industry has given her some invaluable insight into the art of service delivery. About carmen

With over 20 years’ experience under her belt, Carmen joined Scan Display in 2017. She says having worked with myriad exhibition and event organisers has given her the opportunity to hone her operational skills and adapt to the different event requirements. She attributes her passion for working for a company that places great emphasis on product innovation and strong relationships to the time spent working on different projects that each present their own challenges and opportunities.

What is your view on the exhibitions industry at the moment? The face of the industry is changing, where new players are stepping on to the batting field. It is imperative that we pass on the skills and lessons learnt to the next generation.

What has been the biggest change/development you’ve seen in the industry lately? Most definitely the growing market into Africa and the opportunities the continent offers suppliers and organisers alike.

Speaking of food, what’s the strangest thing you’ve ever eaten? Snake wine in Vietnam

What quote best describes you? “Nothing will work unless

and sweet breads in Argentina – both a no-go.

you do.” – Maya Angelou

What is your top exhibitions tip? As I just quoted Maya: nothing

promoting sustainability in the exhibition and events industries remains as strong as ever.

What has been a particular career highlight? Being in the very fortunate position to have seen both sides of the coin – first as an organiser and now as a supplier to the exhibition and events industry.

What has been your most memorable event?

A highlight of my career was the opportunity to work on Mediatech Africa on quite a few occasions. What do you enjoy most about It’s a dynamic show and has working at Scan Display? Living, remained at the top of its game breathing and seeing in action the through innovation. company’s philosophy of being ‘value creators’. I just love being part of this Why should one consider using Scan Display’s dynamic and innovative team. services? Scan Display is What makes Scan Display committed to delivering unique from other stand excellent value and satisfying our builders? Our commitment to client’s needs through honesty,

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transparency, creativity, reliability and professionalism.

will work unless you do. Once you have decided on an exhibition, actively partner with the event organiser and their appointed suppliers. Ask questions, bounce off ideas and, most importantly, do a full mock-up prior to the actual show.

What’s your guilty pleasure? Allesverloren port and a strong cheese.

Tell us something about yourself that many don’t know. I’m absolutely besotted with rabbits. For now, I collect ceramic figurines but I dream of breeding giant Flemish rabbits one day.

What’s your superpower? Being ever-so-slightly obsessive compulsive.

If you could speak any language, what would it be? Italian – to pay homage to my family roots.

Who would be your ultimate dinner guest? It would most definitely be Bruce Springsteen. If I can sneak in a second guest, actor Tom Hardy – just to hear him speak.

What is your favourite holiday spot and why? Always somewhere I haven’t been before. My favourite so far is Vietnam – it’s magical!

What is your karaoke song of choice? ‘If I should fall behind’ by Bruce Springsteen – it speaks to my soul.

What’s the strangest request you have had from a client? A couple of years ago, I was asked by a decorator exhibiting at Decorex Durban to please have the venue catwalk moved or completely removed, as she did not like the space it was creating above her stand. It was hard to keep a straight face.

What’s your most prized possession? Not so much a possession but an obsession – my son Roald. I simply love seeing him grow and knowing that he is living the best life he can.

What’s your ‘death row’ meal? It would definitely include a lemon flavour or two – whether it’s Greek lamb drizzled with fresh lemon juice or a cold glass of lemonade… perhaps even a slice of lemon meringue pie.

MEETINGS l january/february 2018 •

Organising a conference can be stressful, but getting everyone there shouldn’t be.

Avis’ M.I.C.E Division (Meetings; Incentives; Conferences and Events), offers you the complete transport solution for all your business needs. From group transportation to personal sedan transfers, getting everyone to an event on time has never been easier.

Avis. We Try Harder. Visit avis.co.za, call 011 387 8554 or email events@avis.co.za

24 • MEETINGS l january/february 2018

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Speaker’s corner

Crafted to inspire

Unique Speaker Bureau’s ‘Building Better Conferences’ motto is about disruption, innovation and creating an exceptional experience for delegates, which is why it has realigned its strategy to the key trends emerging for 2018.

ime is money and companies are critically evaluating the value of events – it is no longer business as usual. The return on an event is more than a tangible return on investment; it is also an intangible return on experience. For this reason, the ‘why’ of your conference has become about so much more than the theme and reason for the event. It speaks to the strategic purpose and its place in the bigger picture of your brand story. It is for this reason that USB has realigned its approach to focus more on the strategic journey of the conference before, during and after the event. Conference budgets are under pressure and spend is being realigned to get the highest value from the content and outcomes of the conference, which are the key to getting the highest return on investment. When selecting your content contributors, having speakers, facilitators and MCs who have the expertise and flexibility to speak to your audience is essential.

Ramping up the experience Delegate experience should now be at the centre of your conference strategy and agenda planning. The experience we are talking about is not the next game or the next big tech gadget, it is about the quality of the interaction and the value the delegates derive in the room. It is about managing the energy, content and quality of every aspect of the conference day. Today’s younger audiences are looking for a more meaningful experience.

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While the razzle dazzle and next big thing are fun, the real value lies in giving delegates the opportunity to share their insights and the way they see the world using interactive techniques and multiple channels. This feedback to the organisation is invaluable both in terms of strategy and culture. USB and its Premier League Speaker Team are listening to the market and always looking for fresh ways to energise your conference room. Managing energy is about creating dialogue, movement and even planning the menu and table snacks for optimum concentration.

CONVERGENCE Convergence is the new innovation buzzword. Not only is the industry looking for new ways to combine different types of experiences, sentiment is split between live experiences and online interaction, which allows delegates to interact and network with others on a global stage. This means that conference venues need to reimagine their conference spaces to incorporate fresh experiences, which could include physical activations, the use of outside space and incorporating the creative arts. It means aligning with providers to deliver exceptional Wi-Fi access and AV technology support.

GOING IN-HOUSE

internal and industry speakers as part of the conference day, for internal roadshows and internal communication events. When using external speakers, it is also becoming more important that they can incorporate the speaker into the context of the organisation. Your top speakers should be doing this. Unfortunately, so much of the message is lost from internal speakers because of poor content and delivery. A focus on developing internal speakers to speak effectively is becoming increasingly important, which is why USB runs a Henley programme as well as masterclasses that can be presented internally. Finding fresh ways to deliver internal messages is also key. This can be done through onstage interviews, panel discussions, Q&As, gamification and online interaction. USB will be hosting its annual showcases around the country, so visit the USB website to book and see these trends and practices in action.

uniquespeakerbureau.com +27 (0)11 465 4410 paul@uniquespeakerbureau.com

From interaction with large corporate clients, there is a growing trend towards the use of

MEETINGS l january/february 2018 •

F EAT U RED

THE WESTIN CAPE town Meeting spaces 19 Max pax 600 Accommodation 483 rooms Memorable experiences await at The Westin Cape Town. Enjoy exclusive rooms with unique views over the V&A Waterfront and Table Mountain. The hotel’s fantastic glass façade allows for clear views of the breathtaking beauty of Table Mountain, Lion’s Head and the whole of Table Bay. LOCATION The Westin is located 19 km from Cape Town International Airport, 3 km from the V&A Waterfront and adjacent to the Cape Town Convention Centre (CTICC). The hotel offers a complimentary shuttle service to the V&A Waterfront.

planner in mind, the hotel’s personalised services make it effortless to provide a memorable experience for each and every invitee.

ACCOMMODATION Each of The Westin Cape Town’s 483 guest rooms and suites are elegantly appointed and boast the latest amenities for guests’ total comfort and rejuvenation. The unparalleled city views will amaze guests and the iconic Heavenly Beds ensure a sound slumber for a restorative and productive stay.

CATERING MEETING AND EVENT SPACES The Westin Cape Town is an unmatched meeting, conference and banqueting venue, with 19 unique spaces. It offers some of the largest and most sophisticated hotel conference and banqueting facilities in the city, as well as a direct connection to the CTICC. Designed with the meeting

The culinary diversity will also delight. The Westin Cape Town has a great selection of elegant restaurants and bars on offer from brasserie-style Thirty7 to ON19 Restaurant, with its panoramic views, located on the 19th floor. Begin a wonderful Cape Town evening or round off the day at Louis B’s Terrace and Raleigh’s Cigar Bar.

Venues and capacities

Room Name

Ballroom East

Boardroom

Ushape/ double-U

Schoolroom

Theatre

Cabaret

Tables Only

Tables + Buffet

Tables + Dance Floor & Stage

8 seats

10 seats

8 seats

10 seats

8 seats

10 seats

Cocktail

63/99

168

250

160

192

240

120

150

100

120

270

Ballroom West

63/99

168

250

160

192

240

120

150

100

120

270

Grand Ballroom

81/144

420

600

288

336

420

272

340

256

320

600

Vasco Da Gama

Bartholomew Diaz

45/78

120

100

120

Da Gama/Diaz Marco Polo Sir Francis Drake

Prince Edward Island

Schappen Island

Edward/Schappen

Seal Island

Robben Island

Seal/Robben

Dassen Island

Marion Island

Victoria

Alfred

Victoria/Alfred

Duncan Dock

East Pier

Sturrock Dock

Robinson Dock

West Pier

26 • MEETINGS l january/february 2018

Convention Square, Lower Long Street, Cape Town, 8000 +27 (0)21 412 9999 001445.Groupreservations@westin.com www.westincapetown.com

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v e nu e p r o fi l e

Business and

pleasure

Recognised both locally and internationally for its three award-winning golf courses and extensive leisure facilities, ‘leading meeting and incentive destination’ is yet another proficiency to add to Fancourt Hotel’s repertoire of expertise.

ancourt has firmly positioned itself as an ideal destination for the corporate market, with its prime location a mere 7 km from George Airport, offering easy access from leading business hotspots. Setting Fancourt apart are its facilities, location and the truly unique setting created by the surrounding Outeniqua Mountains. While the hotel offers a choice of classic or luxury rooms, The Manor House boasts 18 exclusive and historical suites, complete with 24-hour butler service. Four on-site restaurants, each with their own distinctive menu and atmosphere, offer not only diversity but great variety when planning special events at Fancourt. It starts with authentic Italian dining at La Cantina restaurant, followed by Monet’s for a bistro-style lunch or the newly refurbished Henry White to reflect a more modern, all-encompassing dining appeal, sourcing ‘country basket’ ingredients from local producers. The Club Lounge and patio are ideal for a less formal gathering, but equally so for predinner cocktails or networking functions. A highlight, however, is the introduction of new ‘pop-up’ venues, which can take the form of a more formal closing dinner in a marquee, or a relaxed debriefing around one of the outside fire pits. With a strong internal infrastructure, nothing is impossible, as Fancourt’s attentive staff are ready to assist with any logistical or technical requirements.

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Conferencing with a difference A wide range of conference facilities and accommodation options make this worldrenowned hotel – one of South Africa’s few members of The Leading Hotels of the World – an obvious choice when selecting a venue to entice delegate participation. Fancourt’s conference

facilities include: •A large ballroom hosting up to 400 and 150 pax in the foyer • S even meeting rooms for smaller groups of between 20 and 70 pax

FAST FACTS Fancourt offers an extraordinary location for any occasion with unrivalled views and breathtaking surrounds. The modern facilities, array of on-site and off-site leisure offerings and wide choice of venues – from the 400-seater ballroom to plush conferencing halls and boardrooms – promise to satisfy even the most discerning client. Attentive staff are at the ready to assist with any logistical or technical requirements as well as MICE tourism needs. Far from all work and no play, team-building activities abound, from shotgun golf to themed evenings and potjie competitions. Conversely, there are a plethora of outdoor activities, such as a gentlemanly game of golf to foster camaraderie.

•E xecutive meetings for up to 18 pax in the Plover boardroom •A tea and coffee station in the foyer that can, if necessary, also be used as a PCO organiser’s office. Each venue at Fancourt is also equipped with high-end modern features, including projectors and Wi-Fi. Meeting breaks are another attraction to booking a conference at Fancourt – be it a day on the golf course or a visit to the on-site spa and Roman bath. More casual golfing activities are also available, from night golf with illuminated balls to catapulting a ball at the renowned 17th hole of the Montagu course. For those eager to explore, the attractive Garden Route, wine and olive farms, wildlife reserves and popular seaside towns like Knysna and Wilderness are only a short drive away.

+27 (0)44 804 0000 reservations@fancourt.co.za www.fancourt.co.za

MEETINGS l january/february 2018 •

E V E N T S P R O D U C T I O N H O S P I TA L I T Y

www.ephproductions.co.za info@ephproductions.co.za 012 345 5278 | 082 924 9046

EVENTS PRODUCTION HOSPITALITY Your All-In-One Event Management Company, with over 100 years of accumulative experience we know how to deliver the best results, every time. Our Specialities include: Technical: Lighting, Audio Visual, LED Screens, Sound, Staging & Sets, 24 Hour Onsite Management Event Management: Design & Conceptualization, Budget & Event Proposal, Transport, Accommodation, Catering, Decor, Entertainment, Technical, 24 Hour Onsite Management Multi Media: Corporate Video Production, Music Video Recording, Voice Overs, CD Recordings, Television & Radio Broadcasting, Pre & Post Production Editing, Full HD Facilities

v e nu e p r o fi l e

Modern meets classic Situated among lush landscaped gardens and suburban surroundings, Hilton Sandton is located just north of Johannesburg in the Sandton business district. According to Phyllicia Pillay, internal coordinator at the Hilton, the fantastic location is not all the world-class venue has to offer delegates.

BTM recently surveyed a wide array of people holding or hosting events in Europe about what factors they view as important in terms of influencing their selection of venue and destination. An overwhelming majority said location. The Sandton CBD is the vibrant economic hub of the northern Johannesburg suburbs and is a real sight to behold. Hilton Sandton is strategically placed in this prime location. Meetings spoke to internal coordinator Phyllicia Pillay about what makes this stunning venue a must-use location for 2018.

What really sets Hilton Sandton apart from other venues in the area? PP Our dedication to offering the best quality service really sets us apart; we have one of the largest ballrooms in Sandton, seating up to 450 people in banquet or conference setting. Thus we are the goto venue for large weddings, gala dinners, year-end functions and conferences.

What can delegates expect from a Hilton Sandton experience? It is safe to say that delegates can always expect staff that are dedicated to guest satisfaction and ensuring every event is properly planned for and well executed.

Guests have easy access to various transport systems, including the Gautrain Sandton station

The Stock Exchange and global banking institutions are right around the corner from the Hilton

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what’s on the menu for delegates? With the help of our dedicated banqueting chef, we cater for breakfast meetings, lunches and gala dinners – either plated menus or buffet style. We offer our clients a menu tasting prior to the events to ensure they know exactly what their guest experience will be. We pride ourselves on the provision of a quality food offering.

testimonials “I’d like to thank Phyllicia and her team at the Hilton for a fantastic conference. Everything went exceptionally smoothly and every William Grant Conference delegate left with really positive things to say and many great memories. I am especially thankful for all the coordination that went on behind the scenes that ensured the seamless success of the conference. It was a pleasure to work with Phyllicia and her events team and I look forward to making use of the Hilton for future events.” – Stephen Strachan, Country Manager: South Africa, William Grant & Sons Brands “The team was always happy to accommodate and met with us regularly. They were the pillar beneath our event. We have received countless compliments about our event at the Hilton Sandton.” – Denise Minnie, SASOHN President

Shopaholics can enjoy the nearby Sandton City shopping centre and Nelson Mandela Square after a conference

The Hilton now offers a simplified meeting package ideal for meetings of up to 25 people (or more)

Book a venue at the Hilton Sandton by making use of the online booking tool or submit an RFP to check availability

The organiser

PHYLLICIA Pillay Internal coordinator Phyllicia has been with Hilton for just over three years and says it’s been an incredible journey. “I am extremely passionate about my role. I enjoy every moment of it – from the initial request up until the day of the event. It is a thrill to overcome the challenges we are faced with, and the connections we make with international and local customers are invaluable. My highlight is definitely when a client leaves genuinely happy with the level of service we have provided.”

138 RIVONIA ROAD, SANDTON, 2196, SOUTH AFRICA Tel +27(0)11 322 1888 Fax +27(0)11 322 1818 www.hilton.com

MEETINGS l january/february 2018 •

v e nu e s h o w c a s e

all

in one

Rand Show function

Private function

about jec The Johannesburg Expo Centre (JEC) is a unique, purpose-built exhibition, conference, convention and events venue and perhaps one of Johannesburg’s bestknown landmarks. In addition to positioning itself as exhibition, conference and event organisers’ venue of choice, the JEC is committed to strategically aligning itself with carefully selected partners that provide an experience that prioritises convenience and aptitude.

Since its establishment over 30 years ago, the Johannesburg Expo Centre (JEC) has continued to transform its outstanding facilities to become one of the leading venues in the world today.

ocated south of Johannesburg, the JEC is one of South Africa’s largest purposebuilt exhibition, conference and event venues. With multipurpose facilities that provide more than 50 000 m² of indoor space and over 100 000 m² of versatile outdoor space, the JEC is ideal for exhibitions and other large-scale events. The JEC boasts a variety of venues to suit any occasion. These include large indoor venues such as the Clubhouse and Man-Building, which provide the perfect setting for product and media launches. For a more upmarket business meeting or conference, conference rooms such as Black Eagle and Bateleur are ideal for corporate events. Other additional features include a monorail, a 4x4 track, a registered helicopter landing base, a multipurpose arena for 20 000 people and a mini-golf course. The JEC is surrounded by multiple entry points for each hall, which provides ease of access for event build-up and breakdown. “The JEC offers a unique setting that can accommodate any client,” says Craig Newman, CEO, JEC. “Our strength lies in the diversity of our facilities, which enable us to host anything from an international music festival or a professional trade exhibition, to car and boat shows, and upmarket events and weddings – to name just a few.”

He adds that, in order to remain relevant and keep up with the needs of its clientele, the JEC constantly reinvests in its facilities. “As a large venue with significant foot traffic throughout the year, we must ensure that our facilities are always of a high standard and that they never fall short. Annual upgrades and renovations are critical to maintaining the high level of integrity to the venue’s infrastructure. “This is all part of the commitment we’ve made to our clients and stakeholders – to always provide the best possible experience,” explains Craig.

Service providers that deliver on The JEC prides itself on only its world-class facilities but also the maintenance of its facilities and outsourced service providers. This is achieved by working with some of the top suppliers in the industry. JEC’s security, cleaning, catering and expo services are among the leading suppliers in the industry.

Main Event Catering Main Event Catering is the name behind the JEC’s five-star catering service. Offering each client and event a trusted, turnkey solution for all catering requirements, Main Event Catering’s reputation is built on years of delivering

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v e nu e S h o w c a s e

Electra Mining

“Having kept pace with the remarkable growth of the global industry, the JEC is a worldclass venue that offers clients, exhibitors, and visitors a unique and memorable experience.” Craig Newman, CEO, JEC

The Encounter Praise Festival excellence in the eventing, exhibitions, conferencing and corporate catering arena. This supplier’s passion for food is reflected in its track record and the countless successful functions and events for which it has catered.

Recall Security Visitors to the JEC are greeted by the highly professional security officers from Recall Security. Recall is one of the leading security service providers in South Africa, with multidisciplinary services that provide clients with solutions to complex issues to ensure a safe and secure environment. Recall Security is an integrated group of highly trained specialists and security personnel providing cost-effective solutions and specialist services.

ZF Cleaning All JEC’s facilities are expertly maintained by ZF Cleaning Services, an affiliated member of EXSA. For over 30 years, ZF Cleaning Services has rendered services to some of the leading exhibitions, conferences and events organisers in the industry.

Expo Guys Expo Guys is a one-stop exhibition shop with a solid reputation for completing exhibition stands on time, within budget, and exceeding clients’ expectations. Expo Guys offers turnkey solutions for exhibitions that can be tailormade to suit specific requirements, while working closely with all clients to ensure objectives are met. Expo Guys

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ANC function offers a full design service with quick turnaround times, manufacture of the design, and on-site project-managed build-up and breakdown services.

Award-winning combination Confirming that the JEC is delivering on its objectives, the venue achieved top honours at the PMR.africa Business Excellence Awards during 2017, in the category for Top Exhibitions and Events Venue. The awards rate South African venues according to 17 attributes, including: facilities, catering quality in relation to cost, cleanliness, office facilities, parking facilities, reputation, and value for money. Other attributes include environmentally friendly structures, facilities for disabled persons, security and, of course, the staff’s willingness to go the extra mile. “We have to ensure that we stay relevant in an environment that demands excellence in every way,” says Craig. “We have the capacity, experience, resources and strategic partnerships to host any occasion, regardless of size, across a broad client base,” Craig adds. “As a dedicated and award-winning exhibition, conference and event venue, we are more than prepared to meet the exceptional demands of every event.”

+27 (0)11 494 1920 info@expocentre.co.za expocentre.co.za

Expo Centre Nasrec @jhbexpocentre1

MEETINGS l january/february 2018 •

before

after

Photo: Marike Lamprecht Photography

Making practical magic THE DETAILS THE EVENT Exxaro PIT Symposium 2017 THE CLIENT Exxaro Resources – a large mining company in South Africa. It offers young, talented individuals the opportunity to enter the mining industry as learners, via its Exxaro Learnership Programme. DATE 2–3 November 2017 VENUE Jardown venue of the 012Central group NUMBER OF GUESTS 220

THE BRIEF The client required an exciting venue, innovative concept and an experienced event management team to organise their yearly PIT Symposium, where talented young individuals get the opportunity to present and launch their projects.

The Exxaro PIT summit was a testament to how out-of-the-box thinking can result in an outstanding event. Meetings chats with Event Wizards’ Herkie Du Preez, who brought magic to this event. How did you go above and beyond to wowthe client? HDP We love working in challenging and unique spaces and with clients that are open to innovative and contemporary concepts. Our excitement and creative spirit know no boundaries. We delivered an event that our client could take pride in and use as a new standard for future conferences.

How did you decide on the chosen venue? Exxaro originally wanted 012Central but, unfortunately (or, should we say, fortunately), it was already booked for another event. We browsed the other city spaces around 012Central looking for something unique. As we walked into Jardown (a parking garage), we knew that it would be perfect.

What challenges did you encounter while organising the event and how did you overcome them? The idea of convincing a client to host a full-day conference in a parking garage was challenging, but with an excellent

32 • MEETINGS l january/february 2018

team and great support from our suppliers, we managed to transform this space into a very interesting venue that wowed everyone. Together, we focused on the possibilities and not the obstacles.

How did you add a sustainability aspect to this event? We utilised reusable (non-disposable) crockery and cutlery as well as local suppliers to minimise the carbon footprint. We are currently in talks about going paperless and digital for the Exxaro Symposium event in 2018.

What were three must-have elements for this event? •A n open mind to new and experimental concepts •A client with a slightly daring attitude •A clear understanding of the goals for the event

How did you decide on the… Event decor: Exxaro, being an innovative mining company, gave us the opportunity to be experiential with our industrial

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event showcase

The client says

Photo: Wynand Scheepers Freelance Photography

decor in combination with contemporary furniture in a formal-informal conference set-up. Natural elements, concrete and metals were the obvious choice for an urban setting. Catering: Gourmet coffees, health smoothies and muffins, buttermilk pancakes and fruit kebabs were the perfect welcome and set the expectations for the day. The programme was interrupted with ‘power breaks’, during which waiters served energising, fruity shots. Interactive food stations with paella, tacos, harvest tables, ice cream and doughnut walls created the perfect networking lunch. A cocktail event was the perfect end to a perfect day of celebration and innovation.

www.eventwizards.co.za info@eventwizards.co.za 012 460 5335

Entertainment: The venue, food and overall event concept contributed a lot to the entertainment factor of this event. The proceedings were disrupted a few times by African pantsula dancers to ensure everyone stayed alert, and an inspirational talk by Douglas Kruger motived everyone to be innovative and positive. Background music by a sax and strings band during lunch and cocktails echoed the urban vibrations.

Why did you use Event Wizards? We were so impressed with Herkie’s ideas and his ability to transform and work with the particular venues that we decided Event Wizards was the provider to handle our event. It was evident from the interaction with Herkie that he stays relevant in the entertainment industry and keeps track of trends. Do you feel that event Wizards went above and beyond your expectations? Definitely. Herkie understood our needs, and translated and added to brainstorming in a very efficient manner. His response rate and patience with every query or change was excellent. There was a firm sense, from the start, that we were in good hands. Would you recommend Event Wizards? We would most definitely recommend Event Wizards; their fresh ideas, expertise, their network and their professionalism make working with them a great experience.

Malathee Padayachy & Sunet van der Merwe Exxaro

Why should someone hire Event Wizards? Regardless of the scale of the event, the scope of the requirements, or the budget parameters, you can count on the experienced Event Wizards team to deliver right on spec, event after event.

eventwizards.co.za info@eventwizards.co.za +27 (0)12 460 5335 @EventWizardsSA

We Design Exciting conferences!

M e e t ing p l a c e s : h i s t o r i c a l

Conference down memory lane Historic venues are often set in spectacular surroundings, creating a superb backdrop for your event. They make for an interesting choice, particularly if you include a tour or presentation on the history of the venue at some point during your conference. Additionally, gala dinners hosted in grand rooms with a plethora of original features are sure to impress and inspire your delegates.

about Recognised as one of South Africa’s leading heritage sites, Liliesleaf opened to the public in June 2008 and has since attracted thousands of local and international visitors, eager to understand and engage with a pivotal period in South Africa’s liberation struggle. The museum bears testimony to the many lives that changed the political landscape of this country and, through its educational programmes, appeals to younger audiences to face today’s challenges with creative enthusiasm.

n 1963, police raided Liliesleaf Farm in Rivonia on the outskirts of Johannesburg and arrested six of the ten Rivonia trialists for planning to overthrow the apartheid government. The property had been purchased two years prior as a secure location where covert discussions and underground activities could take place. These arrests subsequently led to the trial that shook the nation, where Nelson Mandela (who had been arrested earlier), Walter Sisulu, Govan Mbeki, Andrew Mlangeni, Raymond Mhlaba, Ahmed Kathrada, Elias Motsoaledi and Denis Goldberg were sentenced to life in prison.

Liliesleaf farm today Today, Rivonia is now fully swept up in the city’s suburban sprawl, but the farm reopened in 2008 as a museum that gives insight into what life was like in the underground liberation movement at the time. Liliesleaf extends the tradition of meetings and conferences by availing its facilities for corporate and conference use. Tucked away in the suburbs underneath a canopy of old trees, Liliesleaf provides a peaceful environment for professionals. Whether a client requires a secluded venue for a corporate meeting, a conference location easily accessible from the city’s major highways and corporate

34 • MEETINGS l january/february 2018

hubs, or a unique setting for a special event or cocktail evening, Liliesleaf is an ideal venue with the facilities and history to match. “Encapsulated within the landscape of Liliesleaf is a narrative of enduring value. The historic buildings and structures and the surviving trees and vegetation, combined with the stories that have been told and uncovered during the research, collectively project an iconic meaning that holds relevance today. Liliesleaf is our link to the past, our connection to the present and our bridge to the future,” says Sonia Botha, marketing assistant at the farm. Liliesleaf offers diverse catering options, with clients able to choose from a number of menu options to fit their needs. “It is more than just a national heritage site; it is also a site of memory that keeps a seminal period in South Africa’s liberation struggle history alive and real. It commemorates a strategic and seminal point in South Africa’s liberation struggle history and is a beacon on the global landscape of human memory. The many fascinating stories and events that helped shape South Africa’s new democratic nation are brought to life through dynamic and interactive exhibits that takes the visitor on an inspiring journey of discovery and enlightenment,” she concludes.

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similar sites We at Meetings love venues with meaning and history. here are Some other venues to consider if you’re looking for a venue with the Midas touch… Constitution Hill Constitution Hill is a unique multipurpose development in the inner city of Johannesburg, a national and international heritage site and the home of the Constitutional Court – the protector of our basic rights and freedoms. Rand Club Rand Club encapsulates the feeling of a bygone era, and now plays host to high-end, memorable events set in Johannesburg’s most exquisite club. Situated in central Johannesburg, Rand Club offers a unique city experience. Oaks Estate Set at the foot of the majestic Zonderend Mountains, on the banks of the Sonderend River, you will discover the exclusive and historic Oaks Estate, owned and managed by the Ehlers family who farm the land with beef cattle, fruit and a boutique vineyard. Matjiesfontein Hire out the entire town to take a step back in time. This tiny village, on the fringe of the Great Karoo, was founded in 1884 by legendary railway man James Douglas Logan. Immerse yourself in living history; life here is a tribute to the early Karoo, the Anglo-Boer War and Queen Victoria’s England.

Venues AND capacities Room name Resource Centre Conference Centre Resource Centre Boardroom Liberation Centre Auditorium Cedric’s Café

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U-shape Double U-shape Schoolroom Cinema Banquet Boardroom 30 40 40 50 40 10 66 130 -

Cocktail 200

Additional 80 -

MEETINGS l january/february 2018 •

lolly waffle

health wraps

soup

gin & tonic sushi yoghurt

soda float

bagels

flapjack stack bubble tea

bagels soup

gelato coffee

belgian waffles

cream cheese boards raw juice macaroon icebubble tea health smoothie belgian waffles health wraps flapjack crush frappe fruit crush gelatogourmet lollycocktails waffle bagels crush cappuccino candy iced tea crush coffee pizza frozen Crepes sushi iced raw

fruit crush

hot chocolate

iced tea iced coffee crush bubble tea

milkshakes lolly waffle

Providing perfect mobile bar solutions for your next event

juice

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We provide the perfect hospitality solution for your exhibition stand, conferences and events. Allow us to become an extension of your brand by enticing delegates onto your stand to enjoy one of our many mobile bar offerings, each tailored to suite your specific requirements.

36 â&#x20AC;˘ MEETINGS l january/february 2018

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Ta l k ing p o in t s

Education is our legacy

industry views AIPC discusses why education is always the answer

In a rapidly changing world, education is probably the single most important thing any organisation does, and that importance just keeps growing. There are three reasons for this, explains Rod Cameron.

Rod Cameron is the executive director of the Joint Meetings Industry Council and the faculty head for the AIPC Academy.

he first is that knowledge and the benefit of experience are probably the most valuable legacies we can pass on to those who will be following us into any discipline – and critical to delivering the kinds of specialised products and services that increasingly characterise a future workplace that may require skills not directly transferrable from other areas of employment. With a tight market for talent in many parts of the world today, employers often have to recruit from other specialties and then provide the additional required knowledge on-site. And while on-the-job experience will eventually provide a lot of what’s required, specialised training is a way to get new recruits up to speed more quickly. But in times when almost everything about the product is changing so quickly, education is not just an investment in the future – it’s also about right now, and being able to put the very latest information, insights and strategies into immediate action. Even those with lots of experience in a

particular business regularly find themselves facing new challenges, as everything from client needs and business methods to new technology and customer expectations change on what seems to be a daily basis. Invariably, the best ideas for how to address these come from industry peers facing similar challenges, and educational programmes are an effective way of facilitating an exchange of such information and insights.

Reputation is everything Finally, it’s about reputation – and an ability to create a comfort level among clients who need the confidence that things are being done properly and professionally. Education is primarily about building the kinds of competencies needed to demonstrate capability – and the more visible this capability is, the more likely it is to support being taken seriously by other disciplines. In a world where ‘second best’ gains little respect, an investment in good education can not only produce better results, but more visibly better results – and that is perhaps the most valuable commodity in the market today. MEETINGS l january/february 2018 •

RECOGNISING THE WOMEN IN MICE Meetings magazine is looking for the Top 40 Women in the MICE industry.

NOMINATE YOUR WOMEN IN MICE TODAY Help us give these women the recognition they deserve and nominate someone to be part of the Top 40 Women in MICE.

Send an email to theplanner@3smedia.co.za and we will notiﬁy you when entries open for 2018 edition of the Top 40 Women in MICE.

TALK I N G PO I N TS

Onward, upward, together

INDUSTRY views

Since 1987, SAACI has been dedicated to efficiency and professionalism in the industry through a national board and four regional branches, writes Rudi van der Vyver.

SAACI's take on keeping it current

A rudi van der Vyver is the CEO of SAACI.

greening views

s we kick off another year, time seems to be flying faster than ever, and with technology ever increasing the pace of our lives, we often squeeze two years’ worth of work into 12 months. We expect 2018 to be no different; in fact, we see life moving even faster. At SAACI, 2018 sees the launch of several projects to grow, strengthen, transform and professionalise the business events industry in Southern Africa. A highlight to look out for in 2018 is the launching of our Mentorship programme on 1 March. This programme will see industry experts coach and mentor successful applicants in the industry. The aim of the programme is to empower our future industry leaders with the knowledge and skills to accelerate their growth and we see this programme as a great accelerator for sustainable industry transformation. We are also launching our formal internship programme, which will allow our members to host interns (recent graduates) in their organisations. This will allow students a smooth entry into the workplace while providing the

SAACI is launching a formal internship programme, which will allow members to host interns (recent graduates) in their organisations. This will allow students a smooth entry into the work place while providing the necessary on-the-job training necessary on-the-job training and subsequent skills to create a career path. We are also launching a much more userfriendly website. This new website speaks to our overarching strategy of ‘members first’. As SAACI, we continue to work very closely with our private as well as public sector stakeholders and we are fully focused on closing the gap between these two sectors and providing value to our members through the changes we effect in the industry. Look out for more communications on the projects we are working on and how these are creating tangible value for our members and the business events industry in 2018 and beyond.

Greening Meetings Africa 2018

Ahead of Meetings Africa 2018, EGF reflects on last year’s successes

It has been very encouraging for Greg McManus to experience how the sustainability practices at Meetings Africa have grown from strength to strength over the space of seven years.

Greg McManus is the chairperson of EGF.

hat started off as simply monitoring is now almost becoming an industry standard for all events that aim to be truly sustainable. is understood that the event aims to continue to grow over time, which has a significant negative impact on the carbon footprint. This is mitigated through the implementation of various sustainability practices that help to reduce the negative impact, while growing the event year on year. It was encouraging that sustainability was the theme of the event and that there was positive feedback to continue building on this in the future. Some of the initiatives adopted at the 2017 event include: • A three-bin waste system was employed. • Greening infographics were created and displayed across the venue to encourage greener practices among exhibitors and delegates. • Shirts for the Meetings Africa team were made locally, because local is lekker.

38 • MEETINGS l january/february 2018

• A development zone was geared towards small SMMEs who were first-time exhibitors • The Sustainability Village saw six local vendors showcase their product offerings. We anticipate that Meetings Africa 2018 will be even more exciting, with a number of green initiatives to be adopted at the show including the Green Stand Awards. We look forward to seeing you all there!

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Ta l k ing p o in t s

industry views

Growing demand for B2B events

AAXO on the importance of industry associations

Carol Weaving believes exhibitions are perfectly positioned to power the continuously increasing popularity of business-to-business (B2B) events worldwide, driving the need for bodies like AAXO.

CAroL WeAvinG is the chairperson of AAXO and the managing director of Reed Exhibitions.

industry views Travelbags looks forward to the year ahead

ecent research conducted for the Association of African Exhibition Organisers (AAXO) clearly indicates a growing demand for B2B events. In fact, our research suggests that this is only the beginning of the growth cycle, with B2B events across Africa having increased by 40% year-on-year. South Africa and Egypt, for example, have doubled their exhibition industries in the last four years. One example of an excellent B2B networking platform is Meetings Africa, which is set to strengthen international relationships and trade. This growth spurt, however, requires a solid foundation for optimal transparency and success across the sector. AAXO helps industry players across Africa build credibility through our initiatives like the ABC exhibition audit, which tracks the number of visitors each show attracts. Then there is the AAXO stamp of approval, which demonstrates that industry players adhere to a strict code of conduct – ensuring peace of mind for all our members’ stakeholders. Apart from the additional credibility that AAXO membership provides B2B exhibitions and events, it also offers other benefits like opportunities to attend our training events, enter the ROAR awards, and network

TRAVELBAGS South African Travel Womens Club, Johannesburg

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with our highly respected membership base. By connecting organisers, venues, exhibitors, suppliers, convention bureaus and governments across Africa, associations like AAXO will contribute to the rapid but sustainable growth of this competitive industry for years to come. The Association of African Exhibition Organisers (AAXO) was formed to provide a collective platform of address and representation for professional exhibition organisers throughout Africa. AAXO includes exhibition organisers across a range of trade, consumer and conference-driven exhibitions, namely Specialised Exhibitions Montgomery, Messe Munchen SA, Hypenica, Reed Exhibitions, Spintelligent, Terrapinn, The Wedding Group, SA Confex Services, TE Trade Events, Exposure Marketing, Agri Expo, On Show Solutions, Expo Promotions, The Wine Show, Synergy Business solutions, ZITF and Media 10.

The year of the earth dog We’re into the even numbers with 2018. Michelle Hinrichsen and Travelbags wish you and your families a year of great success and positivity.

Michelle Hinrichsen is the current president of Travelbags.

Apart from the additional credibility that AAXO membership provides B2B exhibitions and events, it also offers other benefits like opportunities to attend our training events and enter the ROAR awards

eing the year of the earth dog in Chinese mythology, I was told to wear earthy tones, brown, yellow, beige, but also green and blue. In feng shui, this applies to both the colours you are wearing as well as the colours of your home interior design. Apparently this will offer some luck. Just a fun fact to think about when you’re planning your next exhibition stand or deciding on which uniform colour to go with… a little extra luck never hurt anyone. We always look forward to the beginning of the year, as it offers great opportunities for us at The Women’s Travel Club of South Africa to meet new friends and prospective clients, and seal deals for Travelbags at Meetings Africa.

Meetings Africa has always been a fantastic platform to speak directly to a more corporate market; it’s a fantastic platform for your brand and offers a few days of intensive, fun work opportunities. Meetings Africa always offers new ideas to Travelbags for venues for our upcoming lunches. We like to offer new, exciting events at fabulous venues to our members and supporters and Meetings Africa offers the opportunities to meet with new venues that offer a turnkey solution for our eventing needs. A KPA for us is networking and Meetings Africa offers exactly that. We look forward to seeing you all at the show, hitting the ground running and starting the 2018 working year off with a bang.

MEETINGS l january/february 2018 •

M I SS M EET

What’s in the bag?

While you plan your events this year, keep in mind that successful event planners don’t just happen. If you want to lead the pack in the industry, you’ve got to really immerse yourself in it – live and breathe it (that and the CPP programme of course). Miss Meet lists what every event planner needs in her handbag (or his manbag).

Scissors – Just one pair will do, and it will most likely be your most prized possession.

Flash drive – For all that lastminute printing of programmes and name tags. Tape – Because, really, you never know!

Cash – I can’t tell you how many times I’ve kicked myself for not having cash on me while setting up for an event. You don’t have to carry a lot of cash, just enough for the unknown.

Bottle of water – Hydrate, hydrate!

Energy bar – Ever been so busy you forgot to eat? Pack a snack bar and don’t wait for the hunger pangs to strike. Thank me later.

Phone charger/ power bank – I don’t think I need to explain this one.

Batteries – You don’t want anything going flat 10 minutes before you go live.

Sewing kit – Because at an event, something always tears, or a button comes loose. This was ordained by the event gods before us. Don’t argue; just bring a sewing kit.

Extension cord – This may sound silly but trust me.

index to advertisers Aha Hotels & Lodges 17 ATKV Resorts 14 AVIS 24 Barmotion 36 CCCC OFC EPH Productions 28 Event Wizards 32

40 • MEETINGS l january/february 2018

Fancourt 27 Fine-Line 1 Hilton Sandton 29 JEC 30 KZN Wildlife 3 Lion Park OBC Lumi 21

SANCB

2 & Pull-out

Spier IFC Tsogo Sun

IBC

USB 25 The Westin