Meetings January February 2023

Mauritius has positioned itself as one of the top MICE destinations and being voted as the Indian Ocean’s Best MICE Destination for 2022 is the industry stamp of approval.

With a wide choice of accommodation options, activities, and venues, from stunning beach-side resorts to business hotels, independent conference rooms and the largest multipurpose conference centre in the region, offering state-of-the-art equipment and quality service, Mauritius is open for business.

This – and so much more – is what makes Mauritius the ideal destination for your next meeting, conference, group incentive or event… so, come and experience the island’s amazing warmth, people, and hospitality.

Mauritius is waiting to welcome you!

Mauri�us Tourism Promo�on Authority – SA Representa�ve: Hermina Sennelo / Liana Barnard – Meropa Communica�ons

Tel: +27 (0)11 506 7300

Email: mauri�us@meropa.co.za

www.mymauri�us.travel www.mauri�usnow.com

www.ratherbeinmauri�us.co.za

04 MEETINGS AFRICA 2023: REFRESHED AND READY TO HELP YOUR BUSINESS GROW Meetings speaks to Zinhle Nzama to find out more about what will be different at the 17th edition of Meetings Africa, and how this is strategically geared to grow the businesses and products on display, and the sector at a continental level.

06 BIG INTERVIEW: ELEVATING EVENT F&B, THE MARRIOTT WAY

Louis van Reenen, the Marriott Melrose Arch Collection cluster executive chef, shares his insights into the big trends shaping food service at events in 2023, and how this will translate in the kitchens under his leadership.

08 AFRICAN MICE DESTINATIONS

Meetings take a closer look at five African MICE hotspot countries that are frontrunners in attracting and growing their share of the MICE market.

16 RESEARCH REPORT FINDINGS ON MICE TRENDS

Rivania Govender, research specialist at Niche Partners, shares a snapshot of some key client and supplier trends that have emerged in the annual African Perspectives on the MICE Industry Report for 2023

18 EXPERT ANALYSIS

Insights into the current state of Africa’s MICE sector, courtesy of Kwakye Donkor

21 MEETING SPACES

Tested and approved: Meeting spaces you need to know about in 2023

27 BEST PRACTICE: HOTEL VERDE A case study in climate-conscious conferencing

The Planner is growing its footprint – connect with us today!

WHAT WILL WE ACHIEVE IN 2023?

Managing Editor Pippa Naude (Pippa.Naude@3smedia.co.za)

Chief Sub-Editor Tristan Snijders

Head of Design Beren Bauermeister

Contributors Lee-Ann Alder, Sven Bossu, Glenton de Kock, Kwakye Donkor, Herkie Du Preez, Rivania Govender, Kevan Jones, Cheryl Norwood-Young, Didi Okoro Devi Paulsen-Abbott, Morwesi Ramonyai, Yolanda Woeke

Production & Client Liaison Manager

Antois-Leigh Nepgen

Group Sales Manager Chilomia Van Wijk

Bookkeeper Tonya Hebenton

Distribution Manager Nomsa Masina

Distribution Coordinator Asha Pursotham

Advertising

Vanessa De Waal

+27 (0)84 805 6752 | Vanessa.DeWaal@3smedia.co.za

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Publisher Jacques Breytenbach

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Meetings JANUARY/FEBRUARY 2023

There was a palpable buzz at the Meetings Africa 2023 launch event, held at @Sandton Hotel on 26 January. Not only was its new look revealed (fresh, inviting and contemporary), but a panel discussion delivered a feast of food for thought on the question of how we can best, as a continent, work together to promote the wonderful destinations that make up Africa. To find out more about what the show promises, as well as meet the SANCB’s dynamic new acting chief convention bureau officer, Zinhle Nzama, turn to page 4. (She’s also featured on our cover!)

I n keeping with an African theme, this issue also features five leading African MICE destinations (page 8), a snapshot of the African MICE sector by Africa Tourism Partners’ CEO, Kwakye Donkor (page 18),

continental research findings,

African Perspectives on the MICE Industry Report

MISS MEET IS

feature an ‘Off the Record’ column. This is a space for anyone in the business events space – from organisers to venues, suppliers and clients – to submit an anonymous opinion piece on any issue, experience or idea that they have. By keeping it anonymous, we are hoping to cultivate a space to air the things that might otherwise not be given a platform.

I’m excited by the opportunity this creates to spark conversations, especially as it is very easy for us to exist in our own social and professional ‘bubbles’ – an observation made by our very first ‘Off the Record’ contributor when discussing the topic of transformation. Please give it a read on page 44.

If you have something you would like to address – positive or negative, humorous or serious – please send it to me directly, at pippa.naude@3smedia.co.za . It will be handled confidentially.

LAST, BUT NOT LEAST

There’s plenty more to discover in this issue, including a selection of favourite venues as nominated by local event organisers (page 21), while ‘Could business events be getting a bad rap?’ on page 30 tackles some of the issues currently plaguing the business events sector and which pose a reputational risk to our professionalism.

I hope you enjoy the read; your feedback is always welcome!

Until next time,

© Copyright 2023.

All rights reserved. www.theplannerguru.co.za

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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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The ABC logo is a valued stamp of measurement and trust, providing accurate and comparable circulation figures that protect the way advertising is traded. Meetings is ABC audited and certified.

In other news, Miss Meet has been Instead,

Scan Display Cape Town up and running after fire

In the early evening of 23 December 2022, a fire broke out at exhibition and events supplier Scan Display’s Cape Town foreshore offices. The fire resulted in part of the facility being destroyed. A security guard saw smoke coming from the building and quickly alerted the security company, which in turn alerted the Cape Town Fire and Rescue Services Department. The fire department managed to contain the fire, preventing damage to some of the stock, vehicles and equipment.

The company’s Cape Town staff rallied over the Christmas break and the production facility was quickly reinstated in nearby premises. Thanks to this dedicated team, Scan Display was swiftly up and running again in the new year.

Meetings’ must-know minutiae

CTICC shares its 2021/22 financial year results

The Cape Town International Convention Centre (CTICC) held its latest AGM on 26 January 2023, where it shared its performance and achievements for the 2021/22 financial year.

Some of the highlights include hosting 226 events (compared to 53 in the previous financial year), which saw the venue welcoming over 127 000 guests.

Revenue was also up, reaching almost R100 million compared to just over R52 million in the previous financial year, and a turnover of more than R98 million compared to R43 million in the 2021 financial year.

The CTICC also continued to contribute positively to the economy. It contributed R1.1 billion to the country’s gross domestic product (GDP) and an additional R1.1 billion to the Western Cape’s gross geographic product (GGP). This means that, since 2003, when the CTICC opened its doors, it has contributed a total of R53.2 billion to the GDP and R45 billion to the GGP.

Through its activities, the centre has also been able to create or sustain over 2 000 jobs in the 2022 financial year, and 145 000 jobs since it opened.

Airlink resumes flights to Madagascar following lifting of travel ban

Madagascar has lifted its travel ban on flights from South Africa, enabling Airlink to resume flights between Johannesburg and Antananarivo.

Airlink had to suspend its service to Madagascar for the past three years due to travel bans, initially as a result of Covid-19 and subsequently due to a political fallout between the two nations.

Return flights to Madagascar resumed on 30 January and will run weekly, increasing to three flights a week from 14 February 2023. A daily service will be reinstated as demand increases.

As Madagascar’s capital and main commercial and economic hub, Antananarivo is Airlink’s immediate priority. The resumption of services to Nosy-Be – a popular destination for the MICE market – will be considered in due course.

Wild Coast Sun named Best Luxury Beach Resort in South Africa

Sun International’s only beachfront resort, Wild Coast Sun in Port Edward, has been honoured by being named the winner of the 14th annual Luxury Lifestyle Awards category ‘Best Luxury Beach Resort in South Africa’

In the past year, the resort has seen millions spent on upgrades to new and existing facilities, following improvements made leading up to Wild Coast Sun being raised from a three- to a four-star resort, in 2020.

REFRESHED AND READY TO HELP YOUR BUSINESS GROW MEETINGS AFRICA 2023

FACILITATING CONNECTIONS, GROWING BUSINESSES

A request for more networking opportunities came out of the 2022 exhibitor feedback session. This has since inspired the show’s new BOMA sessions. “The concept is based on the uniquely African practice of communities coming together around a fire in a boma (an enclosure) to exchange ideas and solve problems. It’s a strategic interaction that will afford delegates intimate and meaningful connections,” Zinhle says.

The BOMA sessions will take place on BONDay (the Business Opportunities Networking Day, held the day before show starts) and during the two show days.

For the first time, hosted buyers will also attend BONDay – again enabling more networking. One of Meetings Africa’s biggest strengths is the high quality of its hosted buyers. This is a result of the show’s unique vetting process, which ensures that all buyers are decision-makers and have an existing piece of business to place.

BETTER TOGETHER

Greater collaboration will be evident at Meetings Africa 2023. The SANCB has strategically collaborated with various business event associations who will host business initiatives at Meetings Africa, in order to foster the show’s offering for delegates.

Meetings Africa has always been a mustattend event for Africa’s business tourism stakeholders, but this year’s iteration carries even greater importance as a catalyst for the sector’s full recovery. Taking place at the Sandton Convention Centre from 27 February to 1 March 2023, it promises strategic content, more networking and quality connections to help your business grow.

BUILDING ON THE FOUNDATIONS OF 2022

The driving force behind Meetings Africa is Zinhle Nzama, acting chief convention bureau officer

and GM: Strategic Events at the South Africa National Convention Bureau (SANCB). She is committed to delivering the show to pre-Covid glory and more.

She recalls, “It was a bold step to host Meetings Africa 2022, but our research indicated that we could safely open our doors and so we decided to go for it.” This decision paid off, as it put Meetings Africa ahead on the exhibition calendar and attracted new buyers. She has capitalised off this strong base by taking the 2022 show feedback to make improvements – big and small – to the 2023 format.

Meetings gets to know the new custodian of Meetings Africa, Zinhle Nzama , and discovers how she has refreshed the show while retaining its standing as the leading business tourism event in Africa.

One such association is the International Association of Convention Centres (AIPC), which will be launching its African Chapter at Meetings Africa and will host its first AIPC Africa Summit at BONDay. The objective is to share best practice that will elevate Africa’s conferencing facilities to globally acclaimed standards.

Zinhle says, “The pandemic taught us the value of collaboration. We achieve more when we work together. In this vein, when key associations form chapters in Africa, it grows the presence of the region on the global stage and can greatly accelerate business tourism opportunities for the whole continent.”

SHOWCASING EXCEPTIONAL AFRICA

Another strategic objective of the show is to promote African trailblazers, such as Professor Mashudu Tshifularo, a South African ear, nose and throat specialist who designed the first 3D ossicle replacement implants to restore hearing in his patients. He also performed the first-ever middleear transplant, developed a surgical technique to remove tonsils without any blood splatter (an innovation that helped HIV+ patients receive much-needed treatment), and devised a method to shrink swollen lymph glands with medicine and thus avoid surgery.

Stories like Prof Tshifularo’s will be shared under the banner of ‘Exceptional Africa’, as a stream at BONDay. Zinhle is excited about what this programme can achieve, and says, “People go to events looking for solutions. The Exceptional Africa showcase will demonstrate that Africa is an ideal place to discover cutting-edge innovations and examples of brilliance, and to therefore find the solutions for your business needs. Here, you can arrive intrigued and leave inspired.”

MEET ZINHLE

Zinhle Nzama hails from KwaZulu-Natal, where she was raised by her mother in a strict Christian home. This upbringing likely played a big part in the discipline and dedication she has demonstrated in her career trajectory, and which saw her take on two new appointments – acting chief convention bureau officer for the South Africa National Convention Bureau (SANCB) and general manager for Strategic Events at South African Tourism (SA Tourism) – last year.

Among other responsibilities, her portfolio includes managing SA Tourism’s trade shows: Meetings Africa and Africa’s Travel Indaba, and promoting destination Brand SA through the facilitation of South Africa’s participation at the global tourism tradeshows.

While these appointments are new, Zinhle is not new to the industry or the responsibilities that she now shoulders. Having acquired 20 years’ experience working at SA Tourism, including five years in the SANCB, Zinhle is a seasoned professional who intimately understands the industry.

She explains, “By working on various portfolios at SA Tourism, I’ve been able to develop an understanding of the organisation and the industry in its totality. I have both a broad and deep understanding of the tourism sector.”

This experience is complemented by an impressive academic foundation, which includes receiving an MBA, majoring in events management, as well as completing studies in project management and tourism development for regional sustainability, among other qualifications.

However, what is probably one of her greatest strengths is the passion she has for business tourism. It comes through in the how she talks about the industry, and the respect she has for its professional nature. “I call it ‘a space of professionals’, as the level of professionalism is extremely high. Everyone has targets and there is an in-depth understanding of what needs to happen, which I thrive on,” Zinhle shares.

REFRESHED AND FUTURE-READY

Delegates can expect a new look at Meetings Africa 2023, in line with the show’s revitalised format, and that sustainability will continue to be at the centre of their event planning. “We support responsible tourism and adhere to its practices. All the material we use at Meetings Africa is friendly to the environment, and there will be talks on responsible tourism. The Sustainability Village will also return, putting several sustainable and talented South African artisans on the global map,” says Zinhle. She also promises bigger numbers. As at January 2023, 315 buyers from 53 countries had been confirmed for the 2023 show, as well as 323 exhibitors representing 21 African countries including South Africa.

connections. We say, come and connect at Meetings Africa and we can assure you that quality will be the essence of what we do,” concludes Zinhle.

WILL

you would like to attend Meetings Africa, please visit www.meetingsafrica.co.za, call +27

(0)11 895 3000 or email convention@southafrica.net.

Elevating event F&B,

THE MARRIOTT WAY

Louis van Reenen is the talented cluster executive chef overseeing the food and beverage (F&B) operations for the Marriott Melrose Arch Collection. Meetings sits down with him to find out what is happening in the banqueting space in 2023, including the trends we can expect to see more of, and how this is playing out in the kitchens under his leadership.

Business is back with a bang this year, and we’re moving into a new, elevated market. There is innovation everywhere, and the Marriott is no exception,” says Louis.

With nearly three decades of experience working at several leading hotel brands both locally and internationally, Louis is excited about the direction food service is moving into worldwide. “People

are less impressed with foams and garnishes and crave more authenticity, such as simple dishes made with seasonal produce and bursting with regional flavours. The focus is on quality over quantity, and a more relaxed approach to how food is served and enjoyed,” he notes.

Louis appreciates this authenticity, stressing that it can still be incredibly upmarket, but adding

that enjoyment should be fundamental to the whole experience. “If I can put a smile on your face, then I’ve achieved my goal,” he adds.

SPOILT FOR CHOICE, AND THEN SPOILED SOME MORE

Another change in the market is that people are more discerning when it comes to food. They have experienced international cuisines and know what they like. They are also knowledgeable about the benefits of healthy eating. Consequently, a broad range of dietary requirements and preferences are now recognised, from allergies and intolerances to diets such as palaeo or plant-based.

Aside from being readily able to meet these requirements, Louis highlights that the Marriott Melrose Arch Collection offers a huge array of choice. The four co-located Marriott properties are home to five restaurants and bars (although one is currently being refurbished and is unavailable at present). Care is taken to ensure that each establishment has a distinctive personality and offering to accommodate different taste profiles, while all share an elegant, upmarket experience. The cuisine ranges from global to local, often fusing both into one mouth-watering dish.

Louis elaborates, “Not only can clients choose between these options, but I can custom design a ‘hybrid’ menu for their event, pulling elements from the different F&B divisions to create something fresh and unique, and specific to their brief. We aren’t bound by rigid conventions. And while each brand is distinct, we are structured in such a way that we can work seamlessly together.”

Louis enjoys these creative curatorship opportunities, as it plays into his philosophy that F&B at events should help make memorable moments; “We are like a band. We should play to our audience. At the end of the day, they want to enjoy themselves.”

DELIVERING DELICIOUSNESS, FROM FARM TO FORK

Sustainable food service is another big trend that the Marriott hotel group upholds across its global operations. “Marriott’s philosophy is farming for the future. At the Melrose Arch properties, we focus on reducing our carbon footprint, use ethically sourced ingredients, and support small businesses such as boutique cheeseries and small-scale farmers,” says Louis. Some examples of what this looks like include: sourcing ingredients from within a 100 km radius of Melrose Arch (to avoid the carbon footprint of alternatives from further afield), choosing suppliers who are aligned to the Marriott’s values (an example being the group’s commitment to use only cage-free eggs by

WANT TO KNOW MORE?

Contact the central sales team via email mhrs.jnbmc.sales@marriott.com or call 010 495 4200.

2025, worldwide), and reducing food waste by serving smaller portions and repurposing food waste for compost.

“We have set – and met – a target to reduce food waste by 10% year-on-year. As you can imagine, this gets increasingly harder over time,” he adds.

BRINGING PEOPLE TOGETHER

Another trend Louis is excited about is the shift to serving food ‘family style’, from large platters rather than individual plates. Doing so invites people to interact and connect in a relaxed and informal manner.

Louis shares, “One of the highlights of my career was working at the five-star conference hotel Baku Marriott Hotel Boulevard, in Azerbaijan. That’s where I experienced how food can bring people together, as communities would congregate in courtyards in the summer to share meals. The women and children ate first, then the men. But everyone was there, together.”

DINING OPTIONS AT THE MARRIOTT MELROSE ARCH COLLECTION

JOHANNESBURG MARRIOTT HOTEL MELROSE ARCH

• Marriott Hotel’s Keystone Bistro Restaurant

“This is our flagship restaurant, servicing the Marriott Hotel and the Marriott Executive Apartments,” says Louis. “Here we can curate anything from big events for up to 100 people to intimate cocktails for two.”

Striking the ideal balance between simplicity and sophistication, Keystone is a place to unwind, refuel, network and socialise, under the skilled care of the attentive service staff. Its diverse menu features local and international favourites, complemented by an impressive array of premium beverages.

• Archer Bar & Eatery

This vibey spot is a social hangout for locals who like to stroll in from around the precinct to savour a speciality coffee or sip a creative cocktail or craft beer, complemented with locally inspired street food fare. The ambience is industrious, charismatic and dynamic, keeping the clientele energised and be inspired.

PROTEA HOTEL FIRE & ICE! BY MARRIOTT JOHANNESBURG MELROSE ARCH

• The Restaurant

“Just like Johannesburg is a world-class African city, Fire & Ice! is a world-class African venue. It is young, hip and happening, and it has a fast-paced feel for those on the go. The food reflects this – from braai culture such as chisa nyama to sharing pots, mixed in with the Hollywood inspired theme of burgers and shakes,” explains Louis.

AFRICAN PRIDE MELROSE ARCH, AUTOGRAPH COLLECTION HOTEL

• March Restaurant & Pool Bar

This upscale establishment is currently undergoing refurbishments to revitalise its look and feel, and guest experience. The menu will similarly be reimagined, with new dishes and flavours being developed to entice the choosiest tastebuds. These enhancements should be completed by April 2023.

• Library Lounge

He believes that, after being socially distanced for so long, people are craving this type of intimacy, and it will become increasingly popular at corporate events – not least because it is also a fun way to facilitate networking. mhrs.jnbmc.sales@marriott.com

“This is where clients come to slow down and relax, to listen to jazz and soak up the sophisticated and elegant atmosphere,” says Louis. With plush leather sofas, roaring fires (when needed) and an extensive menu of whiskeys, cognacs and speciality cocktails, it’s the perfect place to cap a perfect day.

Archer Bar & Eatery Pool Bar, African Pride Hotel, Autograph Collection

Marriott Hotel’s Keystone Bistro Restaurant

The Restaurant

5

AFRICAN MICE DESTINATIONS LEADING

Many African governments are waking up to the economic opportunities that MICE events offer, both directly in terms of tourism and indirectly in terms of advancing the industries they serve. We take a closer look at five African MICE frontrunners, with input from Rivania Govender, research specialist at Niche Partners.

01KENYA

Kenya was voted Africa’s Best MICE Destination 2022 in the World MICE Awards, while the World Travel Awards named Nairobi Africa’s Leading Business Travel Destination in 2016, 2019 and 2020.

Kenya prides itself on being the gateway into East and Central Africa. This is not only due to its geographical location, but also its thriving economy (the biggest in the region), good growth prospects and advanced connectivity between Jomo Kenyatta International Airport and Africa, Europe and Asia.

Rivania says, “Kenya continues to be under the MICE spotlight as one of Africa’s opportunity MICE markets. Kenya’s economy has seen sustained strong and stable growth, driven largely by positive investor confidence and an exceptionally resilient services sector – with agriculture, manufacturing and real estate also being key economic contributors.

The Kenyatta International Convention Centre is an iconic, 28-storey landmark in Nairobi’s skyline

A luxury bush breakfast in the Maasai Mara

Sunset over Lake Victoria in western Kenya

Maasai men on Diani Beach in Mombasa

The Maasai Mara National Reserve in Kenya describes itself as ‘the World Cup of wildlife viewing’

“The country’s Ministry of Tourism and Wildlife is responsible for rolling out Kenya’s Tourism Agenda 2018-2022, which forms the basis for the Kenya National Tourism Blueprint 2030. This incorporates several areas of development in Kenya, with its national convention bureau pivotal in 32 landmark projects.”

The Niche Partners MICE Maturity Indicator also highlights East Africa as having one of the most developed MICE markets, being both developed and formalised, and which the government recognises and prioritises. This includes the establishment of the Kenya Convention Bureau (meetinkenya.go.ke) in 2019, which is focused on increasing the number and quality of business events, meetings and conferences to the Kenyan destination.

The country also has an abundance of things to see and do, with seven Unesco World Heritage Sites listed in Kenya and another 17 on the tentative list. Its national parks offer unsurpassed scenery and wildlife sightings, including the Serengeti Great Migration, while its coastline is laced with sandy white beaches, lagoons, coral gardens and reefs. The country’s coastal seafood cuisine is also unique and highly regarded.

Accessibility

Many international airlines fly direct to Nairobi or Mombasa on a frequent basis, while the country’s extensive air, road and rail networks also support efficient and affordable transfers.

Another significant advantage the country offers is the granting of e-visas on arrival, avoiding visa issuing delays and enabling greater tourist arrival numbers.

Venues

Kenya boasts an extensive range of venues, which can host up to 4 000 delegates. Of these, the Kenyatta International Convention Centre (KICC) in Nairobi is the largest and best known. It has 13 venues, an outdoor exhibition floorspace of 7 500 m², and is a 10-minute walk away from a good selection of five-star hotels.

The KICC has hosted several successful international events such as the 14th session of the United Nations Conference on Trade and Development (UNCTAD 14) and the sixth Tokyo International Conference on African Development (TICAD-VI) Summit.

Aside from Nairobi, other popular MICE destinations within Kenya include the coastal city of Mombasa, the quiet port city of Kisumu on the shores of Lake Victoria, and the resort town of Naivasha that lies on the shores of its namesake lake.

Accommodation

According to the Ministry of Tourism and Wildlife, the country has 7 000+ three- to five-star graded hotel rooms in the capital city, Nairobi, as well as in Kenya’s secondary cities.

02MOROCCO

Morocco usually tops the list as the most visited country in Africa and is a popular destination for the full range of MICE events. It’s no surprise, given its accessibility, safety, great weather year-round, and stunning vistas – from deserts of coloured sand, to snow-dusted mountains and a 2 500 km coastline partly along the Mediterranean Sea. It also has a huge array of activities on offer, a fascinating history and culture (with nine cultural heritage sites on Unesco’s list), not to mention its affordability and world-class infrastructure to support business events and tourism.

Rivania adds, “Growth in the tourism sector has been earkmarked by the government’s strategic priorities due to its economic impact, job creation and the contribution of an estimated 12% to GDP, indicating an opportunity for the seemingly nascent MICE sector. The national tourism strategic vision for 2020 was set with the goal of making Morocco one of the world’s top 20 destinations.

Although the country has not updated its strategy, the vision encouraged

investment in eight tourism territories that are internationally competitive and differentiated (SMIT Morocco). Morocco’s MICE industry is the most active of all the North African countries included in our African Perspectives on MICE research.”

Accessibility

Morocco is one of the most convenient African destinations to travel to, being a quick 3.5hour flight from most European cities and having an impressive 25 airports throughout the country.

A high-speed train connects Tangier, Kenitra, Rabat and Casablanca, while the Moroccan

A typical Moroccan breakfast on a terrace overlooking Tangier

A camel caravan traversing through the desert at sunset

A Moroccan riad in Marrakech

The view from an old fortress in the fishing port of Essaouira

RE-IMAGINED AFRICA RISING OUT OF THE DUST

Moku� Etosha is a magical adventure, just a stone’s throw from the Etosha Gate. Here you can enjoy bush walks with the local Haikom Bushmen, pamper sessions at Omulilo Spa, property and night drives, and sky safaris and the Ontouka rep�le park.

Experience culinary bliss with live cooking sta�ons, a charcoal oven, a barista sta�on, and a Josper oven – all pure and organic carefully cra�ed quality treats.

Moku� Etosha will officially launch their refurbished look in March 2023. With a faceli� to the lounges, Lobby Safari Bar and Restaurant, kitchen, fire pit, pool bar as well as the addi�on of a wading pool and baby pool, this investment promises new world-class standards for their guests.

National Railways covers a large part of Morocco and has been lauded as the best railway service in Africa. Many other transport options abound – from coaches and rental cars to taxis, tramways, and even rental bikes and bike taxis for hyperlocal travel.

Venues

Several cities in Morocco are well equipped to host business events, notably including Agadir, Marrakech, Rabat, Casablanca and Mazagan. They offer a good selection of modern and well-equipped venues, typically within hotels. For larger conferences, the International Convention Centre Mohammed VI at Skhirat is located 30 minutes from Rabat and less than an hour from Casablanca. It has a heads of state room specially designed and equipped to host high-level international meetings, while its banquet hall can accommodate 1 000 cocktail guests. Meanwhile, in Marrakech, Palais des Congès can host up to 3 000 people, and Palmeraie Palace has a maximum capacity of 3 500 people.

Accommodation

In 2017, the Moroccan accommodation industry provided a total of 251 2016 beds. These were available from a range of establishments, from luxury hotels and resorts to riads – a traditional Moroccan house with a central courtyard.

Many planned hotel developments were also announced last year, with an additional 7 209 rooms within 50 hospitality establishments being anticipated.

03RWANDA

The Rwanda Convention Bureau (rcb.rw) launched in 2014 to market the country as a top destination for business events and business tourism. The government has taken several effective steps to support the bureau’s purpose, including the US$300 million (R5.11 billion) development of the Kigali Convention Centre, enabling visitors to obtain their visa on arrival, and investing in the national airline, RwandAir.

Destination Rwanda also scores highly in terms of sustainability, safety and being an easy place in which to do business, having achieved the following rankings: #15 out of 20 of the world’s greenest destinations on earth (World Travel Guide, 2020); the second safest place in Africa ( 2018 Global Law and Order, Gallup); and second easiest place to do business in Africa (Doing Business 2020, World Bank).

Despite its small footprint, the ‘country of a thousand hills’ is home to four national parks, each with a rich biodiversity of both flora and fauna, and habitats ranging from savanna to lush rainforests, volcanic mountains and crater lakes. The country is also famed for the uniquely memorable experiences it offers tracking endangered mountain gorillas and other primates.

Accessibility

Kigali International Airport is serviced by several international airlines including RwandAir, Kenya Airways, Ethiopian Airlines, Brussels Airlines, KLM, Qatar Airways and Turkish Airlines.

Within the country, travel by road is recommended. The roads linking major centres are in good condition, and tour operators can assist with transfers. Alternatively, Akagera Aviation provides helicopter transfers and tours.

Venues

Rwanda’s four largest business event venues are in Kigali: the Kigali Convention Centre, which can accommodate up

to 2 600 seated guests; the versatile Intare Conference Arena whose three largest venues can accommodate 2 500, 1 500 and 1 000 seated guests; the BK Arena, Kigali’s

first 10 000-seater arena and multipurpose facility; and the Kigali Convention and Exhibition Village, with a total site capacity of 10 000 people within its 12 meeting halls. However, MICE events don’t need to be limited to Kigali. Four other cities also offer conference venues and meeting spaces, such as the scenic Nyagatare, the popular tourist city of Musanze, the waterfront town of Rubavu on the shores of Lake Kivu, or the intellectual and cultural centre of the country, Huye.

Accommodation

Rwanda has a varied mix of luxury and classic accommodation options. Here you can find leading international hotel brands and privately owned boutique hotels, eco-lodges, luxury safari resorts and more rustic options. Roughly half of these are in Kigali.

SOUTH AFRICA

South Africa has much to offer as a MICE destination, and was ranked the best destination in Africa for association meetings by the International

Lake Kivu in Rwanda is one of the largest of the African Great Lakes

At night, Kigali Convention Centre lights up in the colours of the Rwandan flag. The Radisson Blu Hotel can be seen to its right

Tracking the endangered mountain gorillas in Rwanda is safe and relatively accessible

Kigali at night

ICCA recognised Cape Town as the number one city in Africa for business events from 2010 to 2019

The sunrise over Sun City Resort in the North West province – home to one of the country’s many convention centres

A PARADISE WHERE THE EARTH RISES AGAIN, FERTILE AND GREEN

ESCAPE INTO THE LUSH COUNTRYSIDE

Located at the foot of the Otjihavera Mountains, Midgard offers 90 fully equipped modern rooms, free Wi-Fi, numerous dining areas, a bar and two swimming pools.

Explore the outdoors on our 4x4, hiking and mountain bike trails, enjoy horse riding, play volleyball, tennis, pool or outdoor chess or spend some �me relaxing at our spa.

One of the estate’s major a�rac�ons is a Hilltop Sundowner Drive, where you can enjoy a stunning 360° view over the Otjihavera Mountains. Our game park is home to giraffes, blue and black wildebeests, oryx, kudus, hartebeests, eland, smaller antelope species, warthogs, and baboons.

Congress and Convention Association (ICCA) in its 2022 Destination Performance Index.

This success is in part due to the concerted effort and support the government has put into growing this sector, which is realised through the South Africa National Convention Bureau (SANCB, www.southafrica.net/gl/en/business), the first convention bureau established in Africa.

Rivania says, “An important goal of the SANCB is to maintain SA as the number one business events destination. The MICE industry in South Africa is very formalised, with associations established in several business events subsectors. The national tourist policy recognises the business events industry as a significant subsector and allocates funds to the convention bureau.”

The country also offers visitors several benefits such as warm weather, vast and beautiful landscapes, great value for money, world-class infrastructure and plenty of activities to choose from –including some of the best safari and Big Five game viewing in the world, a wide array of adrenaline adventures, abundant Blue Flag beaches, and picturesque vineyards that produce globally renowned wines. South Africa is also famous for its inspiring history, rich cultural heritage, and warm and welcoming people.

Accessibility

Being on the southernmost tip of Africa, the ‘Rainbow Nation’ is a long-haul destination, but many would argue well worth the extra travel time. On arrival, world-class airports and services ensure business travellers can get around easily and comfortably.

Venues

Cape Town has regularly appeared on top business events destination lists, but it would be remiss to think that the rest of the country doesn’t have something to offer in the MICE space. Over 1 700 meeting venues are spread across South Africa, including international convention centres located in Johannesburg, Cape Town, Durban, Pretoria, East London, Kimberley and Port Elizabeth. The largest of these meeting venues can accommodate more than 20 000 delegates.

The country has successfully hosted several large international events, including the 21st International AIDS Conference, the 17th United Nations Conference of the Parties (COP17), the 5th BRICS Summit and the World Economic Forum, as well as major sporting events such as the 2010 FIFA World Cup, as well as cricket and rugby world cups.

Accommodation

Accommodation options abound for visitors to South Africa – from lavish five-star hotels and safari camps to more affordable guest houses and B&Bs, and everything in between.

In 2021, South Africa had an estimated 69 500 hotel rooms. While these numbers have likely changed since, it is positive to see several new hotel developments in the pipelines and recently reaching completion.

05TANZANIA

Like the other countries listed, the Tanzania Tourist Board (TTB, www.tanzaniatourism.go.tz/en) has committed to increasing its MICE market share and, to this end, is a member of ICCA.

Tanzania is a safe destination with a warm tropical climate, and offers great value for money. Its online visa application process simplifies getting your visa, although a visit to the nearest consulate for an interview may still be required.

Tanzania has many and varied tourist attractions, making it a widely appealing destination. Along its coastline are stretches of white sandy beaches and azure blue sea, while the warm waters of the Indian Ocean are rife with marine life and perfect for scuba diving. The semi-autonomous Zanzibar archipelago forms part of the United Republic of Tanzania, and in itself is an exciting destination to visit.

Going inland, there is the world-famous Serengeti National Park, a World Heritage Site covering approximately 15 000 km² of protected land. Here, visitors can witness the Serengeti Great Migration, the largest mammal migration on earth. Other famous attractions include Lake Manyara National Park, Tarangire National Park, the volcanic Ngorongoro Crater (also a popular place for wildlife viewing), and Africa’s highest mountain, Kilimanjaro.

Mount Kilimanjaro is a dormant volcano with three volcanic cones: Kibo, Mawenzi and Shira. At 5 895 metres above sea level, it is the highest mountain in Africa

Accessibility

The Julius Nyerere International Airport in Dar es Salaam is the easiest way to access Tanzania, although limited international flights are also available into Kilimanjaro International Airport.

Flying is also one of the best ways to get around within the country, because of its size and the variable road conditions. Fortunately, there are many domestic airlines offering services between major cities, while charter companies fly to smaller destinations and the nature reserves.

Venues

Tanzania has two international conference centres, namely the Arusha International Conference Centre (AICC) in Arusha, halfway between Cape Town and Cairo, and the Julius Nyerere International Convention Centre

(JNICC) in Dar es Salaam. AICC has 10 meeting rooms with a seating capacity of 10 to 1 350 delegates, and an average collective total occupancy of 2 500 delegates. Meanwhile, JNICC has 12 conference rooms that can accommodate 5 to 300 delegates each, or 1 003 delegates in total.

Both venues are fitted with modern conference equipment and are close to some of the best tourist attractions in the country, which is an added convenience for those wanting to take pre- or post-show tours.

Accommodation

The tourism industry in Tanzania is well developed, which has resulted in a wide range of accommodation to suit different tastes and budgets. These include five-star hotels, upmarket lodges, guest houses, tented camps (including luxury options) and camp sites.

South Africa has numerous luxury safari accommodation options

Known as ‘Africa’s richest square mile’, Sandton is an economic powerhouse in Johannesburg and a popular conferencing and meetings destination

Dar es Salaam grew from a fishing village to become a major city and commercial port on Tanzania’s Indian Ocean coast

The Serengeti Great Migration sees an immense herd of wildebeest trek 800 km every year, between June and August

The amazing turquoise waters next to Mnemba atoll, Zanzibar

BUILT

AFRICAN MICE CLIENT AND SUPPLIER TRENDS

Rivania Govender , research specialist at Niche Partners, shares a snapshot of some key client and supplier trends that have emerged in the annual African Perspectives on the MICE Industry Report for 2023

The iteration for 2023 is currently being finalised by Niche Partners. The report shares in-depth research conducted in 16 African countries and offers the most comprehensive insights available on the African MICE and business events sector. Findings cover Africa’s broad economic forecasts, source markets related to tourism, African countries’ economic priority sectors and the opportunities for MICE business tourism in these sectors.

Included in the report are key supplier and client trends based on the annual survey done in collaboration with Meetings magazine. Read on for a snapshot of these key trends.

CLIENT TRENDS

Trend #1: Clients prefer inperson meetings (Graph A) In the last two years, hybrid events have grown in popularity among association, corporate and government clients. This option has numerous advantages, including the ability to enter new markets, provide a more convenient option for attendees, reduce costs and gather insights with online event participants. The introduction of hybrid platforms left the MICE industry supplier value chain concerned about whether customers prefer hybrid solutions to in-person meetings.

However, the survey found that clients were eager to return to in-person meetings, with approximately 70% of client respondents preferring to attend in-person events. The benefit of face-toface meetings was well expressed in one of the client respondent comments, saying, “Our clients feel that they can generate more impactful business opportunities and better reach potential customers to market their product when they are not communicating from behind a screen.” However, the remaining 30% of the client respondents preferred hybrid meetings. The benefits of hybrid meetings included the convenience and cost reductions offered by hybrid meetings for attendees and the increased audience reached.

GRAPH D: HAS BUSINESS SHRUNK OR GROWN?

Shrunk Grown

these growing industries may represent future business opportunities for the MICE suppliers, a deep dive into the growth industries is significant for future growth strategies.

SUPPLIER TRENDS

ABOUT NICHE PARTNERS

Trend #2: Uncertainty about new revenue options (Graph B)

One of the central questions of the research has been around business continuity, with the goal of understanding how clients and suppliers have adapted to market conditions over the last two years. When asked what revenuegenerating models were used to maximise profits in 2022, 20% of client respondents cited value-added collaborations as their main action. This included collaboration across different organisations and platforms to increase value with several supplier negotiations. Within the responses, there also appears to be a significant amount of uncertainty in the options available for revenue generation outside of the client respondents’ normal streams of income. Approximately 45% of respondents struggled to provide clear answers to this question.

Trend #3: Few client sectors grew during the pandemic (Graph C)

The MICE industry is driven by clients’ need to trade, educate and network, which were all put under pressure over the last few years. An important finding is that while 70% of the client respondents saw a decline in their industry growth during the past two years, the remaining 20% experienced sector growth. Since

Trend #1: Smaller, in-person meetings (Graph D) MICE suppliers have had to adapt in a variety of ways over the last two years, with many companies adopting various virtual event technologies for business events. According to the survey results, however, the suppliers are seeing an increase in the return to fully in-person meeting attendees, with nearly 77% of suppliers holding in-person-only meetings.

It should also come as no surprise that the size of events decreased, as restrictions and client budgets were severely impacted in the past two years. According to 73% of the respondents, meetings became smaller.

Trend #2: Revenue generation remains a challenge (Graph E)

As face-to-face marketing events were cancelled or postponed during the Covid-19 pandemic, many larger venues on the continent were able to collaborate with government and private sectors. Supplier respondents commented that they repurposed their venues as “field hospitals, isolation venues, religious gatherings such as church, recording studios, office rentals vaccination sites, and temporary or permanent storage”.

Even though more suppliers than clients were able to respond to the question of revenue generation plans, there is still a significant amount of uncertainty in the options available to

Niche Partners is passionate about market research for the meetings, incentives, conferences and exhibitions (MICE) industry. Their goal is to maximise the opportunities for growth in various economic driving sectors in Africa, and their annual research report is a critical tool in achieving this outcome. By delving into and comprehensively understanding the perspectives of meetings industry professionals and clients operating in Africa, it’s the go-to source for guiding MICE market decisions and strategies. To access the full African Perspectives on the MICE Industry Report for 2023 or sign up to Niche Partners’ newsletters on continental research, please email sales@nichepartners.org.

You can also find out more at www.nichepartners.org.

them outside of the normal streams of income, as evidenced by the 30% of respondents who did not respond to this question. Following that, budget management and flexibility were the most frequently mentioned examples of revenue maximising models.

GRAPH E: REVENUE MAXIMISING MODELS

Source: African Perspectives on the MICE Industry Report for 2023

THE STATE OF THE AFRICA’S MICE INDUSTRY

Now that Covid-19 restrictions have been eased across the world, Africa’s MICE businesses are set pick up pace, driven by stronger relationships, meaningful dialogues, agility and innovation. It is, therefore, not business as usual.

It is anticipated that the sector will enjoy significant opportunities, not least due to the African Continental Free Trade Area (AfCFTA). The agreement provides access to an integrated market opportunity of over 1.3 billion people, which will in turn boost and broaden MICE economic activities. In fact, the AfCFTA can be leveraged to

revolutionise the African MICE industry, if prioritised by stakeholders as a catalyst for growth through initiatives such as the annual Intra-Africa Trade Fair.

SUCCESS STORIES

Having realised that the MICE segment can be a game changer for tourism growth, several African countries have adopted aggressive policies to promote this segment. This is evident in South Africa, Morocco and Rwanda, who are the market leaders. These countries prioritise all four pillars of MICE – meetings, incentives, conferences and exhibitions – and continue to professionalise the industry through innovative development programmes with their convention bureaus as lead agents. Up-and-coming African MICE destinations include Botswana, Kenya and Ghana. Botswana and Kenya are focused on targeting MICE opportunities that are aligned with their key economic sectors, while Ghana has positioned itself as a destination for social events – anchored on the successes it achieved through initiatives such as the 2019 ‘Year-of-Return’ and ‘December in Ghana’.

ALL ABOUT KWAKYE

Kwakye Donkor is the CEO of Africa Tourism Partners (ATP), which is a UNWTO affiliate member and UNWTO award-winning firm. He is a renowned strategist and expert in tourism development, marketing, brand management and MICE.

Visit theplannerguru.co.za’s events listings to view ATP’s upcoming events in 2023.

All these countries have been extremely successful in growing the contribution of their MICE segment to their local economies by repurposing their destination marketing resources to robustly pursue local, regional, continental and global MICE sector opportunities.

CHALLENGES

In spite of the above progressive approaches and outlook, the MICE sector in Africa still faces the challenge of limited integrated world-class MICE facilities, high cost of travel and intra-Africa mobility, and lack of MICE capacity-building programmes. These have been major hurdles for the growth of this segment.

Resolving these means that countries have to provide strong MICE leadership that balances pragmatism with agility, innovation and bold ideas. With regard to capacity building, the countries must consistently train and develop skills as a way of setting a foundation to deliver quality standards on par with the rest of the world.

FUTURE OUTLOOK AND EMERGING TRENDS TO WATCH

The millennial workforce is reaching critical mass. This is driving a paradigm shift in what the minimum standards and requirements for the industry should be, which must now include state-of-the-art technology, interactivity, engaging content, and issues of environmental and social sustainability. Another critical trend to watch is an increasing demand for unique outdoor and curated experiences. This is mainly due to a rising demand for post-pandemic sustainable travel. This means rethinking ‘green space design’ and investing resources in uniquely curated experiences for ecoconscious business and bleisure travellers. These can be a strong attraction to potential MICE corporate buyers and travel trade.

Finally, it must be noted that, while virtual events proliferated the market during the pandemic, hybrid and live events still have strong mid- to long-term potential in Africa and must not be ignored.

WHAT’S NEXT?

MICE and business events stakeholders and destinations need to start reimagining delegate experiences and operate like startups. This means being ready to prototype, iterate and continue to improve. This is vital to generating initiatives, solutions and programmes for growth in a constantly changing environment.

Kwakye Donkor shares his insights on the current state of Africa’s MICE sector.

WELCOME TO CHOBE WATER VILLAS

MATCH YOUR RHYTHM TO THE PEACE AND CALM OF THE RIVER FLOW

Located in a special corner of the African wilderness, where two mighty rivers meet, forming a wetland paradise. Discover the wonders of this magical destination at the very tip of Namibia’s Zambezi Region, previously known as the Caprivi Strip, and immerse yourself in its serene elegance.

Nestled in the beautiful lap of nature on the bank of the Chobe River, the Chobe Water Villas offer an impeccable

front row seat to untamed nature. The exclusivity and style of this boutique Lodge is unparalleled.

This is a fully inclusive service offering and has additional activities to choose from which is guaranteed to further enrich your Namibian experience. Two activities per day are included in your room rate, assuring you double excursions daily. Prepare to be immersed in the magnificent adventure that can only be ensured through the Chobe experience.

• Game Drive Safaris

• Chobe River Safari Cruises

• Cultural Tours

• Victoria Falls visit

• Tastefully infused African and European Cuisines.

• Flight of the Angels

• Fishing Charter

• 16-seat Board Room ideal for intimate and exclusive Meetings

ONE ADDRESS.

The Johannesburg Marriott Hotel Melrose Arch is the premium business hotel in Johannesburg providing state-of-the-art business facilities within the Melrose Arch Precinct. Featuring 306 rooms and suites, including a contingent of sharing rooms, the venue is ideal for groups.

For an extended stay, the Marriott Executive Apartments Melrose Arch offers premium, fully serviced apartment living within the Melrose Arch Precinct. Feel perfectly at home in your choice of one-, two- or three-bedroom apartments complete with a fully equipped kitchen, dining area and lounge designed for comfort, convenience and style.

At African Pride Melrose Arch Hotel, Autograph Collection , we welcome guests to the Melrose Arch lifestyle development. Wrapped in five-star chic and allowing access to exclusive experiences that our surroundings offer –a glorious space to stay, eat, play and shop.

@fireandicema

YOU NEED TO KNOW ABOUT IN 2023 MEETING SPACES

We reached out to several event planners to ask them to nominate a venue that they had worked with in 2022 and would recommend for a MICE event. Here are the results.

EASTERN CAPE

A blank canvas

THE TRAMWAYS BUILDING

Corner Lower Valley Road & Union Street, Gqeberha, Nelson Mandela Bay www.mbda.co.za

• 4 venues

• Largest venue capacity: 500 pax

• 1 000 m² exhibition space

The Tramways Building, a relic from the city’s old public transport tram network that closed down in the 1940s, was revamped and reopened in 2019 as an event venue. The R40 million investment by the Mandela Bay Development Agency was made to create a catalyst for economic opportunities in the Baakens Valley, and appears to have succeeded, given the venue’s popularity.

Claire Kivedo, managing creative director at Overall Events & Communication, says, “This beautiful versatile venue situated in Nelson Mandela Bay is a landmark, historic space that can host various types of events and celebrations. The authentic look, feel and backdrop of its location allow you to enjoy the views and precious heritage of the old tramways building.”

Claire has successfully hosted a variety of events there, including book launches, conferences, seminars, workshops, cocktail functions, milestone celebrations, exhibitions, trade shows, local markets and various concerts. “It is an event canvas

for you to enjoy without any frills or to decor up as you see fit,” she adds.

Another reason she rates the venue so highly is because of the staff who work there. She says, “Working with the Tramways and their team is a breeze, as there is flexibility and most options can be selected by you or they can recommend their trusted, contracted list of suppliers.”

Endless options

NELSON MANDELA BAY STADIUM

70 Prince Alfred Road, North End, Gqeberha, Nelson Mandela Bay www.nelsonmandelabaystadium.co.za

• 9 venues

• Largest venue capacity: 5 000 pax

• 245 m² exhibition space (outdoor)

If you’re looking for options, the Nelson Mandela Bay Stadium has more than a few. “We’re more than just a sporting facility; we’re a people’s stadium,” states the website. And it’s true – this enormous, world-class facility is geared up for business events, big and small.

Claire also nominates this as one of her preferred venues, saying, “Besides the big open grass areas

Nelson Mandela Bay Stadium

Claire Kivedo, managing creative director at Overall Events & Communication

The Tramways Building

that have hosted concert crowds of more than 5 000 people, the venues inside the stadium are what we have made use of the most for our business events. Conferences, meetings, gala dinners, launches, indabas, exhibitions, mountain bike races, media conferences, workshops, seminars, concerts and comedy shows are just some of the types of events that can be hosted here. There are big and small rooms available (ideal for breakaway rooms) that offer either lake-side or stadium arena views and can host from 30-250 guests, depending on the layout required.”

She adds, “The views over the North End lake in the World of Windows venue are what make this venue extra special, as well as the fact that it was host to official FIFA World Cup 2010 matches. A one-of-a-kind experience for you and your guests with a team that will accommodate your event requirements.”

GAUTENG

Intimate & personal CANDLEWOODS BOUTIQUE VENUE

1 769 Candlewoods Lane, Louwlardia Ext 34, Centurion candlewoodsvenue.co.za

• 2 venues

• Largest venue capacity: 150 pax

The Candlewoods Boutique Venue is a gorgeous setting for your wedding day – or your next conference or corporate event.

JP van Schalkwyk, director of Up A Tone Events, chooses this venue as one of his firm favourites. He says, “It’s known for its fantastic service delivery and beautiful gardens, and it’s a great option for outdoor and indoor events.” Indeed, glowing Facebook reviews include descriptions such as “personal touch”, “excellent service”, “flawless”, “professional” and more.

Clients can choose between the luxurious banquet hall or the picturesque chapel (steeped in romantic history), while its manicured garden is a beautiful backdrop for photos or small events.

The property has a coordinating team to ensure your event runs smoothly, and talented in-house catering and decor specialists.

JP van Schalkwyk, director of Up A Tone Events

The Capital On The Park in Sandton

Candlewoods Boutique Venue

Central & swanky

THE CAPITAL ON THE PARK IN SANDTON

129 Patricia Road, Sandown, Sandton thecapital.co.za

• 11 rooms/venues

• Largest venue capacity: 500 pax

• 300 rooms

Centrally located in Sandton and overlooking Mushroom Park, The Capital On The Park is an upmarket multipurpose space with a variety of venues, hotel rooms, apartments, restaurants, bars, gym with specialised gym classes, spa rooms with on-site beauticians, as well as a large pool deck and jet pool. Calling itself a ‘business resort’, it has been designed to accommodate all the needs of corporates wanting a place to seamlessly accommodate work and play. Think uncapped high-speed Wi-Fi, 24-hour in-room dining and a signature champagne bar. The hotel has a great vibe and regularly hosts ‘Turn it UP!’ events for guests to let their hair down after a conference or meeting.

Nina Freysen-Pretorius, CEO of The Conference Company, says, “With the world ‘opening up’ again after our industry’s Covid-19 traumatic hiatus, it feels like the lead times received from our clients have become extremely short and the venue meeting options more challenging to find and secure. Accessibility, affordability and flexibility of venues to host meetings of various sizes are key to a good meeting venue.”

Within this context, she names The Capital On The Park in Sandton as a venue she has successfully worked with, which meets these criteria.

She adds, “While we have all left our maskwearing days behind, the option of fresh air, open spaces and good ventilation does give a venue the edge.” In this vein, the venues at The Capital On The Park in Sandton open on to a deck, giving attendees plenty of fresh air, light and an inviting space for breaks.

An urban retreat INDABA HOTEL IN FOURWAYS

Corner of William Nicol Drive & Pieter Wenning Road, Fourways

www.indabahotel.co.za

• 24 venues

• Largest venue capacity: 2 000 pax

• 260 hotel rooms

The Indaba Hotel somehow manages to capture the benefits of being both in the city and in the countryside. In its own words: “Just north of the fast-paced business world of Sandton, Johannesburg, lies the Indaba Hotel, Spa & Conference Centre, nestled beneath the vista of the magnificent Magaliesberg Mountains. It is a compelling blend of business-like convenience and efficiency, along with a relaxed and warm country hospitality atmosphere.”

The Indaba Hotel also makes it on to Nina’s favoured venue list, again due to its accessibility, affordability and flexibility. She expands, “This venue ticked the required boxes of being accommodating to clients’ needs, having natural light and fresh air, as well as being in the right cost bracket.”

Aside from its award-winning conferencing, meeting and banqueting facilities, the Indaba

Indaba Hotel in Fourways

Hotel has three varied restaurants, a cocktail lounge, as well as a Mowana Spa, gin school and wine tasting rooms. It’s also close to many other attractions that could appeal to MICE guests, such as hot-air balloon rides, trout fishing, the Montecasino entertainment mecca with its casino and two theatres, and several large malls nearby.

Eclectic & cool

LOFT AT NINE

9 Umgazi St, Menlo Park, Pretoria www.loftatnine.co.za

• 3 venues

• Largest venue capacity: 220 pax

Another of JP’s favourite venues is Loft at Nine. It’s important to mention that he is the owner of

the venue – but the client testimonials support his belief that it is a great space for both in-person and hybrid events.

The main venue is a spacious double-volume room with red brick walls, industrial frames and bare-bulb chandeliers. It’s a versatile space for a range of lifestyle and social events, executive conferences, weddings, fashion shows, networking events, corporate events and launches, photographic and film shoots, and more.

For smaller meetings, the LOFTIC Boardroom is a great choice. It’s a high-tech hub fully equipped with LED screens, wireless presenting and doodle walls, accommodating up to 30 delegates at a time. Wi-Fi, on-site parking and the Rock ‘n Roll

On shores

Coffee Bar for those needing a caffeine kick are the perfect additions for corporate guests. The third venue is the outside space complete with its outdoor cocktail furniture, and the ideal spot for the craft beer and wine tastings available on request.

KWAZULU-NATAL

Can-do attitude

DRAKENSBERG CONVENTION CENTRE (CHAMPAGNE SPORTS RESORT)

Central Drakensberg, KwaZulu-Natal www.champagnesportsresort.com

• 16 venues

• Largest venue capacity: 1 400 pax

• 1 200 m² exhibition space

• 152 hotel rooms and 91 chalets

Denise Kemp, owner of Eastern Sun Events, strongly recommends the Drakensberg Convention Centre for hosting business events, explaining, “This is an outstanding venue, which can cater for large conferences. Nothing is too much trouble for the staff. We tend to judge staff on their ‘cando’ attitude and friendliness. Drakensberg has both of these.”

Strand Hotel Swakopmund is the perfect venue for anyone wanting to explore Swakopmund in luxury.

Taste the wonders of Swakopmund with a fine dining experience like no other. Our 3 unique restaurants serve a delectable range of cuisines for even the most descerning of pallettes. Unwind to the rhythmn of the ocean in one of our 125 en-suite room. With 74 Standard rooms, 2 Enabled rooms, 40 Luxury rooms, 6 Junior suites, 2 Luxury suites and 1 Presidential suite. Host your events in style, from meetings, conferences, launches and banquets, our state-of-the-art business facilities are spread over an area of 440sqm, perfect for any gathering. Our multi-functional spaces transform for convenience and ease, all the while serving a unique wave of rejuvenation.

Loft at Nine

Denise Kemp, owner of Eastern Sun Events

Nestled in the picturesque central Drakensberg, the scenery at this venue is spectacular, and numerous leisure activities are on offer, including a wellness centre and 18-hole golf course. The golf course has been rated as SA’s most beautiful in recent years, with the clubhouse rated in the top five 19th holes in South Africa.

The larger event venues are thatched and acoustically designed, and state-of-the-art conferencing equipment is available.

The accommodation at Champagne Sports Resort was recently upgraded and includes a huge range of options, from double and twin rooms to family suites, inter-leading rooms, presidential suites and chalets.

WESTERN CAPE

A sustainable superstar CENTURY CITY CONFERENCE CENTRE

No. 4 Energy Lane, Bridgeways Precinct, Century City, Cape Town ccconferencecentre.co.za

• 20 venues

• Largest venue capacity: 1 900 pax

• 1 200 m² outdoor exhibition space

• 205 hotel rooms and 18 studio apartments, plus another 500 hotel rooms within walking distance

Century City is a 25 hectare mixed-use development, almost half of which is occupied by canals, nature reserves and commercial properties. The rest of the development includes entertainment facilities, and residential and retail spaces – all of which are an easy, safe stroll away along palm-tree-lined roads and cobbled streets.

Within this space is Century City Conference Centre, which was voted Africa’s most sustainable venue in 2019, thanks to its 4-Star Green Star Certification by the Green Building Council South Africa, and its water management, recycling and

waste management, and various energysaving initiatives.

The Centre also boasts high-speed internet connectivity and cutting-edge technology (no surprise, given the city’s smart status), has backup generators, and has a virtual conference centre that can be used for

either a 100% virtual event or a hybrid event integrated into the Centre’s space.

Nina picks the Century City Conference Centre as one of her favoured venues because it is accessible (being 10 km outside of Cape Town and 15 minutes from Cape Town International Airport), affordable and flexible when dealing with client requests. She believes that these three advantages are the ones that will be vital in 2023.

Drakensberg Convention Centre

Century City Conference Centre

Nina Freysen-Pretorius, CEO of The Conference Company

Elegance & efficiency

LORD CHARLES HOTEL AND CONFERENCE CENTRE

Corner Main Road (M9) & Broadway Boulevard, R44, Somerset West lordcharleshotel.com

• 9 venues

• Largest venue capacity: 500 pax

• 188 hotel rooms and 10 suites

The four-star Lord Charles is another favourite for Denise, who says, “This venue caters for mediumsize conferences. The staff are very competent

and willing to do anything to assist you with planning and execution.”

Situated at the foothills of the Helderberg mountains and a quick 20-minute drive from Cape Town International Airport, the Lord Charles Hotel is set on 22 acres of idyllic landscaping. The refurbished hotel is beautifully and elegantly decorated. Guests can enjoy traditional luxury in their newly upgraded rooms, not to mention its resort-style amenities: tennis courts, swimming pools, spa, hair salon, and a revitalised feature dam.

Three dining options are available, all offering mouth-watering cuisine thanks to executive chef Yusuf Abrajee, who has over 25 years’ experience in the industry.

The fully equipped venues include eight meeting rooms and the Grand Ball Room.

The Lord Charles also offers complimentary Wi-Fi and on-site parking with 24-hour manned security, as well as easy access to white sand beaches, world-renowned golf courses, wine tasting at local farms and retail therapy.

Perfectly picturesque

OUBAAI HOTEL GOLF & SPA

406 Herolds Bay Road, George www.oubaaihotels.com

• 7 venues

• Largest venue capacity: 300 pax

• 100 hotel rooms and suites

Oubaai Hotel, Golf & Spa is a popular business and conference hotel in Herold’s Bay, seven minutes’ drive from George Airport. It’s the top pick for Kim Roberts, director of Mise-en-place Solutions, who says, “The Oubaai Hotel is an exquisite property located along the picturesque Garden Route. The staff are incredibly friendly and accommodating, where the team went out of their way to make sure that our conference and stay were comfortable and enjoyable.

“The hotel itself is beautifully designed and well maintained, with spacious rooms and modern amenities. The location is also fantastic, with stunning views of the surrounding area and easy access to a variety of outdoor activities. The hotel has a morning walk to the whale lookout point that many of the attendees joined one morning.”

Kim adds that the conference facilities were ideal for the business conference she had there, with backup power for load-shedding and great outside spaces to network.

“Additionally, the hotel’s location on the doorstep of the town of George provides a great setting for team-building activities (our group went e-biking, attended a coffee and chocolate educational tour, as well as birding on the Touws River) and not to forget about the number of gorgeous beaches and golf courses,” she adds.

It’s worth mentioning the hotel has a prestigious Ernie Els 18-hole golf course and Freesia Spa for some pampering.

Kim Roberts, director of Mise-en-place Solutions

Lord Charles Hotel and Conference Centre

Oubaai Hotel Golf & Spa

HOTEL VERDE: A CASE STUDY IN CLIMATE-CONSCIOUS CONFERENCING

Net-zero targets are gaining popularity among corporates, and the MICE industry needs to find ways to support these goals. This is why Hotel Verde’s bold offering for complimentary carbonneutral conferencing is a stroke of genius.

Every conference or stay at Hotel Verde Cape Town Airport is guaranteed to be 100% carbon-neutral. This means that every guest’s greenhouse gas emissions are automatically offset through certified carboncapture projects. This added value – at no added cost – is unheard of in the MICE industry. It sets the property apart as one that is truly committed to sustainable events and ethical business practices. No surprise, then, that it has earned the title of Africa’s Greenest Hotel.

CERTIFIED CARBON CREDITS AND OFFSETS

Caron van Rooyen, GM of Hotel Verde, explains, “As a predominantly corporate hotel, we pride ourselves on being able to offer our guests a sustainable conferencing experience alongside sustainable accommodation. To this end, we teamed up with carbon offsetting specialists who audited the carbon emissions produced by guests during their time at Hotel Verde. We now purchase certified carbon credits for all our hotel and conferencing guests based on this data, which is directly invested into sustainable farming and reforestation projects.”

Every Hotel Verde guest receives an audited carbon-neutral certificate at the end of their visit, which corporates can use in their sustainability reporting and towards their own company’s offsetting efforts.

“The more time you spend with us, the more you earn!” adds Caron.

BUT FIRST, REDUCE

What makes this an ethical and affordable strategy for Hotel Verde is that guests and events create minimal carbon footprints in the first place, due to its green building design and sustainable operations.

From efficient temperature control technologies to wind turbines and a greywater recycling plant, the infrastructure promotes sustainability in myriad ways. As a result, the hotel runs with 70% more energy efficiency than any other Cape Town hotel and has won numerous awards for its water and energy saving technologies.

DOWN TO THE LAST DETAIL

Caron adds that sustainable choices define all their day-to-day operations. For example, all

conferences benefit from the following:

• state-of-the-art AV equipment and chalkboards rather than white boards and flip charts

• video conferencing supports business meetings, helping to decrease travelrelated emissions

• recycled notepads and pencils are kept aside for those delegates who request them (keeping notepads ‘out of doodle reach’ attributes to significantly less wastage)

• all delegates receive a complimentary mineral water, bottled on-site, as opposed to conventional PET bottles

• fresh fruit bowls are readily available to encourage healthy eating habits, while healthier snack options are served during breaks and lunch

• clearly labelled recycling bins are prominently placed in the venue to encourage delegates to support the property’s recycling goals.

With all these strategies in place, Hotel Verde truly is a best practice case study for venues of the future. “Together, we can end climate change,” concludes Caron.

Venue with a view

Ideally situated in Cape Town’s V&A Waterfront, the Two Oceans Aquarium is renowned for its magnificent displays as well as its unique functions and conferencing venues.

This world-class facility is the ideal place to thrill guests or to capture the imagination of conference delegates.

From formal dinners and cocktail parties to conferences presided over by Table Mountain, the Two Oceans Aquarium offers a spectacular setting to host an unforgettable event.

The l&J Ocean Exhibit is a majestic space offering views of marine life through a vast seamless window. Gentle rays glide by and turtles steal the limelight as they invite you for an immersive underwater experience through a full acrylic tunnel.

For large groups, the entire Aquarium provides a living backdrop for a memorable cocktail party.

Could business events be getting a bad rap?

When it comes to hosting events, there are some new risks in town: non-delivery, poor service and payment delays. Complaints of this nature have become more common during the post-pandemic recovery phase we’re in. Meetings explores the question: how can you safeguard your business and brand – and, ultimately, our industry – from the damage these can cause?

Working in the MICE space in 2022 was not for the faint-hearted. Additional challenges such as an exodus of expertise, a shrinking network of suppliers, heavy debt repayments and a struggling economy made already stressful jobs that much harder. And then there were the knock-on effects of these consequences…

IT’S A NO-SHOW

Ellen

Oosthuizen,

chairperson of the PCO

Alliance Network, shares that two PCO Alliance Network members secured the same venue for year-end events last December – one paying a hefty deposit, the other in full – only to discover that the landlord had closed the venue down after a lapse in rental payments.

“The venue didn’t inform any clients that it had closed, and four corporates that we know of came to closed doors,” says Ellen, adding, “I have never experienced this in the 28 years I’ve been in business!”

Lee-Ann Alder, association manager of the Exhibition and Event Association of Southern Africa (EXSA), also raised the issue of non-delivery in the Sept/ Oct 2022 issue of Meetings , citing cases of custom stands not being built in time for exhibition openings.

STANDARDS NOT WHAT THEY USED TO BE

Another concerning trend impacting events, and voiced by several event planners, is a decline in service levels. Angelique Smith, owner of Event Synthesis, elaborates: “Some venues don’t have sufficient staff to coordinate the bookings and manage the events on the ground. Equally, staff are not properly trained in hotels as well as hospitality and banqueting.”

It’s not only venues who are short of expertise, Angelique adds, as technical suppliers have also let them down. She explains, “We had an event where the technical company who was performing the job in Kempton Park had to travel to Pretoria twice to collect missing items, therefore delaying the stage setup and start of event by an hour. Another staging company did not have their health and safety file on-site and the EMS inspector would not sign off on the

stage installation or open the event until the file could be produced.”

Kevan Jones, executive director of the Southern African Communications Industries Association (SACIA), has previously warned that the technical services industry is facing a severe skills shortage. “Reliable estimates suggest that almost 30% of the country’s technicians are now working in the Middle East alone. This doesn’t include those who have moved elsewhere or changed careers. Meanwhile, most students entering the workforce have been learning in a virtual environment, due to Covid, and so the practical skills required by event technical crew were not taught,” he says.

DELAYS CAUSED BY DELAYED PAYMENTS

Helen Brewer, director of The MICE Academy, notes another trend that is negatively impacting venues – delays in paying deposits to secure a venue. She says, “Taking current circumstances into account, there needs to be a greater understanding of the venue costs, which include alternate means of powering via generators, solar and more gas than usual. This calculates to a greater bottom line of costs and shorter lead times in food purchases as preservation over more than a few days is complicated and expensive. With short lead times in paying confirming deposits – or worse still not paying – it becomes a nightmare for the average MICE venue.”

JP van Schalkwyk, executive director of Up A Tone Events, agrees that clients are now taking considerably longer to make decisions, which has a knock-on effect that can complicate the event planning process.

He says, “It is crucial that clients have a realistic understanding of the time and resources required to plan and execute a successful event. This means setting clear and achievable goals, and providing all necessary information and requirements up front. On the other hand, suppliers and venues must be willing to work closely with clients, and be flexible and responsive to their needs and concerns.”

He agrees that load-shedding and power failures exacerbate the challenges inherent in planning any event, causing an even greater need for added precautions and contingencies to mitigate these risks and the extra costs involved.

HOW TO PROTECT YOURSELF

So, what can those operating in the MICE space do when trying to stage professional events in this current context? Fortunately, there are many steps one can take to avoid being let down by poor service or non-delivery.

WORK WITH ASSOCIATION MEMBERS

Lee-Ann recommends working with companies who are members of professional industry bodies, such as EXSA, explaining, “All EXSA members are vetted and approved before they can join the association. For example, they must provide evidence of safety files, be POPIA compliant, have evidence of tax compliance and sign a code of conduct. By joining EXSA, they are upheld to certain standards and there is some recourse should anything go wrong.”

Other events industry associations have similar processes, effectively endorsing the professionalism of their members.

CHECK VENUE REFERENCES

Helen recommends venue users adopt the following approach:

• When using limited-capacity ‘private/ independent’ venues, obtain and check references thoroughly while ensuring the contract is clearly spelt out with no loopholes. This includes the repercussions of not delivering that which has been discussed and agreed on.

• If you have any doubts with limitedcapacity ‘private/independent’ venues, it is preferable to utilise venues within hotel groups, as the possibility of nondelivery is lessened.

Helen adds that a professional planner should always check the competency levels of the staff at a venue in keeping with their duties, together with the number of personnel provided for the attendee count. These should be included within the service level agreement (SLA).

“Where competency abilities and personnel complements are not detailed – it is incumbent upon a professional planner to ensure the required personnel are provided,” she says.

BE FIRM ABOUT RECEIVING DEPOSITS IN TIME

Helen advises venues in particular adopt the following strategy:

• Inform all potential clients of the challenges of short lead times, and why this necessitates advance deposit payments.

• No payment by a certain date may allow the venue – on enquiry – to take up a further booking.

ALLOCATE MORE TIME AND MONEY FOR TECHNICAL SERVICES

Regarding the technical skills shortage, Kevan says, “Event organisers are calling for more training, but there’s no shortcut to experience. To create professional events, organisers will need to plan more effectively and allocate additional time for setup and strike of technical equipment. They’ll need to pump up their budget allocation for technical support, and they’ll need to be confident that their appointed technical contractor has the skills and technologies required to do the job.”

HAVE A GOOD RISK MANAGEMENT STRATEGY IN PLACE

From a legal perspective, Advocate Louis Nel – aka Louis the Lawyer – encourages proactively adopting a good risk

management strategy. (“Prevention is better than a cure!”) He shares the following guidelines:

• Do not simply cut and paste terms and conditions (Ts&Cs) you find on the internet. It may not be suitable and/or there may be copyright issues. However, if you do, check about copyright and amend it to your requirements.

• You should address not only Ts&Cs but all the documents you use on a regular basis, such as quotes, delivery notes, SLAs (this is crucial), indemnities, etc.

• There is no need to run to a lawyer every time you are faced with any of the above. First, do your ‘homework’ – i.e. adapt whatever document you are drafting to your

specific needs based on your experience. Only then do you need to obtain input from a lawyer, and ideally one well versed in your industry.

• The same applies when a service provider submits to you their Ts&Cs.

• Ideally you should aim to create templates of all the documents you require regularly, thus reducing or obviating legal advice and fees.

HAVE A GOOD SLA IN PLACE

Helen says, “The array of service providers within the MICE industry is almost unlimited. SLAs are a necessity and should be specifically worded in keeping with the particular event requirements – and duly signed by both parties.”

AFTER THE FACT

Sometimes, it’s too late for a proactive response, such as those measures covered above. What then?

Louis says, “Okay, so you are saddled with a claim for poor or non-delivery. There are various options such as suing or litigation, mediation and arbitration. The route you go will depend mainly on whether there is a contract between the parties or not, and the terms of that contract.”

He says that a contract can be a formal contract or Ts&Cs, hard or soft copy, lengthy or brief and simply referred to in the proposal or invoice.

If there is a contract, both parties are bound by it, whether it is signed or not. This is due to “so-called implicit/tacit acceptance”, explains Louis.

He continues, “If the contract has a dispute resolution clause, such as

negotiation, mediation and arbitration, this must be applied before resorting to litigation.

“Litigation and even arbitration can be very expensive, so it is worth using your best endeavours to negotiate an amicable ‘out of court’ settlement. As the saying goes, ‘A bad settlement is better than a good court case’.”

If there is no contract, common law will apply. Louis expands, “This does not preclude instituting court action, and your action will be based on the implied/tacit terms of the contract that the plaintiff alleges and has to prove was agreed on by the parties or, failing that or by choice, delict – e.g. a claim for damages based on negligence. You can well imagine how complex and costly this can be, so it is to be avoided at all costs!”

NO SHORTCUTS

Unfortunately, it will take time for the industry to recover to the point that these issues are no longer relevant. In the meantime, JP sums it up well when he says, “The South African events industry is facing some serious challenges but, with a collaborative approach and realistic expectations, it is possible to overcome these obstacles and deliver successful, high-quality events.

It is important that everyone in the industry work together to ensure the longterm growth and success of the events industry in South Africa.”

MICE events tend to have several outcomes that all need to be met, and it is a planner’s job to ensure that they all are. How is this careful balance achieved? Meetings reaches out to four different planning professionals across the MICE pillars to get their tips on how they are getting it right.

The art of N

BALA CE

THE PCO

“The conferencing and events world is more exciting than ever now because so many boundaries have been broken.”

When planning events, corporate and association clients require certain measurable outcomes. As event planners, we need to be mindful of these outcomes from the inception of events. Our clients require the following:

- maximum delegate attendance

- interactive sessions with real-time feedback from delegates

- delegate experience and event memorability

- alignment of budget spend per event to success of the above points.

Within the hybrid space that has now become the norm for events, we have much more flexibility in terms of delegate attendance. There is little to no excuse for delegates not being able to attend events. Also, with a more ‘flattened’ approach of executive management, real-time feedback and delegate suggestions make it easier to gauge employees’ or clients’ levels of satisfaction/dissatisfaction. They can also feel part of the process of new goals, products and projects. How do we accomplish this? There are a number of tips and tricks that we can employ. They are:

• Ensure solid invitation and registration processes with strong follow-up.

• Offer a hybrid solution for delegates with valid constraints or travel restrictions.

• Create a more relaxed event environment for delegates with value-added benefits, such as:

- interactive snack and beverage solutions

- different seating styles to the norm – quirkier venues, different furniture styles

- consider using Catchbox microphones for Q&As and suggestions (catchbox.com), to make it easier for every voice to be heard.

• Always ensure that the client, events company and suppliers are all working towards the same goal. The conferencing and events world is more exciting than ever now because so many boundaries have been broken.

Cheryl Norwood-Young MD of Where Next Event Management

THE EVENT PLANNER

Herkie Du Preez Director at STRONG PR Marketing & Events

“As an event manager, you need to have excellent strategies in place and adopt a few precautions, to push your event to success.”

Every event project is set up with certain goals and objectives in mind. We need to consider several factors –internal and external elements – to achieve these objectives. As an event manager, you need to have excellent strategies in place and adopt a few precautions, to push your event to success.

Here’s how STRONG does it:

• Establish clear project details and objectives.

• Once a strong plan is in place, we gather a competent project team and align the scope of work, the concepts, and the milestones.

• We maintain open and honest communication and address challenges as they occur with positive solutions.

• We manage and evaluate project risk.

• We maintain an open mind and remain flexible.

• We test, check, double-check, test and check until everything is seamless.

• We enjoy what we do and this allows us to execute successful events.

Being able to make decisions thoughtfully, quickly and confidently are all essential traits of a STRONG event manager – and that is exactly what you can expect from our team at STRONG PR, Marketing and Events.

THE EXHIBITION ORGANISER

Didi Okoro

Head of Sales for the Rand Show

“Very high on my list is the feeling that both your exhibitors and your visitors take away from your event.”

The outcome of an event is more than just profit. Yes, profit is important as the bottom line of the business. This is, however, not always the case with the event itself. Events need to have several outcomes that are met to be considered successful. Very high on my list is the feeling that both your exhibitors and your visitors take away from your event. Great service is what will keep visitors and exhibitors coming back. Invest in the service you offer clients and visitors.

This service is experienced in several ways, such as:

- experienced and trained staff

- knowledgeable staff

- safe environment

- price sensitivity

- cleanliness

- over-delivering and meeting the expectations you have created.

THE INCENTIVE PLANNER

Yolanda Woeke

Vice President: Sales & Marketing at Dragonfly Africa

“The exclusiveness and uniqueness of travelling to Africa do have the effect of automatically creating massive business results for the end client.”

There are four key outcomes that we always need to deliver in our incentive tours. These are:

• Motivation: We are lucky enough to have an ‘easy sell’ with our fantastic destinations and once-in-a-lifetime experiences. Especially with the fact that we can offer safaris, once-in-a-lifetime trips to the gorillas and gorilla trekking, and seeing wildlife so up close and personal –hugely unique to our destinations, and a massive motivation for any incentive reward travel candidate.

• Retention and performance: We work very closely with our clients, whether third party or direct corporates, with ensuring the destination is announced at least a year in advance so that the qualifiers and the sales team have a target to achieve. Therefore, retention is achieved with people staying on as they want to qualify for that trip and travel. We assist with various teasers, media campaigns, etc. to keep the qualifier or incentive trip winner engaged and excited about the destination and incentive.

• Organisational culture: It allows the opportunity for the incentive clients/winners to meet with their peers and be seen and recognised within the company culture. There are a lot of opportunities where we create events that are very immersive, team-oriented, and where people work together for a specific cause. In our instance, CSR activities really help with getting the company and the sales team to feel that they are doing something together as a company, sharing ideas, and yet also contributing to a sustainable and good cause. Dragonfly Africa and our destinations lend themselves perfectly to this goal.

• Business results: The destinations that we operate in (South Africa, Zambia, Zimbabwe, Namibia, Mozambique, Botswana, Mauritius, Tanzania, Zanzibar, Uganda, Kenya and Rwanda) push the business results through the roof. We have often had our incentive clients say that it’s tough for them to motivate their teams to get as excited and achieve the same sales results for other destinations. The exclusiveness and uniqueness of travelling to Africa do have the effect of automatically creating massive business results for the end client.

5 things to consider when PLANNING EVENTS IN 2023

While event planning fundamentals never really change, the world around us does, which means there are always new considerations to factor into your events. Meetings identifies five key considerations that will likely impact your event planning in 2023.

01

SHRINKING BUDGETS, RISING COSTS

Shrinking budgets have been an event planning challenge for years. However, the ongoing downward trajectory (going against the rise in costs) calls for some real wizardry in how you manage your budget. Here are some ideas to help make a smaller budget work:

• Ask your clients for flexible dates: With short lead times becoming increasingly common, explain up front how this can affect the event’s budget, and check if they are open to moving their event to a later date (and saving money in the process).

• Increase your marketing and sales spend: As counterintuitive as this may sound, in an economic downturn you will need to work that much harder at convincing people to spend money on your event.

• Make your hybrid event asynchronous: Hosting the in-person and online components of an event at different times tends to be a more cost-effective route than running both simultaneously,

notes the J.Shay Event Solutions team. Examples of what this can look like include broadcasting the in-person event recordings at a later stage, or recording the speakers for the online event outside of their live speaking slots.

• Question everything: David Strafford, co-founder of Hopper, encourages you to interrogate all your decisions with a view to how things can be done more affordably. “The worst phrase in the history of event management is, ‘We’ve always done it this way’. So get rid of your sense of tradition and question all your decisions,” he says.

• Sacrifice your profits: This is another tip from the J.Shay Event Solutions team, which is to focus on long-term revenue over shortterm profits.

02TECHNOLOGY

The number of tech products and services for events, and what they do, is simply incredible. However, this doesn’t mean they will all be incredible for your event. Planners need to take care to use only what is needed, and to choose options that are a good fit and can (and will) be implemented effectively.

On this point, Ben Waugh from polling platform Vevox shares these three pointers when it comes to choosing the right tech for your event:

• Wi-Fi: How good is the connectivity at your venue, and will this impact on how effective the tech in question will be on the day? If it is completely reliant on Wi-Fi, keep in mind that this will in turn impact your

venue choice – and possibly your bottom line, if a dedicated high-speed and wired internet line is needed.

• Adoption: How easy will it be to get your attendees to adopt and use the tech in question? For example, you may need to incentivise them to download an event app, by highlighting the value it will give them and even offering prizes.

• Suitability: It’s easy to be wowed by cool gadgets and solutions, but you need to make sure that the tech you invest in is fit for purpose to help you achieve your goals. Keep coming back to what your event priorities and budget are, who your audience is, and what tangible benefits you can gain from it.

Bonus: For some great tips from Gavin Burgess,

managing director of Technology Partners, on navigating technology during South Africa’s ongoing energy crisis, visit the ‘Resources’ tab on theplannerguru.co.za.

SAFETY

The risk of cybersecurity attacks has been on the rise, in part due to criminals taking advantage of the vulnerabilities that remote working creates. Bonnie Smith, GM of FCM Travel Solutions, suggests the following basic protective measures for when you and your team are working on-site:

• Use a virtual private network (VPN) to hide your IP address and encrypt your online activity. This makes it impossible for hackers to monitor your activity, even if you’re using a public hotspot, and gives you a secure way to access company data.

• Keep your laptops and mobile devices safe , as business events are often targeted by thieves.

• Update your software whenever updates become available. Outdated software can leave you vulnerable to an attack, and many security issues are fixed with the latest update.

• Use different passwords for different accounts and change them regularly. If a cybercriminal gets their hands on one of your passwords, they could try to use it to access others.

SUSTAINABILITY

If your clients aren’t yet demanding a sustainable event solution, they soon will be. For those new to sustainable event management, here are the decisions that will have the biggest impact in terms of cutting your event’s carbon footprint, based on data gathering by Shawna McKinley from Clear Current Consulting:

• Take your event online: When and where this makes sense, it is a huge climate winner, with the potential to cut your greenhouse gas emissions by 98%.

• Make your event hybrid: This growing trend not only benefits your attendees and event analytics, but the environment as well, with a 40% potential emissions reduction.

• Reduce airlift: When an event must be inperson (either completely or in part), your choice of destination can have a huge impact on the air miles delegates need to fly to attend it. Choosing a city that eliminates longhaul air travel can reduce emissions by 29%.

• Clean energy location: Shawna largely works on events in North America, where different cities have different energy sources, which in turn have different carbon impacts. Here in South Africa, we are essentially limited to coal-fired power, but some venues may have their own renewable energy setup, which is clearly a big benefit when calculating your event’s carbon footprint.

• Energy-efficient venue: Choosing venues

and hotels that have effective measures in place to limit their energy consumption has a potential emissions reduction of 17%.

Bonus: To download your free ‘Green venue checklist’, visit theplannerguru.co.za, click on the ‘Resources’ tab and search for checklists.

HYBRID EVENTS

Will you be planning hybrid events in 2023? If yes, Airmeet, a hybrid event platform, outlines these four elements as key for success and the ones to guide all your planning decisions:

• Content: Unsurprisingly, content tops the list. This is the reason why people are tuning in to your event, and staying tuned in. This includes having a great agenda that runs on time.

• A sense of community: Events are about connections, so make sure both the in-person and remote attendees have opportunities to forge connections through networking and collaborating.

• Engaging activities: Stimulate participation so that your remote attendees don’t zone out. This can be anything from polls to live Q&As, workshops, quizzes, games and competitions.

• Analytics to measure success: It’s easy to track and trace your online participants’ journeys, preferences and engagement. This data is event planning gold, for understanding where your event worked well and where it needs adjusting.

Fostering talent

RAI has high ambitions for fostering talent

Sven Bossu shares some insights into why and how the RAI supports AIPC’s talent programme.

RAI Amsterdam Convention Centre, a longstanding member of AIPC, is the exclusive sponsor of the 2022-2023 edition of Future Shapers, the AIPC talent programme. The RAI is a role model when it comes to attracting and fostering talents, both by promoting a career in the events industry at high schools and universities, and by offering a wide range of professional trainings to its staff.

During a video conference, Maurits van der Sluis, COO at the RAI, explains that the management of his organisation firmly believes in investing into talent. In that sense, supporting the AIPC talent programme is a next logical step.

ATTRACTING TALENT, AND RETAINING IT

At the RAI, a lot of attention is given to both attracting and fostering talent. Recognising that there is a war for talent at the moment, the RAI applies a ‘bring the outside in’ policy, actively scouting for talent at high schools and universities. To that purpose, partnerships have been set up with institutions such as Hotelschool The Hague, HL Stenden, BUAS, Windesheim and ROCvA in order to highlight the importance of the events industry, to collaborate on projects and to attract young professionals.

Attracting talent is one thing; retaining and growing these talents a completely different one. On this front, Van der Sluis insists on the fact that there is no ‘one size fits all’, as needs and expectations from individuals can be profoundly different. Therefore, the HR department of the RAI has developed a range of programmes, from the more ‘classic’ internal training to tailor-made programmes for high-potential individuals. Here again, the partnerships mentioned above bring great

value as they provide the RAI with ‘insider’ insights on the type of education offered and the value it can bring to the organisation.

As a result of these efforts, the RAI is very successful in attracting and retaining the talent it needs to deal with both a changing market landscape when it comes to customer requirements and the increased use of technology, both at the level of the customer experience and the level of the convention centre management.

THE FUTURE LOOKS BRIGHT

Coming back to AIPC’s Future Shapers, Van der Sluis tells me that he was very impressed by both the quality of the lectures and the level of ambition when it comes to addressing event industry challenges of the first edition. “The presentations given by the Future Shapers at the AIPC Annual Conference in Budapest were extremely professional and relevant –for a moment, I thought these were existing companies pitching their products. Instead, these were two teams consisting of convention centre talents, who met face-to-face for the first time two days before their performance.”

As for the 2022-2023 edition of the programme: it is well on its way, with 13 talents from across the globe developing ideas that have the potential of truly changing the way convention centres are managed and which will be presented during the AIPC Annual Conference in Luxembourg.

SVEN BOSSU is the CEO of AIPC.

Attracting talent is one thing; retaining and growing these talents a completely different one.”

PCO Alliance Network partnership

The Event Greening Forum (EGF) and the PCO Alliance Network formed a partnership at the end of 2022, which will see us working together to promote greater sustainability within the local conferencing industry. I consider this one of the biggest successes coming out of 2022.

Improving the sustainability of business events is the primary purpose driving the EGF, while the PCO Alliance is committed to setting and maintaining the highest standards in the events management sector – standards that now require the inclusion of sustainability.

In the words of Ellen Oosthuizen, chairperson of the PCO Alliance: “The PCO Alliance Network is dedicated to improving our industry and supporting the associations where possible to create a better, greener and healthier environment when working with different venues and suppliers. We are privileged to take hands with the EGF to support them and use our influence in the hospitality industry to foster a greener conferencing industry.”

WE NEED ALL HANDS ON DECK

The PCO Alliance is a significant stakeholder in the events business ecosystem and it was very strategic that we align with them. It was also timely in this period of recovery from the pandemic when we must act more intentionally to respond to the wider climate crisis. As such, we need all hands on deck, and the agreement paves a way for the EGF to influence and support the greening of the conferencing industry much more practically than we have before. We’re excited about what we will be able to achieve together in 2023 and going forwards.

Through the partnership, the PCO Alliance is now an associate member of the EGF and joins ranks with 10 other associate members, namely: AAXO, EXSA, FEDHASA, IFEA Africa, SAACI, SANCB, SA Roadies, SATSA, The MICE Academy, and TPSA (powered by SACIA).

To find out more about the PCO Alliance Network, visit www.pcoalliance.co.za. For more information about the EGF and access to free event greening resources, please visit www.eventgreening.co.za.

AAXO launches Lunch and Learn series

Anew year has arrived, which means it’s back to school, back to work and back to business.

Despite a challenging start of the year for us in South Africa, with level 7 load-shedding and questions around national leadership, all indications show that South Africa’s economy is expected to remain stable in 2023, with growth and job creation continuing to be the main drivers of economic development.

While the start of 2022 still had its fair share of challenges for our industry, we can be proud of the many victories that steered us through to the end of the year. It has been reassuring to see how all our members have risen to meet every roadblock, persevered and come out stronger.

A STRONG FOUNDATION

Throughout the year, much effort has gone into establishing a strong foundation for AAXO so that we are well placed to our members, and to continue to restore confidence and optimism in the future of the

exhibitions industry. Our focus has been to develop partnerships and ensure that we remain firm in being the voice of credibility for the industry.

As significant economic enablers for businesses, individuals and communities, exhibitions will be critical platforms to drive the macro and micro development of our continent. This is promising for our industry, with many of our members expecting solid growth for their events this year, thanks to increasing levels of both local and international trade.

AAXO is well placed to continue to restore confidence and optimism in the future of the exhibitions industry and we will continue to develop partnerships and ensure that we remain firm in being the voice of credibility for the industry.

We look forward to engaging with you throughout the year, whether it be virtually at our very successful Lunch and Learn sessions or at the live events we will be attending. Watch our social media channels for the updates on these and on some of the exciting initiatives we will be rolling out through the year!

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

Devi Paulsen-Abbott is optimistic about the opportunities that the year ahead should yield to the exhibitions industry.

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

Morwesi Ramonyai is excited about the potential the new partnership has to improve conferencing sustainability in SA.

INDUSTRY VIEWS

2023: we must all develop the local exhibitions and events industry

Lee-Ann Alder shares the vision and plans that EXSA has in store for the year ahead.

Our chairperson, Sibusiso Mncwabe, gave us this quote by Charles Darwin as his message to the industry: “It is not the strongest or the most intelligent who will survive but those who can best manage change.”

Change is constant. EXSA has had to change and adapt to the changing environment.

One of the changes you can expect shortly is our new website. We will let you know as soon as it is up and running, but the focus will be on our members and their work. We are very excited and looking forward to the launch, so watch this space.

EXHIBITIONS INDUSTRY 2.0

“Despite previously unimaginable challenges, we made it to 2023. At times, it sure didn’t feel like we would. 2023 has to be when we all develop the South African exhibition and events industry to be more inclusive, more structured, more cooperative, and more accountable as a role player in the

South African economy as well as our environment,” says Liam Beattie, board director, EXSA.

In line with his vision for the year is EXSA’s continued commitment to sustainable net zero carbon events. Our knowledgeable and passionate panel will be continuing with their project to reduce our carbon footprint and keep everyone in the loop.

Liam is also leading the ongoing Design Fee standardisation project. He and his team made exceptional progress last year and will continue to ensure we are able to enforce the guidelines that have been drawn up.

We are planning to spend much more time with our members in face-to-face engagements, and EXSA Connects sessions. We will send out a diary of events and shows to all our members so you can diarise the dates now before life becomes too hectic again.

Change is constant and EXSA is remaining fluid but stable. We will shift with the change and commit to communicating and continuing the fight for our members’ benefit.

The need to keep our industry lights on

The calendar of 2023 has not had a promising start if you consider the battle to keep our electricity grid alive. Following a good momentum build in the latter part of 2022, with a strong sense of optimism for what 2023 may hold for our industry, we may be excused for feeling a little anxious as we activate 2023 for the business events industry in our country.

Keeping our lights on in the first quarter of this year is critical for all in the events ecosystem. Within every challenge, our industry has always found an opportunity to ensure we address the challenge. This may be the year that we consider how we expand our ecosystem as we look to build on the momentum of the third and fourth quarter of 2022.

In understanding our current operating environment, we can find a way to keep our industry’s lights on and ensure we don’t slip further back in our recovery. What is always clear is that, as an industry, we need to find those solutions now. Waiting is not an option and complaining does not help. It did not help us during the height of the pandemic, and it won’t help now.

We all would agree that we have a country of innovative individuals, and none more so than within our events industry. Couple this with our natural environment and we should still be offering delegates, clients and key partners memorable experiences – even when the lights are turned off.

So let us use our ecosystem and the many individuals and companies that can lend a hand, and let’s ensure we keep our lights on as we get going in 2023.

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

Do you have the power?

GLENTON DE KOCK

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

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Event essentials

Creating a ‘safety first’ philosophy in the events industry

Over the last year, I’ve had many conversations about safety in the events environment. Invariably, the question is asked about who is responsible for safety on an event site. There’s lots of finger-pointing as various stakeholders attempt to avoid responsibility. In reality, it is clearly defined in the Safety at Sports and Recreational Events Act (No. 2 of 2010; SASREA), which describes how a controlling body, event organiser or stadium/venue owner must put in place measures as may be prescribed to ensure the physical safety and security of persons and their property at an event.

The event organiser is then responsible for appointing sufficient persons for safety and security at an event, including an event safety officer.

COMPETENCY IS KEY

The responsibilities of the event organiser and the event safety officer are clearly defined in the Act, as are the penalties that apply if the organiser fails to comply. And let’s be clear: the penalties are severe. A person convicted of an offence under SASREA is liable to a fine or imprisonment for up to 20 years.

That’s enough to have me quivering in my boots, so the sensible question is to ask how to minimise the risk of something going wrong. To a large extent, the answer is to ensure that your event safety officer is competent. Guidelines from the Department of Employment and Labour detail that for a person to be regarded as competent in the health and safety aspects of their work, they will meet at least the following requirements:

• be qualified through knowledge, training and experience, and where applicable, a formal qualification to do the assigned work/tasks*

• know the hazards and risks associated with the job or the tasks to be performed

• know how to recognise, evaluate and control these hazards and risks

• know the laws and regulations that apply to the work/tasks. Event organisers interested in reducing their risk exposure need to take these requirements seriously.

*SACIA’s Certified Event Safety Practitioner designation is registered with the South African Qualifications Authority and listed on the National Qualifications Framework, therefore meeting these requirements.

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

What are you doing about transformation in the sector?

Astatement by Gauteng Tourism CEO Sthembiso Dlamini had a few corners in a frenzy. Dlamini questioned why the launch event of Meetings Africa wasn’t in a township? And added that the multibillionrand sector had very few black players at the top.

The questions are valid. Our democracy is just 29 years young and, in this period, the transformation stats are shocking across many industries, especially in the MICE space where the majority of players are white female while the “owners are mainly white males”. Whichever way you look at it, the higher up you go, the fewer black participants you see. Most black entrants don’t have the same access their white counterparts do. A young black woman growing up in Taung didn’t have the opportunity to understand the sector while growing up, only getting to learn about it when she moves to Gauteng and wants to be a part of it.

Their introduction to the sector is through temp agencies that get them to work registration desks for corporate events. But where can they go from here?

THE HURDLES

As a practitioner, I have run into some hurdles along the way. While the government and

INDEX TO ADVERTISERS

some corporates have policies on letting people in, the first hurdle is that your company doesn’t have enough experience for the scale of event. You need to partner with one of the big guys. You knock on doors, but no one will give you the time of day because they don’t know you. (No experience, remember?)

A previous employer doesn’t want to work with you as they have a ‘black company’ that they work with. If you look closely, the company is linked to someone with political influence and they are just on the tab to make some cash. There is no accountability.

The second hurdle you face is funding. Most projects are post-paid. One or two suppliers will grant you credit to deliver on the work, but good luck finding someone post-Covid to help fund anything.

You eventually get appointed for a project and the client reminds you at every meeting, “You are the first black company to get this – don’t screw it up.” You come to meetings nervous about screwing it up for other black suppliers who will lose out on work because Tshepiso dropped the ball that one time.

Parliament has just rescinded the requirement for SOEs to use BBBEE-compliant companies. The ripple effect of this on small black businesses is going to be felt. With no

will continue in their bubble with no one to check them.

JUST FOOD FOR THOUGHT.

If you are a white company in a predominantly black country with only white people in management and senior roles, you need to be intentional about creating space for black employees and vendors.

In Eric Miyeni’s O’Mandingo! The only black at a dinner party, he talks about how one executive had trouble finding a black secretary and recommends, “Train up a black secretary, for God’s sake. Fire 10 of them and get to the perfect black one, if you must.”

My point is that for the growth and progress of the country, we as the sector have to do the work in levelling the playing field. Historically disadvantaged individuals didn’t choose to come from the backgrounds they did and neither did you. However, you have the opportunity to use your privilege to allow access to smaller players.

Our new Off the Record opinion piece features anonymous contributions from event professionals speaking freely about the challenges they deal with in the industry.

If you’d like to contribute, please contact the editor. It will be treated confidentially.

UNLOCKING AFRICA’S OPPORTUNITIES THROUGH QUALITY CONNECTIONS

Meetings Africa provides a platform for exhibitors to showcase their o erings to international and local buyers, African associations and corporate planners. This leading tourism industry event is the most formidable platform on the continent for you to meet face-to-face with the most influential buyers in the world, and to be part of Africa’s growth.

Sandton Convention Centre, Johannesburg