Intimate Meeting Spaces

Following the trend of holding smaller events, there’s a growing interest in smaller event spaces. Meetings unpacks some of the benefits of downsizing and brings you a showcase of stunning examples.

Bigger is not always better. Dahlia El Gazzar, Michelle Bruno and Liz King Caruso discuss the tendency to equate number of attendees with how good or successful an event is, in episode 31 of their Cut the Sh*t, Cue the Genius podcast. They question why this has become a standard benchmark for event performance, and the fallback planners use when discussing how well an event went.

Of course, a well-attended event is a positive achievement, and means its value proposition is relevant and resonates with people. But when you recall the best events you have been to, do you rave about the sheer number of bodies in the room? No – it’s far more nuanced than that, and quality often trumps quantity.

Here are some of the biggest benefits to hosting a smaller event.

#1 BETTER ENGAGEMENT

The professional conference organisers we spoke to all agree that smaller events present better opportunities for more meaningful engagement. JP van Schalkwyk, director of Up A Tone Events, says, “While big events certainly have their advantages, smaller events offer a range of benefits that cannot be overlooked. Smaller events are more intimate and personal, allowing attendees to connect with each other and the host on a deeper level. This can lead to more meaningful conversations, better networking opportunities, and a stronger sense of community.”

John Arvanitakis, CEO and founder of Chat’r, agrees with this sentiment, adding that attendees at small events will receive more personal attention and have more time to engage with others individually.

#2 TAILORED CONTENT

Ellen Oosthuizen, chairperson of the PCO Alliance Network and owner of Bebe Events, observes that attendees at smaller events tend to be more engaged and participate in all the activities offered. This could possibly be a result of the fact that planners can customise their programme and content to the specific interests of smaller groups.

#3 THEY’RE EASIER TO PLAN

Ellen also highlights that smaller events are easier to manage, which can present opportunities to try more creative ideas and event formats, and also offer greater personalisation.

Plus, they present planners with a far wider choice of venue options – including more unique and unconventional spaces and event destinations, which again can add to the value of the event experience.

#4 THEY CAN BE MORE COST-EFFECTIVE

Another practical consideration JP notes is that hosting a smaller event can be more costeffective. This is a huge benefit in light of the increasing costs the industry is experiencing. It should also be easier to get full attendance at a smaller event, which means it carries less financial risk.

#5 MORE EASY TO ‘GREEN’

Last, but certainly not least, John draws attention to the sustainable advantages of smaller events. He says, “There is also the sustainable impact of smaller events to consider, which is far less damaging to the environment as their carbon footprint should be much smaller. It’s also easier to manage and ensure that the event is more sustainably responsible in terms of its resource use and waste footprint.”

Quality Is King

With all these benefits in mind, hosting smaller, exclusive events can clearly be a selling point, especially because they create an opportunity to turn up the value proposition being sold. This is even more important in 2023, as people have become more selective about which events to attend.

Anna Snoep, director: Operations at Inntel, a UKbased meetings, events, accommodation and travel management operation, says, “We are seeing that our [2023] prediction of ‘Meet Less, Meet Better’ was on the money. Our clients are meeting less but when they do meet, they do so in higher-quality venues and add value by adding dinners, overnight stays, team building and other activities. They are also combining meetings to reduce travelling time and the number of trips. The value assigned to delegate travelling and personal time has changed. It is essential that delegates feel that face-to-face meetings and events add value to their personal and professional development.”

LOOKING FOR A VENUE?

If you are looking for a beautiful small (or big) venue for your next MICE event, visit theplannerguru.co.za to browse our extensive online venue listing. With a Southern African footprint, and searchable by type of venue, location and capacity, finding the options best suited to your needs couldn’t be easier. To give you a taste, here’s a small selection of venues we currently have profiled on the online venue listing on The Planner Guru:

Spectacular scenery & impeccable service

12 APOSTLES HOTEL & SPA

Cape Town, Western Cape www.12apostleshotel.com

With world-class facilities, versatile meeting and event rooms, innovative catering options and the dedication of a professional, highly skilled team, the award-winning Twelve Apostles Hotel and Spa presents a space to suit your every need and size requirement. From conferences and executive business meetings to events and team building, our unsurpassed location, just 20 minutes from the city centre, flanked by the Twelve Apostles mountain range and overlooking the Atlantic Ocean, we guarantee our venue will be worth leaving your office for.

SPACES

Thanks to its spectacular location, The Twelve Apostles Hotel and Spa offers several unique and inspiring venues, including scenic picnic spots, mountain walks and trails, a 16-seater cinema, a fynbos garden, with mesmerising views of both mountains and oceans, Cooking demonstrations with our Executive Chef, Wine Tastings with our Sommelier, helicopter transfers and sightseeing tours.

Eclectic & vibrant, in the heart of the city

HOTEL SKY CAPE TOWN

Cape Town, Western Cape www.hotelsky.co.za

Hotel Sky Cape Town is at one of the City Bowl’s best addresses, just 20 minutes from the airport, directly opposite the CTICC, and two minutes’ drive from the V&A Waterfront. With 535 beautifully designed rooms and suites, Hotel Sky Cape Town is the ideal destination for both local and international business and leisure travellers. In addition, two restaurants located on the 25th and 26th floors, a bar lounge on the 27th floor, deli, a state-ofthe-art fitness centre, two heated cantilevered outdoor pools, and a one-of-a-kind thrill-ride on the rooftop – the Sky-Hi Ride – all make this property an out-of-this-world experience.

Spaces

Hotel Sky Cape Town has two intimate boardrooms and a gorgeous, multifunctional event space on its 27th floor.

Coastal calm & relaxation

PUMULA BEACH HOTEL

Umzumbe, KwaZulu-Natal pumulabeachhotel.com

Pumula Beach Hotel, with its stunning views of the Indian Ocean, provides one of the best seaside locations on the KwaZulu-Natal South Coast. Charming and intimate, it provides the highest levels of personal service and excellent cuisine.

Besides the obvious attraction of neverending golden beaches, protected bathing, rock pools and excellent fishing opportunities, nearby amenities include a selection of wellknown golf courses, tennis courts, deep-sea fishing charters, ocean safaris, hiking trails and much more.

SPACES

The two conference venues at Pumula are fully air-conditioned with fixed screens.

Available equipment includes overhead and data projectors, flip charts and a podium. They can accommodate between 40 and 140 people, depending on the seating arrangement.

An elegant oasis in the bushveld

MOUNT GRACE HOTEL AND SPA

Magaliesburg, Gauteng

southernsun.com/mount-grace-hotel-and-spa

Boasting 10 acres of manicured gardens and set among pristine bushveld, Mount Grace Hotel and Spa offers sweeping views of the valleys of the Magaliesberg mountains and is an ideal scape for the weary soul.

The sprawling property provides a wide variety of accommodation in addition to the finest country cuisine, while the tranquil Hydrotherapy Spa Garden features an outdoor jacuzzi, waterfall and flotation pool, which can be enjoyed for a nominal fee if no treatments are booked by the guest, and is the perfect backdrop for a short break or exclusive conference getaway.

SPACES

Secluded from daily distractions, keep delegates focused while rejuvenating them at the same time. Choose from one of the 16 state-of-the-art

facilities on offer, with each providing privacy and tranquillity for your next meeting, conference or gala function. All spaces come equipped with AV and complimentary Wi-Fi, and with a dedicated in-house team to help ensure your event runs smoothly, you can make the most of your time at the beautiful property.

Old world charm

RAND CLUB

Johannesburg, Gauteng randclub.co.za

Rand Club, the pinnacle of historical Johannesburg and an icon among the city skyline, offers a quintessentially grand and elaborate multipurpose venue. Filled with old-school charm, a grand façade and unique décor, Rand Club encapsulates a feeling from a bygone era, and now plays host to high-end, memorable events set in Johannesburg’s most exquisite Club.

Situated in central Johannesburg, the Gautrain at Park Station is just 2 km away, allowing ease of access in getting to the venue. Uber and Bolt also operate successfully in the area.

SPACES

With 12 versatile event spaces available for hire, suitable for various event sizes from small intimate functions of 10 persons to large delegations of

over 300 guests in a single event space at any one time, Rand Club is the ideal setting for highprofile functions such as conferences, weddings, workshops and meetings to name a few.

The building itself is beautiful in every sense of the word. The marbled entrance greets guests upon arrival, where a sweeping grand staircase, seldom seen in this day and age, ushers visitors up to the second floor where the Main Ballroom is situated. Plush carpeting, delicate chandeliers and important works of art grace the walls, creating an ambience of the highest level of sophistication.