Issue 01 | 2016
+PLANNING + PLANNING AN ASSOCIATION CONFERENCE IN SA Your A to Z Guide to Planning – Part 1
+TOP + TOP CORPORATE MEETING VENUES IN AFRICA A Guide to the Best on the Continent
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TO SECURE YOUR SPACE IN THE PREMIER MARKETING TOOL FOR AFRICA’S BUSINESS EVENTS INDUSTRY. Now in its 4th year, The Event Planner’s Guide to Africa has reached over 15 000 clients through its print publication and 410 000 through the e-books. Distributed in collaboration with the SANCB to Event Organisers, PCOs, Exhibition Organisers, Incentive Travel Houses, Corporate Clients and Government Offices; and to 600 International African Associations and through the following Media Partnerships: Meetings Africa (2016 Launch) | International Meetings Review | ibtm world | EXSA Conference and AGM | ibtm arabia | IMEX America | IMEX Frankfurt | IT&CM Asia Pacific | IT&CM India | IT&CMA China | Loeries Creative Week | Markex – World of Events | SAACI Congress | SETE - Sports and Tourism Exchange | SITE - Swahili International Tourism Expo | Tourism Expo Botswana | WTM Africa | Zambia International Travel Expo
CONTACT JUAN-MARI: 021 674 0646 juan-mari@filmeventmedia.co.za
CONTENTS
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01
02. Top 10 Reasons to Visit South Africa
06. Meetings Africa 2016: Event Programme Highlights
08. Tech Talk: Two Thumbs Up TOP 10 REASONS TO VISIT SOUTH AFRICA n an
ee w t e b ence
G N I T MEE NCE
If you didn’t already know it’s the greatest place on Earth…
g n i w o n
er f f i d e th
for Romoss Once Again
10.
Your Association Conference:
n E R o E F i N t O C a i E T c A R o O P s as LAR COR ANT.
K
T R O P M I O PLANNING AN ASSOCIATION S L CONFERENCE IS A
U G E R A D AN
Kim Muller brings you part one of a two-part series.
An A-Z Guide to Planning
16.
17.
Part 1 of 2 Century City Conference Centre’s key management team on the upcoming opening, handpicking staff, and optimising space. The Event Planner’s Guide to Africa 2016: Launching at Meetings Africa
18.
2016 Events Pull-Out Supplement
20. Lilizela Tourism Award Winners
24. Top Corporate Meeting Venues in Africa
CENTURY CITY CONFERENCE CENTRE Interviews with the team ahead of the big launch in February.
26. Event Greening Forum: Raising the bar for sustainable events in 2016
28. Kenya: Tech Hub and Natural Paradise
30. KwaZulu-Natal: Business Events Leader
CALENDAR OF EVENTS IN 2016 A pull-out and keep guide to major events in Africa.
32. Events to Diarise 34. Associations 36. Directory of Advertisers
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SPOTLIGHT
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TOP 10 REASONS TO VISIT SOUTH AFRICA Ahead of Meetings Africa 2016, we asked South African Tourism for their top 10 reasons why a business or leisure traveller should plan a trip to our beautiful nation.
© SA Tourism
Table Mountain © SA Tourism
1. Affordable
5. Good Weather
During these tough times, who doesn’t want an affordable holiday? In SA, you can even afford luxury and have spending money for shopping and other treats!
In sunny South Africa, our great weather invites you to enjoy the outdoors, play golf year-round and take advantage of the nearly 3 000km coastline…
2. Natural Beauty
6. Rainbow Nation
South Africa’s scenic wonders are legendary. From Table Mountain to God’s Window, our mountains, forests, coasts and deserts will feast your eye and lift your spirit…
The Rainbow Nation celebrates all its African and immigrant cultures. Find out how friendly our people are whilst you try your tongue at 11 official languages!
3. World-class facilities
7. Diverse Experiences
Whether you opt for Afro-chic or authentic Africa, you’ll find it easy to get around, find a comfortable place to stay, have a great meal, and connect.
Go almost anywhere in SA and experience the ultimate combo of nature, wildlife, culture, adventure, heritage and vibe – you’re spoilt for choice, so pack it in!
4. Adventure South Africa is the adventure capital of the world. With over 130 adventures and counting, there is something for everyone, from mountain walks to shark cage-diving!
8. Wildlife Warning! Watching wildlife is addictive. First you start with the Big Five in so many ways, then whales, penguins, meerkats, wild dogs, birds, dung beetles…
© SA Tourism
Go almost anywhere in SA and experience the ultimate combo of nature, wildlife, culture, adventure, heritage and vibe. 9. Freedom Struggle Discover a nation’s struggle for freedom whilst following the footsteps of Mandela, Hector Pieterson and many other celebrated revolutionaries. It will touch and inspire you.
10. Responsible Tourism In SA you can travel with care as you explore our protected areas, contribute to social and conservation projects, buy recycled art and stay green. If you need more persuading, visit www.southafrica.net.
CTICC
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CTICC Driving the knowledge economy.
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ocated on Cape Town’s northern foreshore, beneath Table Mountain and only a 20-minute drive from Cape Town’s International Airport, the Cape Town International Convention Centre (CTICC) provides flexibility without compromise, as well as the most modern amenities and technology as mandatory components. Over the past 12 years, the CTICC has proven itself to be an invaluable contributor to the sustainable growth and development of Cape Town, the Western Cape, and South Africa as a whole injecting more than R28 billion into the national Gross Domestic Product (GDP), and more than R25-billion directly to the Western Cape Gross Geographic Product (GGP). Over 80 000 direct and indirect jobs have also been sustained throughout the construction and operation of the centre.
As part of its commitment to growing its value, the CTICC’s expansion will double the centre’s existing exhibition capacity by adding 10 000m² of multi-purpose conference and exhibition space and nearly 3 000m² of formal and informal meeting space. While the completion of CTICC East will enable the centre to meet the steadily growing demand from exhibition and conference organisers across the globe, the CTICC expansion is about far more than merely adding buildings or increasing the centre’s floor space. Rather, the expansion is a key way in which the CTICC will help to raise the global competitiveness of Cape Town as a premier world-class meetings and events destination. This, in turn, makes the centre a significant contributor towards the realisation of the City’s objective to establish Cape Town as Africa’s premier
business-events destination as outlined in its Integrated Development Plan. Given the widespread acknowledgement that future global economic growth is increasingly reliant on intellectual capital, the meetings, conferencing and exhibition sectors have a serious role to play as a key driver of knowledge sharing and intellectual growth in South Africa. The CTICC is committed to playing a leadership role in the development of this knowledge-driven economy in Cape Town and across South Africa. By allowing the centre to attract even more global associations and large, knowledgebased events, the CTICC expansion is growing its contribution to expanding the expertise, knowledge and skills in the city, the province and the country. For more information, visit www.cticc.co.za
Experience Extraordinary There’s a place where meetings, conferences and corporate events are transformed from ordinary gatherings into extraordinary experiences. A destination, at the tip of the mighty African continent, where two oceans meet in the shadow of one of earth’s seven natural wonders. Where creativity comes to life, the unforgettable is experienced, and the impressions created last a lifetime. This place is Cape Town International Convention Centre. And to experience it is to experience extraordinary.
To transform your special event into an extraordinary experience contact CTICC: +27 21 410 5000 sales@cticc.co.za www.cticc.co.za
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EXPO CENTRE JOHANNESBURG
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AFRICAN EXHIBITIONS INDUSTRY TAKES CENTRE STAGE The African continent has had an overwhelmingly positive impact on the development of the global exhibitions, conferences and events industry. This is according to JEC CEO, Craig Newman, who joined the UFI in 2015 as a Board Member in order to draw more attention to the role that Africa can play in this global industry.
s the Vice Chair for the Middle East Africa Chapter of UFI, one of my main responsibilities is to see to the growth of this association within Africa,” explains Newman. “I believe that this continent represents the next frontier for growth and development for UFI and a number of our partners have been working together to grow the continent’s share of regional, continental and global business events.” With more than 600 members from 85 countries, the Global Association of the Exhibition Industry (UFI) strives for the worldwide representation, promotion and support of its members and the industry itself. With its efficient networking platform, industry professionals are able to meet with key players internationally to exchange ideas and experiences. “The UFI Congress 2017, taking place here in South Africa, is well-supported and wellattended by its members of the association, and its members are the major players in the exhibition industry,” says Newman. “It will therefore serve as an effective platform for those who would like to launch their businesses locally, to meet with big potential partners from the international arena.” UFI also plays a major role in promoting trade fairs and exhibitions globally as a unique marketing and communications tool. It offers educational training opportunities to both members and non-members through high-level seminars and education programmes, ensuring that the exhibition industry continues to develop the skills
JEC CEO, Craig Newman, who joined the UFI in 2015. and knowledge necessary to hold its position as the top marketing media. International exhibitions and events companies will continue to look at new opportunities and partnerships in South Africa as the country’s exhibitions, conferences and events industry becomes one of the top sectors for attracting foreign visitors and investment. Having recognised the growth potential of the African market, large international exhibition companies looking to grow their income, companies, their footprint and their revenue will be looking to Africa. “South Africa, in particular, has the experience, the expertise, the know-how and the infrastructure – all in one place and can become the official gateway for large global companies into Southern
Africa,” says Newman. “Similarly, the Expo Centre is a one-of-a-kind African venue as it has the location, the facilities and the right team of staff and suppliers to make every association event a success.” Looking forward, Newman is optimistic about the future of the global exhibitions and events industry. “In particular, I am excited about the role that Africa’s exhibitions industry will play in this development.”
EXHIBITION FREIGHTING G.S.M SERVICE
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EXHIBITION FREIGHTING G.S.M Freighting goods to South Africa for an exhibition? Here’s why you should be using Exhibition Freighting G.S.M. HOW WE WORK:
1. Instruct our colleagues in your country to make contact with you.
2. Collect your display material from your door.
3. Import your product into South Africa.
STORAGE
4. Take care of necessary SA customs procedures.
5. Store your products until the build-up date of the event.
6. Deliver your products to your booth.
7. Store the empty packages.
8. Visit you and discuss the outward movement of your products from the event.
9. Re-export your products back to its origin or send it onto another event.
If you use your own agent or a courier: • • • •
They will collect your material from your door and send the product to SA, but… They will not be able to clear your shipment, as your agent/courier is not a registered importer. You will then be requested to make contact with us – a registered importer. Therefore, IT IS ESSENTIAL TO DO YOUR RESEARCH.
Please contact us for your shipping requirements on: Tel: +27 21 552 7248 | Fax: +27 552 2349 | Email: ef-gsm@ef-gsm.co.za
N.B You need to be a registered importer to bring goods into South Africa.
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MEETINGS AFRICA 2016 EVENTS PROGRAMME HIGHLIGHTS
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n recent years, the global meetings industry has begun to recognise Africa as a sought after destination. Meetings Africa showcases Africa’s diverse offering of services and products where African associations and African meetings industry professionals can partner to help transform our continent. Meetings Africa has an exciting new creative theme for 2016, with a strategic focus on African innovation that is leading the way globally. The creative theme will reflect the advances of the continent in a way that celebrates the amazing things Africans have achieved together. Meetings Africa 2016 will kick off with the annual BONDAY (Business Opportunity Networking Day) on Monday, 22 February 2016. BONDAY is designed to provide educational and networking opportunities for the South African business events industry. View the programme on the official Meetings Africa website for more information on the programme for this day. Additional events also occur throughout the Meetings Africa show days. Please keep an eye on the programme on the www. meetingsafrica.co.za for more information.
EUROPEAN CITIES MARKETING (ECM) – SUMMER SCHOOL The European Cities Marketing Summer School is a learning opportunity not to be missed for all professionals working in convention bureaus, tourist offices, congress centres, airlines, hotels, destination marketing companies, professional conference organisers and meeting planners. ECM provides professionals within the MICE industry an opportunity to develop a network with colleagues and peers while gaining knowledge and skills for a successful career within the meetings industry. The programme aims at leading the attendees towards practical and hands on education with relevant real cases studies and practical situations. It is a highly successful concept; young people get acquainted with the fundamentals of our industry with a practical training approach developing concentration, teambuilding, interaction in a full immersion course. The ECM Academy programme focuses
on: How to create a marketing plan to promote your city or region; decision making processes of corporate and association clients when planning a congress; how to find your clients; databases and research; how to establish a client database; The role of intermediaries (PCOs and DMCs); to bid or not to bid?; green meetings, the principle of sustainability for cities and conference centres; and social media. Educational and Training Workshop Enquiries: Mmabatho Sikhakhane mmabathos@southafrica.net
ASSOCIATION DAY – in conjunction with ICCA African Chapter This is a day exclusively for association executives from around Africa who are invited to participate in Meetings Africa 2016. Association Day is specifically designed for executives to gain some insight into the latest trends, network with industry colleagues and form new relationships. The programme is presented in conjunction with the ICCA African Chapter. The African Society for Associations Executives (AfSAE) was established by the African associations participating in the annual Association Day at Meetings Africa 2015. AfSAE will host its first AGM at Meetings Africa 2016. Some of the key growth strategies for the AfSAE are to utilize Meetings Africa as a platform to enable the local business event industry and associations to interact, creating a business development platform for the industry, and to create an education and development platform for African associations. This is a closed event for African Association professionals. Educational Workshop for African Association Executives Enquiries: Mdu Biyela mdu@southafrica.net
IMEX-MPI-MCI FUTURE LEADERS FORUM AFRICA The IMEX-MPI-MCI Future Leaders Forum is a programme jointly run by IMEX, Meetings Professionals International (MPI) and MCI. Final year students studying meetings and conventions, tourism or hospitality
at university or colleges associated with the Tourism Educators of South Africa are invited to attend this programme which has been developed to harness the imagination of the most promising students and encourage them to join the meetings and incentive travel industry. Educational Workshop for Tourism Students Enquiries: Nico Vilakazi nico@southafrica.net
AIPC AFRICA SUMMIT AIPC represents a global network of more than 175 leading convention centres in 57 countries with the active involvement of more than 900 management-level professionals. This is the second AIPC Africa Summit taking place in collaboration with Meetings Africa. The AIPC Africa Summit at Meetings Africa is structured as a one day event featuring a combination of formats to address key topics of interest to this rapidly developing region in a global context, drawing on the knowledge and expertise that will be participating in Meetings Africa supplemented by specialist presenters. The program also features a number of interactions with other elements of the Meetings Africa program in order to encourage further exchanges with clients and governmental attendees on topics relating to convention centre issues. Staff of AIPC member centres in the African region and/or those participating in Meetings Africa and potential AIPC members are encouraged to attend. EARLY REGISTRATION | Until January 28 | 140 EUR for AIPC Members | EUR 180 for potential AIPC Members REGISTRATION | From January 29 | 180 EUR for AIPC Members | 220 EUR for potential AIPC Members Educational Workshop for Convention Centre and Meeting Venue Staff Enquiries: secretariat@aipc.org / www.aipc.org
EVENT GREENING FORUM AGM The Event Greening Forum (EGF) is hosting their annual general meeting during BONDAY at Meetings Africa 2016. EGF is a nonprofit organisation that aims to promote
MEETINGS AFRICA 2016 EVENTS PROGRAMME HIGHLIGHTS
sustainability within the events sector which was established through dedication and support of the industry associations who are recognised as founding members who are key to working together to promote South Africa as a destination for hosting sustainable events while implementing sustainability principles into the daily operations of the events industry. Enquiries: Lynn McLeod lynn@eventgreening.co.za
BUSINESS EVENTS ASSOCIATIONS JOINT CONFERENCE
participate in the VIP Local Corporate “B2B” Session at the 2016 edition. Meetings Africa 2016 has partnered with Unique Speaker Bureau to host local corporate buyers at the 2016 show targeting 45 VIP Local Corporate Hosted Buyers to meet up with 45 participating exhibitors. Each participating exhibitor will have an opportunity to meet with each Local Corporate VIP in one day at Meetings Africa 2016. Space is limited and only one person from each participating exhibitor can attend the session. It is imperative that this person is available for the full two days to take full advantage of on this great platform. Due to the interest expressed by the exhibitors, we will be allocating spaces on a fully paid, first come, first served basis. To register for this this great B2B Speed Marketing Session with the VIP Local Corporate Hosted Buyers, contact Viv on viv@meetingsafrica.co.za.
Advancing Africa Together by inspiring an industry. This full day workshop is a collaboration between EXSA, EGF, IFEA Africa and SAACI bringing together top international and local speakers offering a new and exciting glimpse in on their field of interest and expertise. This is the second year that the businessevents associations have joined forces to offer the industry a unified Bonday programme. The theme for 2016 is inspiring an industry, together with representation off all the associations our speakers line-up includes five international speakers and four local speakers covering topics such as the important of delivering a “wow” site inspection to using your branding correct all with a strong entrepreneurial focus. Education Workshop for Business Events Personnel Enquiries: Lorin Bowen lorin@meetingsafrica.co.za
OPENING CEREMONY
MORNING LIVE
MINISTER’S WALK ABOUT
Morning Live is SABC2’s longest running television breakfast show and they have participated in Meetings Africa for many years by conducting a live outside broadcast from the exhibition hall on Tuesday morning. This is an opportunity to introduce the public to business events industry while interviewing industry experts and key role players on key significant challenges and exciting developments taking place in our industry.
Minister of Tourism, Mr Derek Hanekom, accompanied by other dignitaries and the media will walk through the exhibition hall interacting with the exhibitors across the sectors and from Africa. This pre-scheduled tour provides the media with photo opportunities with key stakeholders and exhibitors.
CORPORATE B2B SPEED MARKETING SESSION Meetings Africa will host yet another meaningful opportunity for exhibitors to
The opening ceremony will take place in the restaurant area at the back of the exhibition hall and all Meetings Africa participants are encouraged to attend. The proceedings include presentations by key stakeholders including an address by Minister of Tourism, Mr Derek Hanekom who also officially opens Meetings Africa by the symbolic ringing of the bell which is a tradition at Meetings Africa.
MEDIA FACE OFF The global media face-off will take place on Tuesday afternoon in the foyer area and all Meetings Africa participants are welcome to attend. This platform examines issues affecting the business events industry in
Africa. Industry leaders will be available to answer questions from the media.
MEETINGS AFRICA GALA DINNER The Meetings Africa Gala Dinner is a much anticipated event bringing together exhibitors, international and local hosted buyers and other key stakeholders. This event is the perfect opportunity to make contacts, network with industry friends and to celebrate another successful edition of Meetings Africa. Join us for the welcome drinks prior to the commencement of the dinner where you can expect to enjoy delicious food, first-class entertainment and delightful company. Gala tickets will be available for purchase through the official Meetings Africa website. Bookings for the tickets will open in January. Date: 23 February 2016 Venue: Sandton Convention Centre, Ballroom Tickets: R490.00 ex VAT per person Dress: Smart Enquiries: Lorin Bowen lorin@meetingsafrica.co.za
LOCAL CORPORATE BUYER EVENT Unique Speaker Bureau’s flagship event at Meeting Africa 2016, showcasing exciting new local talent as well as International speakers who are today’s thought leaders. In addition, Unique Speaker Bureau will be leading the speaking industry by launching exciting new emerging speakers. Hosted by Unique Speaker Bureau (USB) Attendees: Events and function coordinators of local corporate companies
GREEN STAND AWARDS These awards seek to acknowledge and commend those exhibitors and stand builders who have successfully applied sustainable practices to their stands. Exhibitors are required to enter their stands in order to qualify and judging is managed independently. The three categories that are acknowledged are small, medium and large stands.
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TECH TALK
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TWO THUMBS UP FOR ROMOSS ONCE AGAIN Some of the most convenient travel companions, Romoss power banks are ideal for any jetsetter, Kim Muller says. so it’s quite affordable in the long run.
polymos 10
Romos eUSB sofun 6 © Romoss
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eUSB sofun 6
only takes around four hours to charge itself fully with the included eUSB iCharger 45, a nifty power adaptor. Although the adaptor is great in its efficiency, it is a bit of an effort to carry it around, as are the many different laptop plug adaptors included in the pack. Overall, it’s a great bank to pop in your laptop bag when you’re off on a business trip or overnighter. It’s so much better than having to wait for a power point or charging station to open up for you at an event or conference. Retail prices come in between the R1 500 and R2 000 mark,
The eUSB sofun 6 is a hefty power bank (as you might expect for laptops), with built-in Samsung cells, longer battery life and brilliant sync charge. Its dual output can charge two mobiles simultaneously. This fact I never got the chance to try, although I did charge a mobile and a laptop – super handy! It lasts forever, too, and charges really quickly with a power conversion rate of up to 90% (your average bank reaches 75%). Amazingly, you can charge your device with the sofun while your bank is charging – so they’re never out of power! Powered by optimal circuit structure, it
Romoss polymos 10 © Romoss
’ve written about Romoss products before and I’ve once again been blessed with two extremely convenient power banks to review – thanks to Syntech. The first is the eUSB sofun 6, designed to charge laptops up to 65W, tablets, mobile phones and other devices. The second is the newly released polymos 10, an extremely safe cell that charges tablets, mobile phones, iPods, cameras and other smaller electronic devices.
The polymos 10 is my favourite of the two. Not only is it cute and comfy to pop into your handbag, but it’s rather sleek in comparison with other Romoss power banks of this size. Since it comes with one cable – a USB port on one side and a standard mobile charging point on the other – it’s also difficult to lose track of. This is probably my main reason for liking it better, but it does have some other great specifications. The first of these is its Li-Polymer battery cells that are safer and more durable than other banks. Each cell can be fully charged over 600 times during its life cycle, while its multi-protective circuit design acts as a safeguard to give better than ever protection to your mobile devices. The average conversion rate on this baby is over 85%, with up to 92% discharge efficiency, meaning you get almost every last drop out of the bank before it dies. The built-in 2.1A output also enables you to charge your devices faster than before, while it also offers a sync charge as with the sofun. Retail prices come in at an affordable R300 to R500.
SENSATION LAB
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SENSATION LAB – AHEAD OF THE GAME Please tell us briefly about Sensation Lab’s offerings. What do you offer that’s not offered by competitors?
Your partnership with Ultra is now three years strong. What does Sensation Lab offer Ultra that no-one else can?
Sensation Lab is a professional turnkey event infrastructure company specializing in Stretch Tents, Marquees, Flooring, Carpeting, Ambient Lighting, Picket Fencing, Heaters, Air-cons, Furniture and much more. The main differentiators between us and our competition is that we cover a very broad spectrum of infrastructure and therefore even the infrastructure companies use our products, experience and knowledge. With a national footprint as of February 2014, we are also able to do back-to-back concerts in different cities. We also manufacture our own tents, floors and furniture, offering us a unique supply chain advantage.
A seamless turnkey infrastructure solution with extremely large tents and large volumes of furniture, lighting, cooling and operations. Building infrastructure isn’t the most glamorous profession, but it forms the platform upon which everything else is built.
Sensation Lab recently celebrated its tenth anniversary. What have been your biggest highlights over the years? Looking back is always a highlight, after starting this business out of an Aquamarine Opel Kadett ten years back. • Our first Job with Dithakga Events and IT Productions – The Brian Habana VS Cheetah run. • Swedish House Mafia Tour, which was an amazing tour • Sensation Tour, where we brought in 16 X 8 ton trucks of furniture • MTV Music Tour with The Fresh Prince where the weather almost destroyed the setup the night before • Metro FM music awards in Nelspruit • Being the first company to put up Bedouin Tents at The 94.7 Cycle Race • The Annual Spring Fiesta • The Cape EPIC • The Mogabe wedding in Harare where we built 7 500m2 of wooden decking in four days • And ULTRA, of course
How is working with Ultra different from other events? Working with the guys from ULTRA is always a pleasure and we work very well together. What makes it unique is that you are building two cities simultaneously, which presents its own unique set of challenges. The pure scale of the event is always eye-opening as it continues to expand year on year. The highlights for me are the moments you solve problems, as everyone in events will tell you; you are essentially a crisis manager.
What are the biggest challenges about being a supplier to Ultra? The largest challenge to an event of this size is operations and timing. Every delay has a knock-on effect which then adds pressure and shortens the deadlines. We are essentially the first link in the chain.
How do you keep your designs fresh? Through innovation. We have just developed a new metallic Bedouin tent fabric for the market, known as our new Shimmer range; the first of its kind globally. We have officially finalised development and testing and manufacturing will commence in the New Year. We will unfortunately not have the volumes required for ULTRA 2016.
Sensation Lab at Ultra Please give us some brief facts on the scale of solutions you offer Ultra. 3 000m2 of tenting supported by 95 000 litres of water built on top of 3 500m2 of decking.
Another 3000m2 of tenting for shaded areas and bar areas around the venue.
Seating for 3 500 VIP’s and 1 500 VVIP’s.
Ambient lighting in all these areas.
The site is approximately 260 000 m2. • 3 X site managers • 3 X team leaders • 3 X teams of 15 people • 12 X 8 ton trucks of equipment
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FEATURE
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AN A-Z GUIDE TO PLANNING YOUR ASSOCIATION CONFERENCE The way in which you work is just as important as getting the job done. Kim Muller brings you a step by step guide with wisdom from local experts on how to make the most of conference planning. Part one in a two-part series.
From the tiniest corporate meeting to the largest trade exhibition, an event organiser’s reputation is always on the line. As the old adage goes, ‘you’re only as good as your last job’. This rings true for many facets of the working world. Here are some of the best practices we should always remember to incorporate when planning an association conference, trade exhibition or business event.
Africa The African continent should be top of mind, especially with its potential for the business-events industry. Minister of Tourism Derek Hanekom outlined this in a presentation at ibtm world. Not only is SA’s business-events sector taking off with 163 bids secured between 2016 and 2020, but the continent’s is too. “218 regional conferences were registered on the continent in 2014 resulting in 610
events over the last five years. South Africa only hosted 63 of these events,” he said. Craig Newman, Head of Joburg Expo Centre and African Board Member of UFI echoes his sentiments. “Africa is the next big market and international exhibitions and events companies will continue to look at new opportunities and partnerships in South Africa, having recognised the growth potential of the African market,” he explains.
“South Africa’s exhibitions, conferences and events industry is fast becoming one of the country’s most important sectors to attract foreign visitors and investment, which is why the larger international exhibition companies that are looking to grow their income, companies, their footprint and their revenue are looking to Africa. This is another reason why we look forward to hosting the UFI Congress 2017 in South Africa.”
non-profit entities who cannot afford to lose money on any conference they host. A well thought out and planned budget is therefore key – ensuring that all potentially unforeseen expenses are considered up front and that expenses can be scaled down if registrations do
not meet the expected numbers. A good relationship with your venue who should understand your needs and objectives, provide added value and no hidden expenses and be experienced enough to negotiate flexible terms up front will help achieve this objective.”
Budget Budgets are as tight as ever, but we are still creating great events through creative problem-solving. For association events, each cent is especially important, says CSIR ICC Marketing Coordinator Refilwe Nchebisang. “Budget is key as associations are often
FEATURE
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Locality Keeping things local is both efficient and smart, according to industry heavyweights. Not only should the conference location speak to its delegates, but using local contractors and suppliers is important, too. “I believe that the most important element of planning a successful conference is location,” says Craig Newman, CEO of the Johannesburg Expo Centre. “A quick checklist can reveal whether the venue will cater to all your needs. For example, is it close to an airport? Does it have the space and facilities required to make your conference a success? Is there ample parking available and is there suitable lodging nearby for visitors needing
to spend the night? Last but not least, the venue must fit your budget as well as the style and character of your event. At the Expo Centre, we are proud to say that we can meet all of these requirements.” SAACI CEO Adriaan Liebetrau says that content should always be the key driver for any conferences. “We do not simply meet to meet,” he stresses, “It is important that the location of the conference speaks to the sector of the conference to allow for local participation, for example, you are not going to have a fisheries conference in Gauteng…Always partner with a local association so that you can also have a legacy project to tie in with local needs.”
Refilwe Nchebisang, marketing Coordinator at CSIR ICC agrees that destination is key for a knowledge event. “The location for an event can add tremendous value to the event if the host city’s home industry and academia is related to the event topic,” she explains. “The CSIR International Convention Centre for instance is located in Tshwane which is a true ‘Intellectual Capital’ – the city is rich in academia, science, research… which provides the opportunity to tap into the intellectual capital which abounds and to capitalise on the numerous intellectual institutions to boost delegate attendance and conference content.”
levels. Justin Hawes, Managing Director at Scan Display says it best: “Have regular status meetings
with the local organising committee, to ensure that all the elements of the conference are on track.”
Meetings Regular meetings are imperative to ensure everyone is on the same page and performing at optimal
Don’t Miss Part Two of ‘An A-Z Guide to Planning Your Association Conference’ in the Event Issue 2.
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SPOTLIGHT
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CENTURY CITY CONFERENCE CENTRE The Conference Centre’s key management team on the upcoming opening, handpicking staff, and optimising space. What was your initial vision for the conference centre? Gary Koetser, CEO: A lot of thought and research went into the conference centre before it reached this stage. We identified a gap in the market, where most conference venues in the Western Cape cater for up to 500 delegates. We envisaged this venue to be ideal for corporate companies looking to do a conference for between 400 and 1 200 people. Century City is one of the fastest-growing business and leisure hubs in South Africa. Glyn Taylor, CEO: Other important factors to consider are the roads leading into the precinct, to understand the available hotels rooms and that there is a massive corporate following in the area already. Our largest venue can host 1200 people cinema style, ideal for the local market. Century City is a great meeting place and a great showcase for the city. With the amount of corporates in the node, together with the 3 500 residential front doors, it’s a fantastic space to showcase the area, and will ensure greater stakeholder returns for those already operating within the Century City Precinct. The development of the Centre also aligns itself perfectly with Cape Town Tourism’s strategy in showcasing the Western Cape as a Business Travel hub, and not just a Leisure destination.
Let’s talk about the team you handpicked… Gary Koetser: We embarked on a 3 month journey showcasing various positions through our social platforms. 1 500 applications where received through our website, predominantly due to the excitement that exists in hospitality and business circles alike. There are certain key people that we handpicked that we’ve either worked with before or know
from our many years in the industry. It’s important to recognise that the 130 staff we’ve employed we identified as the best in their particular fields, or are people with really great attitudes and that have a successful future ahead.
What sort of business are you attracting at the moment? Mostly local, or international? Kim Weber, Business Optimisation Manager: Our main focus is the local and national market, but we have received a lot of international interest too, due to our team’s presence at IMEX Las Vegas and Frankfurt. When potential clients understand the size and flexibility of our spaces, their interest is increased and the momentum grows.
How have you optimised the Conference Centre’s space? Kim Weber: One of my key focuses is to optimise every square metre of our space, and our flexibility talks to that. Even our corridors are larger than the average conference centre’s corridors, so even they are a usable space.
What has the response been to your businessdevelopments efforts? Kim Weber: It’s very encouraging to see that we already have business on the books up until March 2017; deposits paid and contracts signed! Since the trade
shows, the demand has been such that we had to hire in our meeting and events team six months prior to opening!
Tell us about some of the highlights of your journey thus far. Walda Meyer, CCH General Manager: One of the definite highlights was being part of the pre-opening team; from architectural plans to working with designers and engineers. Another highlight was hand-selecting our staff, it is crucial for us to select like-minded staff that we can work with efficiently to run this conference centre and hotel.
Tell us a bit about the design of the hotel rooms. The space is so modern and has state-of-theart finishes… Walda Meyer: We have a very clever interior designer, Beth Murray from Origin Interiors, who is so creative and wanted our involvement from day one, so that was fascinating for us. So the rooms are not only operational but pretty!
What are you most excited about in the coming months? Walda Meyer: Getting this hotel operating! The journey has been so amazing, with being involved in designing the operational systems and the look and feel, and behind the scenes efforts, so to see it all operational and full of people. It will come alive!
Our main focus is the local and national market, but we have received a lot of international interest too, due to our team’s presence at IMEX Las Vegas and Frankfurt.
SPOTLIGHT
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17
THE EVENT PLANNER’S GUIDE TO AFRICA 2016 Launching at Meetings Africa
What is the Event Planner’s Guide to Africa?
How can a publication achieve that lofty goal?
The name says it all! The Event Planner’s Guide to Africa (EPG) is the premier marketing tool for the business-events industry in Africa. In 2016, international event organisers and PCOs are aware of Africa’s viability as a destination for association conferences, incentive travel and other business events, but they may not be 100% convinced to bring their business here. The
With incredible content, up-to-date statistics, easy to understand infographics, fact boxes, extensive directories, regional and country spotlights, sector overviews, and of course, a guide to the very best venues on the continent.
Event Planner’s Guide to Africa aims to tip the scales in our favour.
All of that in one book? Yes. We’ve streamlined the content and packaged it in such a way that it’s not bulky or heavy to take from place to place. Alternatively, you could load the digital version of EPG onto a flash-drive and take
it wherever you go. The e-book is fully interactive, with links directly to all the industry contacts you could ever need.
Where can I pick up a copy? The Event Planner’s Guide to Africa launches at Meetings Africa 2016, and print copies will be distributed to 2 800 industry stakeholders. EPG travels to international trade shows such as ibtm world, IMEX Frankfurt and Las Vegas, and ACE of MICE in Turkey, ensuring that Africa is top of mind with international decision makers. The e-book is available for sharing and downloading year-round.
SPIER Conference Centre
C
onference on a historic wine farm, just 40 minutes from Cape Town, and 20 minutes from the airport. Spier has 12 different meeting venues varying in capacity, that enable us to cater for large and small conferences, business meetings, workshops, seminars and exhibitions. The Spier Conference Centre includes the auditorium that seats 430 people (cinema style), as well as the 4-star 153-room Spier Hotel to accommodate delegates. Three breakaway rooms can be used separately, or combined to seat 250 people. The 1822 historic Manor House and its adjacent oak-shaded courtyard is ideal for top management getaways where teams can strategise in an intimate environment. The elegant boardroom at the Spier hotel is a convenient meeting space for business guests at the hotel, or groups requiring a smaller meeting facility.
There are three meeting rooms adjacent to the Spier Amphitheatre. These intimate are ideal as breakaway rooms or for smaller gatherings. Spier’s Conscious Conference package includes environmental and social components, supporting our sustainable business ethos. The Conscious Conference Package enables you to join us in supporting local industry, fair trade and our commitment to a sustainable planet. And your delegates will have a great experience in the process! The Spier Hotel offers village-style buildings, lush green lawns and spacious rooms situated next to the calming Eerste
River are the defining characteristics of the 4star Spier Hotel. Our 153 rooms are clustered around six courtyards, each with their own communal swimming pool. The design is reminiscent of the Bo-Kaap or Mediterranean villages where pedestrians have right of way. Contact Details: Spier Wine Farm Address: R310 Baden Powell Road, Stellenbosch, 7600, Tel: 021 809 1100 Email: reservations@spier.co.za Website: www.spier.co.za
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2016 EVENTS: PULL-OUT SUPPLEMENT
JANUARY MEETINGS MOROCCO 14 - 15 January Marrakech, Morocco CLASSIC CAR AND BIKE SHOW 23 - 24 January Cape Town, South Africa OFFSHORE WEST AFRICA 26 - 28 January Lagos Nigeria ADVANCES IN CEMENT AND CONCRETE TECHNOLOGY IN AFRICA 2016 27 - 29 January Dar es Salaam, Tanzania
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SIGN AFRICA DURBAN 24 - 25 February Durban, South Africa
INTERNATIONAL FRANCHISE EXPO 8 -10 April Johannesburg, South Africa
ULTRA SOUTH AFRICA 2016 26 - 28 February Johannesburg and Cape Town, South Africa
KENYA TRADE SHOW 15 - 17 April Nairobi, Kenya
MARCH CASH HANDLING SHOW AFRICA 2016 1 - 2 March Johannesburg, South Africa
A’SAMBENI AFRICA 26 - 30 April Bulawayo, Zimbabwe ZIMBABWE INTERNATIONAL TRADE FAIR 26 - 30 April Bulawayo, Zimbabwe
FUTURE BANK AFRICA 1 - 2 March Johannesburg, South Africa
MAY
EXSA 2016 CONFERENCE 31 January - 2 February Stellenbosch, South Africa
CARDS AND PAYMENTS AFRICA 1 - 2 March Johannesburg, South Africa
TOURISM INDABA 7 - 9 May Durban, South Africa
FEBRUARY
RETAIL WORLD AFRICA 1 - 2 March Johannesburg, South Africa
SIGN AFRICA CAPE TOWN 11 - 12 May Cape Town, South Africa
3RD ANNUAL REGIONAL SMART PROCUREMENT WORLD 1 - 3 March Cape Town, South Africa
AFRICAN UTILITY WEEK AND CLEAN POWER AFRICA 17 - 19 May Cape Town, South Africa
THE BOOKMARKS 2016 3 March Johannesburg, South Africa
CHINA TRADE WEEK 18 - 20 May Durban, South Africa
IMC DURBAN 2016 14 - 15 March Durban, South Africa
SECUREX 2016 24 - 26 May Johannesburg, South Africa
APRIL
A-OSH EXPO 24 - 26 May Johannesburg, South Africa
INVESTING IN MINING AFRICA INDABA 2016 8 - 11 February Cape Town, South Africa AAXO LAUNCH AND TRAINING DAY 10 February To Be Announced / Confirmed AFRICA ENERGY INDABA 2016 16 - 17 February Johannesburg, South Africa ECOMMERCE AFRICA CONFEX 17 - 18 February Cape Town, South Africa DESIGN INDABA CONFERENCE 2016 17 - 19 February Cape Town, South Africa MEETINGS AFRICA 22 - 24 February Johannesburg, South Africa
INTERNATIONAL LUXURY TRAVEL MARKET AFRICA 4 - 6 April Cape Town, South Africa WORLD TRAVEL MARKET 6 - 8 April Cape Town, South Africa SIGN AFRICA POLOKWANE 7 April Polokwane, South Africa
2016 EVENTS: PULL-OUT SUPPLEMENT
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JULY
OCTOBER
SAACI CONGRESS 5 - 7 June Bloemfontein, South Africa
MARKEX 2016 6 - 7 July Johannesburg, South Africa
THE DIGITAL EDUCATION SHOW AFRICA 4 - 5 October Johannesburg, South Africa
AUTOEXPO AFRICA 2016 10 - 12 June Nairobi, Kenya
THE MONEY EXPO 2016 8 - 9 July Johannesburg, South Africa
OIL & GAS AFRICA – EAST AFRICA 10 - 12 June Nairobi, Kenya
POWER-GEN AFRICA 19 - 21 July Johannesburg, South Africa
NIGERIA OIL & GAS CONFERENCE & EXHIBITION 13 - 16 June Abuja, Nigeria
OIL & GAS AFRICA 13 - 15 July Cape Town, South Africa
KENYA INTERNATIONAL TRADE EXHIBITION 16 - 18 June Nairobi, Kenya AFRICA’S BIG SEVEN 2016 19 - 21 June Johannesburg, South Africa RETAIL SOLUTIONS AFRICA 2016 19 - 21 June Johannesburg, South Africa AFRICA RAIL 28 - 29 June Johannesburg, South Africa SABC EDUCATION AFRICAN EDUWEEK 2016 29 - 30 June Johannesburg, South Africa SIGN AFRICA NELSPRUIT 29 June Nelspruit, South Africa
AUGUST FUN & BIZ AFRICA 5 - 7 August Johannesburg, South Africa 100% DESIGN SOUTH AFRICA 5 - 9 August Johannesburg, South Africa THE COMMERCIAL UAV SHOW AFRICA 2016 23 - 24 August Johannesburg, South Africa
SEPTEMBER EYE FOCUS AFRICA 6 - 8 September Johannesburg, South Africa SIGN AFRICA & FESPA AFRICA 7 - 9 September Johannesburg, South Africa FOOD & DRINK TECHNOLOGY AFRICA 2016 14 - 15 September Johannesburg, South Africa
AFRICA AIR EXPO 12 - 14 October Accra, Ghana
NOVEMBER 18TH INTERNATIONAL APPAREL, TEXTILE & FOOTWEAR IMPORT TRADE EXHIBITION OF SOUTHERN AFRICA 8 - 10 November Cape Town, South Africa WATER AFRICA AND WEST AFRICA BUILDING AND CONSTRUCTION NIGERIA 2016 8 - 10 November Abuja, Nigeria 12TH TANZANIA TRADE SHOW 2016 24 - 27 November Dar es Salaam, Tanzania
© Milada Vigerova
JUNE
19
20
FEATURE
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LILIZELA TOURISM AWARD WINNERS
T
he 2015 Lilizela Tourism Awards took place recently and honoured the crème de la crème of the sector. Hosted by former Miss South Africa, now businesswoman Joanne Strauss, and musician Stoan Seate of Bongo Maffin, the evening saw Lira, The Soil and Brenda and the Band treat attendees to a splendid evening of entertainment. The awards are a platform to celebrate service excellence in the South African tourism industry. This year’s national winners of the Accommodation Awards in the Meetings, Exhibitions and Special Events (MESE) category were Rio Hotel Casino Convention Resort in the North West, CSIR International Convention Centre in Gauteng, and 115@Casambo in Mpumalanga.
© Lilizela Tourism Awards
Others of note who received awards were Simeliza Tours, the ETEYA 2015 winner, Aquila Game Reserve, winner of Best Social Involvement Programme – Large Business, The Oyster Box Hotel, winner of Best FiveStar Hotel and Inyati Game Lodge, winner of the Wildlife Encounters Award for the second year running. The recipient of the Minister’s Award was Lindiwe SangweniSiddo, Managing Director of Birchwood Hotel. Tourist Guide winners were Nelson Maphaha and Michael Keith Jones. Game Lodges recognised for service excellence were Umlani Bushcamp, Sibuya Game Reserve-River Camp and Tintswalo Safari Lodge, while Hotels scooping up awards were Road Lodge Potchefstroom, Stayeasy Pietermaritzburg,
Mpumalanga’s Pine Lake Inn, the Free Statte’s De Stijl Gariep Hotel and The Oyster Box Hotel in KZN’s Umhlanga. Three Universal Accessibility Awards went to Access2africa Safaris for their inclusive tourism experiences for guests with special needs. The Holiday Inn Johannesburg also took one home for their contemporary accommodation, as did Soli deo Gloria, who offers the traveller with mobility limitations experiences in Paternoster. Since launching in 2013 the awards have grown considerably, with over 1 100 entries received across all categories this year. 219 tourism product owners and service providers were recognised during the country-wise provincial awards.
FEATURE
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21
CATEGORY
SUB-CATEGORY
WINNER
STAR RATING
Service Excellence: Accommodation
Meetings, Exhibitions and Special Events (MESE)
115@Casambo Mpumalanga
★★★★★
Service Excellence: Accommodation
Bed & Breakfast
Hyde Park Villas Gauteng
★★★★★
Service Excellence: Accommodation
Guest House
Oleander Guest House Northern Cape
★★★★★
Service Excellence: Accommodation
Lodge
Bushmans Kloof Wilderness Reserve & Wellness Retreat Western Cape
★★★★★
Service Excellence: Accommodation
Country House
Grand Dedale Country House Western Cape
★★★★★
Service Excellence: Accommodation
Caravan & Camping
Dibiki Holiday Resort Western Cape
★★★★
Service Excellence: Accommodation
Meetings, Exhibitions and Special Events (MESE)
CSIR International Convention Centre Gauteng
★★★★
Service Excellence: Accommodation
Game Lodge
Sibuya Game Reserve – River Camp Eastern Cape
★★★★
Service Excellence: Accommodation
Game Lodge
Tintswalo Safari Lodge Mpumalanga
★★★★
Service Excellence: Accommodation
Hotel
De Stijl Gariep Hotel Free State
★★★★
Service Excellence: Accommodation
Bed & Breakfast
Villa Tarentaal Western Cape
★★★★
Service Excellence: Accommodation
Self-Catering Shared Vacation
Cape St Francis Beach Break Eastern Cape
★★★★
Service Excellence: Accommodation
Guest House
Liz at Lancaster Guesthouse Gauteng
★★★★
Service Excellence: Accommodation
Lodge
Letsatsi Game Lodge Free State
★★★★
Service Excellence: Accommodation
Country House
De Doornkraal Historic Country House Western Cape
★★★★
Service Excellence: Accommodation
Backpacking & Hostelling
Atlantic Point Backpackers Western Cape
★★★★
Service Excellence: Visitor Experience of the Year
Lap of Luxury
The Oyster Box Hotel KwaZulu-Natal
★★★★★
Service Excellence: Visitor Experience of the Year
Beach Experience
Island Vibe Jeffreys Bay Eastern Cape
★★★★
Service Excellence: Tourist Guides
Nature Guide
Michael Keith Jones Limpopo
n/a
Service Excellence: Tourist Guides
Culture Guide
Nelson Maphaha Limpopo
n/a
Service Excellence: Tour Operators
n/a
Ulysses Tours & Safaris cc Gauteng
n/a
Sustainable Development: B-BBEE
Exempted Micro Enterprise (EME) 0-R2.5 million
Khol Newman Bed & Breakfast Eastern Cape
★★★
Sustainable Development: B-BBEE
Qualifying Small Enterprise (QSE) R2.5-R3.5 million
Tsitsikama Canopy Tours Eastern Cape
n/a
Sustainable Development: B-BBEE
Large Enterprise R35 million <
Sun International Group Gauteng
n/a
Sustainable Development: Universal Accessibility
Lilizela Universal Accessibility Award: Accommodation General
Holiday Inn Johannesburg Gauteng
★★★★
Sustainable Development: Universal Accessibility
Lilizela Universal Accessibility Award : Accommodation Mobility
Solu Deo Gloria Western Cape
★★★★
Sustainable Development: Universal Accessibility
Lilizela Universal Accessibility Award: Experience General; Experience Mobility; Experience Hearing
Access2Africa Safaris KwaZulu-Natal
n/a
Sustainable Development
Best Social Involvement Programme – Large Business
Aquila Game Reserve Western Cape
★★★★
Wildlife Encounters Award
n/a
Inyati Private Game Reserve (Inyati Game Lodge) Mpumalanga
n/a
Entrepreneurship: ETEYA
Cultural Villages
Simeliza Tours Mpumalanga
n/a
Minister’s Award
n/a
Lindiwe Sangweni-Siddo Managing Director, Birchwood Hotel
n/a
Disclaimer: Due to space constrictions in the Event, we are not able to include all winners, but have instead included mainly 4-5 star rated winners. To view the full list, visit www.lilizela.co.za.
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EXPO CENTRE JOHANNESBURG
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© Jessica Notelo
JEC: WHERE LOCAL MEETS GLOBAL The Johannesburg Expo Centre (JEC), South Africa’s largest purpose-built exhibitions, conferences and events venue, is the leading venue of its kind in Africa, and remains a proud international ambassador for the local industry.
“
W
e believe that spreading the word about South Africa’s industry capabilities, its success, potential, and what it can do to help promote other industry sectors, is what makes us an ambassador for the success of the events industry,” says JEC CEO, Craig Newman. “South Africa’s exhibitions, conferences and events industry is fast becoming one of the country’s most crucial sectors to attract foreign visitors and investment,” says Newman. “The local exhibition industry also makes a considerable contribution towards the local economy and job creation,” he added. South Africa is well-positioned within the international exhibition sector, with many global events planned and hosted in South Africa, by international investors including: UFI, the Global Association of the Exhibition Industry, the International
Federation of Exhibition and Event Services, Decorex, Automechanika and the Johannesburg International Motor Show. Over the past two years, the South African exhibition industry has also seen a series of new joint ventures, purchases and investments, with examples from the Middle East and Europe, including Messe Frankfurt, UBM Montgomery, Terrapin, Fleming Gulf FZE and Reed. “Internationally-based branded exhibition shows bring with them large international exhibitors who, linked to their local distributors, bring credibility and critical mass to an exhibition,” says Newman. “We believe that global interest in the local industry will develop even further in years to come,” he says. The exhibitions and events industry is constantly changing due to a number of economic, social and political factors. The
South African economy has been hard hit and improvement is slow, but it continues to grow which is good news for all sectors, including the local exhibitions industry. “Our outlook for 2016 is positive and we are excited to get started,” says Newman. ‘We’re focusing our energy on innovation and achieving a global reach next year.” In 2015, the JEC did its best to show that it can tackle any event, regardless of its nature. Ultra Fest South Africa; The International Trade Fair for Construction Machinery, Building Material Machines, Mining Machines and Construction Vehicles (BAUMA CONEXPO AFRICA); and the Old Mutual Soweto Marathon that had runners from across the globe travelling to Johannesburg to take part, all called the JEC home this year. “Ultra Fest is the largest electronic
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© Jessica Notelo
Ultra Fest is the largest electronic music festival in African history and we are exceptionally proud to announce that we will be hosting it for a third time music festival in African history and we are exceptionally proud to announce that we will be hosting it for a third time on Friday, February 26 and Saturday, February 27 2016,” says Newman. Over 40 000 fans pass through the gates each year to experience the eclectic and diverse sounds of the festival, with the sounds of major international artists being finely balanced with the inclusion of some of South Africa’s biggest and best talent.
EXPO CENTRE JOHANNESBURG
23
Ultra Fest South Africa “We are excited to host an event like this because it proves to other international organisers that we have the means to host their events,” says Newman. “We would like to be recognised as the ultimate venue for the Ultra brand as well as many others.” Together with his team, Craig Newman has made a phenomenal contribution to the South African exhibitions industry and was consequently chosen as the Vice Chair for the Middle East Africa chapter of the UFI in 2015 to draw attention to the role that Africa can play in this global industry. “Newman is the major driving force behind the JEC, a man of exceptional vision with the confidence and ability to make things happen,” says Paul Woodward, Managing Director, UFI. “He will no doubt represent Africa with distinction, as a member of the board of directors.” “We are delighted by the recognition the
JEC has enjoyed over the past year,” says Newman. “This gives us even greater incentive than ever before to focus our attention on our core business,” he says. “We must always do our best to give each event the hospitality, professionalism, and attention it deserves. We are confident that the future of the exhibitions and events industry in South Africa will continue to grow, and we must therefore aim to exceed the expectations of our clients,” he concluded.
24
FEATURE
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Safari Court Hotel, Namibia
TOP CORPORATE MEETING VENUES IN AFRICA The Event considered the corporate meeting venues in Africa and compiled a list of the finest!
Angola: EPIC SANA Luanda Congress Centre The EPIC SANA Luanda Hotel Congress Centre covering two floors, is connected by a staircase epitomising architectural design that is modern, spacious, light and airy and proffers technologically advanced equipment. The high-ceilinged main ballrooms are the Angola and Brazil. Flexibility in size and layouts allows the hosting of different kind of events.
Egypt: Cairo International Convention & Exhibition Centre (CICC) It is positioned a scant ten minutes from the international airport and in close proximity to five-star hotels. Built to accommodate international conventions and conferences, it has endeavoured to maintain immaculate facilities. In addition to the exhibition space, it boasts three performance halls, the largest of which can seat 2 500 people.
Connected by a staircase epitomising architectural design that is modern, spacious, light and airy and proffers technologically advanced equipment.
FEATURE
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The other two accommodate 800 and 600 respectively. It has 25 meeting rooms in all.
Ethopia: ECA Conference Centre Situated in the Ethiopian capital, Addis Ababa, it seamlessly merges architectural elegance and the latest technology. It has facilities that include large meeting rooms, exhibition space and a well-equipped business centre. A mere ten minutes’ drive from the airport, it is located next to the Africa Hall and the offices of the United Nations Economic Commission for Africa (UNECA). Africa Hall was inaugurated in 1961 by H.I.M. Emperor Haile Selassie.
Ghana: The Accra International Conference Centre The Centre was built in 1991, to host the Tenth Ministerial Meeting of the Non-Aligned Movement. It is very popular for large events and has since hosted major conferences and summits by UN organisations. The capacity for the centre is as follows: • 6 000-delegates • six conference halls • Main conference hall accommodates 1 600 people.
Kenya: KICC Kenyatta International Convention Centre The Kenyatta International Conference Centre in Nairobi is an internationally renowned venue within walking distance of several five star hotels. The building’s terracotta exterior deems to reflect traditional African architecture. There are several well-equipped conference and meeting rooms with the largest having a capacity for over 4 000 delegates.
The Accra International Conference Centre
Morocco: The Palmeraie International Conference Centre Located twenty minutes from Marrakech city centre, the superb Palmeraie International Conference Centre is a facility with the exquisite architecture unique to Marrakesh. With a meeting space of 4 000 square metres, it is able to accommodate up to 1 500 people in its 30 meeting and conference rooms.
Namibia: Safari Court Hotel & Conference Centre It is Namibia’s largest conference centre with an offering of sixteen venues of different sizes, which can be configured for any conference or banqueting requirement. The Grand Ballroom – which can divide into eight different venues – provides seating as follows: • 2 400 delegates in theatre style • 1 800 in conference style • 1 200 in banqueting style A Pre-Assembly area is also able to accommodate up to 1 000 guests.
Nigeria: The Abuja International Conference Centre (AICC) This centre has played host to varied international, regional and national conferences, summits, meetings etc. and can accommodate up to 3 000 guests. Its main conference hall, Africa Hall, has a capacity of 2 000 delegates. The interior is tastefully decorated complementing modern facilities.
Tanzania: Julius Nyerere International Convention Centre The Centre was built by China and it reflects their centuries-old architecture.
25
It was named after Tanzania’s first president, the late Julius Kambarage Nyerere, and is wholly owned by the government. Situated in the business centre of Tanzania, Dar es Salaam, it is ideally located to service the tourist circuit in the south of the country. Equipped with twelve conference rooms, seating a range of 5 - 300 delegates in varying arrangements; the plenary is 1 003 delegates.
Tanzania: Arusha International Conference Centre Situated in Arusha - the gateway to the Ngorongoro Crater, the Serengeti, Tarangire and Lake Manyara National Parks in close proximity to Mt. Kilimanjaro, it has ten meeting rooms with the theatre able to host 1 313 people. The plenary for all the meeting rooms is 2 500 delegates.
Uganda: Speke Resort & Conference Centre This is a five-star hotel with an impeccable conference and meeting venue. It is situated in Munyonyo on Lake Victoria, built for the Commonwealth Conference in 2007. It proffers ten state-of-the-art conference rooms including the ballroom.
Zambia: Mulungushi International Conference Centre The Centre’s old wing has seven conference rooms, of which the largest, the main hall, has the capacity for 2 500 attendees. The new convention centre, adjacent to the old wing, has thirteen conference halls and largest hall sitting capacity of up to 1 000 people.
Kenyatta International Convention Centre © Tony Bowden
26
EVENT GREENING FORUM
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RAISING THE BAR FOR SUSTAINABLE EVENTS IN 2016 By Greg McManus
U
ntil earlier this year, a ‘green’ event was essentially whatever an organiser or a client wanted it to be, largely as a result of a lack of industry-wide standards to ensure a common interpretation and guide for more sustainable events, meetings and conferences. The introduction of the ISO 20121:2012 standard for green events seemed to focus global attention on the problem while creating greater awareness of the need for more responsible events. However, while it has been widely welcomed as a starting point, the international standard falls short of its expected application in the eventing industry. The ISO 20121:2012 has been criticised for its focus on certification rather than a step-by-step guide on how to create a sustainable event. One reason for this is perhaps the belief that event organisers need to take overall responsibility for every aspect of their event. While this may be a good starting point, without specific standards and guidelines related to the various elements and activities that make up an event, their task would be almost impossible. The Event Greening Forum (EGF) has taken up the challenge by developing a uniquely South African standard designed to address the responsibilities of the myriad of role players in events. In May 2015, a working group was established by the EGF to focus on the development of appropriate standards which were in line with ISO 20121:2012, but which addressed all the elements of greening an event. Under the chairmanship of Greg McManus, the group considered a number of similar international initiatives and came up with standards that address most of the role players within the events industry. For the first time in South Africa, standards have been set for all role players in an effort
Scan Display incorporates green elements in stand building © Scan Display to ensure an integrated and coordinated approach to event greening takes place. The final draft of the standards addresses the roles and responsibilities of PCO’s and organisers as well as service providers ranging from venues, food and beverage providers, exhibition contractors and suppliers, transportation, and any marketing collateral for the event. The standards are currently being reviewed by the organisations and associations affiliated with the EGF and will be introduced to the industry and public during the EGF’s 2016 AGM, to be held on 22 February 2016 at the Sandton Convention Centre in Johannesburg. While the standards are being finalised, work has already started on an interpretation guide which will clarify the final standards and provide a guide for role players to create and host greener, more sustainable events. A measurement tool is also being developed which will allow for independent
third-party evaluation and certification of events for organisers wishing to have their events certified as green or sustainable. It is hoped that once the standards are published and implemented, they could be adopted as a national standard by the industry and used as a tool to improve the overall sustainability of the events industry in South Africa. Comments and feedback from industry professionals on the draft standards are welcomed and anyone who would like to participate in the review process should contact Lynn McLeod on +27 82 891 5883 or info@eventgreening.co.za.
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BUSINESS EVENTS MADE EASY
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Olarro Conservancy, Maasai Mara, Kenya © Ninara
KENYA An exhilarating trek through the technological hub and natural paradise of Kenya, as Imogen Campbell reports.
T
his Equatorial, East African metropolis, Kenya, is synonymous with the concept of safari. It is about half the size of South Africa, comparable to France, but smaller than Texas. It is bordered by Uganda, South Sudan, Ethiopia, Somalia and Tanzania, as well as Lake Victoria and the Indian Ocean. Blessed with pristine beaches and ubiquitous wildlife, it proffers the prospect to observe the migration of the wildebeest to the famous Tanzanian Serengeti plains. Its capital is Nairobi. Possessing some amazing superlatives, it has the second-highest mountain in Africa, Mount Kenya, and the world’s largest tropical lake and second -largest fresh water lake by surface-area, Lake Victoria.
Key Venues Kenyatta International Conference Centre The Kenyatta International Conference Centre in Nairobi, is an internationally renowned venue within walking distance of several five star hotels. The building’s terracotta
Getting around the city:
exterior deems to reflect traditional African architecture. There are several wellequipped conference and meeting rooms with the largest having a capacity over 4 000 delegates. The KICC is equipped with Simultaneous Interpretation Equipment with a capability of up to seven languages, as well as a modern business centre.
You can hire a jeep and drive through Kenya. Most worldwide car rental companies have a presence there and online bookings can also be arranged.
Pre-and-post tours: Most tourists visit Kenya to experience the safaris. A trip to the shallow lake in central Kenya, Lake Nakuru, is an opportunity to observe the greatest bird spectacle on earth when inhabited by lesser flamingos, sometimes up to one million. Amboseli National Park is located at the foot of Mount Kilimanjaro and is famed as being the best place in Africa to
The Safari Park Hotel It is a truly African gem with recurring African motifs. It has a wide selection of conference venues, seminar options and business support service. The complex is replete with 20 conference and meeting facilities; each with pre-function space and breakaway areas. The capacity is as follows: The Safari Park Hotel Venue
Banquet
Cocktail
Theatre
Classroom
Jambo Conference Centre
550
1000
1000
500
Tsavo
150
300
300
150
Amboseli
150
300
300
150
Samburu
150
300
300
150
BUSINESS EVENTS MADE EASY
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Karura Forest, Nairobi, Kenya © Ninara
Mother elephant with twins in Amboseli National Park, Kenya © Diana Robinson
Kenyatta International Conference Center © Jorge Láscar
Amboseli National Park is located at the foot of Mount Kilimanjaro and is famed as being the best place in Africa to get close to freeranging elephants.
get close to free-ranging elephants. Water sports on the coast include swimming, scuba-diving, snorkelling, water-skiing or surfing. The brave can embark on a snake safari with specialists snake safari outfit Bio-ken, and spot Kenya’s hundred species of snakes. Its Big Five Safari includes pythons, boomslangs, puff adders, cobras and mambas. Another unique outing would be a meal at Ali Barbour’s Cave Restaurant in Diani, a seafood specialist. Tables are ten metres below ground in an open-air coral cave.
Contact: Kenya Tourism Board – Head Office Telephone: +254 20 2711 262 Email: info@ktb.go.ke Website: ktb.go.ke
Currency
Population
The currency is the Kenyan Shilling and the exchange rate against major currencies on 4 December 2015 is as follows: Major Currencies 1 ZAR (Rand) 1 US dollar 1 GBP 1 Euro
Kenyan Shilling 7.07 102.06 154.33 111.13
Climate The country has two distinct seasons, a rainy and dry season. The country’s climate ranges from tropical on the coast to very hot and arid in its interior.
Kenya has a hot climate due to its location. It lies directly on the equator.
Approximately 45,925,301 - Source: World Factbook
Airlines and major airports Jomo Kenyatta International Airport in Nairobi is the main gateway to Kenya. International carriers include: • Qatar Airways flights • Kenya Airways • Air Arabia • Air India • Air Mauritius • Air Seychelles • British Airways • Egypt Air • Emirates • Ethiopian Airlines • Etihad Airways • Gulf Air • KLM Royal Dutch • Air Tanzania • Saudi Arabian Airlines • South African Airways • Swiss International Airlines • Turkish Airlines
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Drakensberg, KZN © Assegai & javelinf for Tourism KZN
Addington Beach, Durban, KwaZulu-Natal, South Africa © South African Tourism
KWAZULU-NATAL Imogen Campbell on why your next event should be hosted on KZN’s sunny shores.
K
wazulu-Natal is a hot destination; from the balmy weather, sparkling Indian Ocean to the piquant curry! Situated on South Africa’s East Coast, its gamut encompasses Port Edward in the south to the borders of Swaziland and Mozambique to the north. Its western part is marked by the UNESCO World Heritage site, the Drakensberg Mountain range. It is roughly the size of Portugal; the capital is Pietermaritzburg, but betterknown is sizzling Durban with its stunning beaches. The region’s largest river, the Tugela, flows west to east across its centre. Durban’s harbour is one of the busiest in Africa and Richard Bay Port is the deepest in Africa. KZN is also responsible for all the sugar needs of South Africa.
Key venues Durban International Convention Centre This convention centre is undoubtedly world-class! Voted “Africa’s Leading Meetings and Conference Centre” by the World Travel Awards. The centre’s intelligent design and operable walls facilitate different configurations for meeting settings. All the convention halls are multipurpose venues, air-conditioned, carpeted and have Wi-Fi connectivity. Another
Getting around the province
plus is the lack of cabling on the floor due to ubiquitous power supply points. • Hall 1 offers a magnificent auditorium seating 1 680 delegates. • The combination of Hall 1 and 2 is large enough to accommodate a plenary audience of over 8 000 delegates or a banquet for over 4 000 guests. • The full venue can accommodate 12 000 delegates for a plenary session or a banquet of up to 5,000 guests.
Hiring a car is a good way of getting around. There are several car-rental companies in KZN and it is easily arranged online. Depending on your locale walking along the Golden Mile, taking a rickshaw ride or hiring a bike are the more remarkable options.
Pre and post tour opportunities Durban Beachfront known as the Golden Mile extends from North Beach, starting from Blue Lagoon, to Addington on South Beach. The balmy weather combined with pleasant sea temperatures averaging 21°, is a colossal attraction for tourists who flock to swim, surf and tan on the beach. Also located on Addington Beach is the largest aquatic theme park in Africa, uShaka Marine World. The scenic Valley of a Thousand Hills should be visited, it is where one can learn about the culture of the indigenous Zulus as well as have a ride on the 1000 Hills Choo Choo steam train departing from
Moses Mabhida Stadium A world-renowned stadium that has hosted, most notably, the FIFA World Cup in 2010 is also a premier meetings venue. Besides exceptional activities like the SkyCar or the 550 step walk to the top of its arch, it proffers meeting space for a truly distinctive event. The People’s Park is a landscaped area, Ocean Atrium is high-ceilinged with art-lined walls and The Presidential Atrium offers exclusivity and luxury. The capacities are as follows: Moses Mabhida Stadium Venue
Banquet
Cinema
Cocktail
People’s Park
300
450
500
Ocean Atrium
-
-
200
Presidential Atrium
200
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300
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Nelson Mandela Capture Site © Darren Glanville
Kloof. A singular experience is the Mandela Capture Site marked by a striking sculpture, which creates a shrewd optical illusion: its guise is of 50 steel poles of various heights but, when one nears it, the poles unify to make an image of Mandela’s face. Additionally, the Howick Falls, a 95 metre waterfall near the titular town is surrounded by beautiful rivers, lakes, dams and forest. South Africa’s first World Heritage Site, St Lucia Estuary, is home to hippopotami, Nile crocodiles, some black rhinos, leopards and greater kudus.
Contacts Tourism KZN Tel: +27 31 366 7500 Email: enquiries@zulu.org.za Website: www.zulu.org.za/contact-us
Airlines and major airports:
Population
The aerial gateway to the region is King Shaka International Airport opened in May 2010. Airlines flying in include: • Mango Airlines • South African Airways • Kulula Amongst the International carriers are: • British Airways • Emirates • Turkish Airlines • Qatar Airlines • Ethiopian Airlines
Durban International Convention Centre © Courtesy of Durban ICC
10 694 400 – 2014 Estimate – Stats South Africa
Climate It has a sub-tropical climate. Summer is hot and humid with rainfall in September to April. It has a somewhat divergent climate that spans extreme heat along the coast in summer to the possibility of snow on the mountains in winter.
Whaleshark © Assegai & javelinf for Tourism KZN
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EVENTS TO DIARISE
JANUARY CAPE MINSTRELS SECOND NEW YEAR STREET PARADE 2 Cape Town, South Africa L’ORMARINS QUEEN’S PLATE AT KENILWORTH RACE COURSE 9 Cape Town, South Africa MEETINGS MOROCCO 14 - 15 Marrakech, Morocco IITM COCHIN 14 - 16 Kerala, India FITUR 2016 20 - 24 Madrid, Spain SYTA SUMMIT 21 - 24 Punta Cana, Dominican Republic CLASSIC CAR AND BIKE SHOW 23 - 24 Cape Town, South Africa OFFSHORE WEST AFRICA 26 - 28 Lagos, Nigeria
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ADVANCES IN CEMENT AND CONCRETE TECHNOLOGY IN AFRICA 2016 27 - 29 Dar es Salaam, Tanzania UP THE CREEK MUSIC FESTIVAL 28 - 31 Swellendam, South Africa EMITT 28 - 31 İstanbul, Turkey SATTE 2016 29 - 31 New Delhi, India
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STELLENBOSCH WINE FESTIVAL 5-7 Stellenbosch, South Africa INVESTING IN MINING AFRICA INDABA 2015 8 - 11 Cape Town, South Africa NATIONAL CONFERENCE AND TECHNOLOGY EXHIBITION ON INDIAN MEDICAL DEVICES & PLASTICS DISPOSABLES / IMPLANTS INDUSTRY 2016 12 - 13 Ahmedabad, India AFRICA ENERGY INDABA 2016 16 - 17 Johannesburg, South Africa WORKING WORLD EXHIBITION 16 - 18 Port Elizabeth, South Africa ECOMMERCE AFRICA CONFEX 17 - 18 Cape Town, South Africa
DESIGN INDABA CONFERENCE 2016 17 - 19 Cape Town, South Africa MEETINGS AFRICA 22 - 24 Johannesburg, South Africa SIGN AFRICA DURBAN 24 - 25 Durban, South Africa JOHANNESBURG HOMEMAKERS EXPO 2016 25 - 28 Johannesburg, South Africa ULTRA SOUTH AFRICA 2016 26 - 28 Johannesburg and Cape Town, South Africa
© Bảo-Quân Nguyễn
FEBRUARY
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ASSOCIATIONS
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SAACI
EXSA 2016 CONFERENCE
SAACI is the umbrella body of the business-events industry in Southern Africa, dedicated to efficiency and professionalism in the industry since 1987.
The Conference scheduled for 31 January to 2 February 2016 will commence with a farm style lunch in the grounds of Spier followed by speed networking, which organisers hope will bolster efforts for delegates to get to know each other. The theme is “Engage your senses”. The patron members will also be welcomed at the conference. The headline speakers are Guy Lundy, a qualified futurist and experienced scenario planner with a Masters in Futures Studies. Chris Moerdyk is the former head of strategic planning and Public Affairs for BMW, South Africa. He is a top marketing thought leader and influential in the SA advertising industry. Other speakers on the lineup are Fred Road, Steve Evans, Dylan Kohlstadt and Barry O’ Mahoney,
The work we do is guided by four key principles: 1. SAACI Community – where we interact with our members and stakeholders. 2. SAACI Intelligence – where we gather and publish information that helps our members to grow their business. 3. SAACI Academy – where we professionalise the industry through certification, education and training. 4. SAACI Into Africa – where we expand our network into all South African provinces and all Southern African Countries. Four key tributary pillars support them: 5. Branding and Communication – where we communicate innovatively and grow the SAACI brand. 6. Stakeholder Engagement - where we keep everyone with a stake in the industry informed and involved. 7. Sustainability – where we provide guidance for ‘sustainable best practice’, both in terms of business and the enviroment in which we operate. 8. Future Focus – where we encourage and support industry members younger then 35. With nearly 30 years of being your partner in the business events industry, we have a great track record of 1500 individual, corporate and patron members representing all sectors.
WESGRO TO SUPPORT RESPONSIBLE TOURISM AGAIN Wesgro – the tourism, trade and investment promotion agency for the Western Cape - will be the main sponsor of the 2016 African Responsible Tourism Awards for the second time. The awards are organised by Better Tourism Africa, supported by Responsible Travel. The winners of the awards will be announced in Cape Town International Convention Centre during Africa Travel Week 2016.
ASSOCIATIONS
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The Association of African Exhibition Organisers (AAXO) recognised a need to support and educate members on the topic around harnessing the power of digital marketing. They will therefore be hosting their inaugural organiser training session on Digital Marketing on 10 February 2016. AAXO’s mandate is provide exhibition organisers with the tools and resources to run successful exhibitions. The agenda for the member attendees includes guidance on how to develop and effective digital marketing strategy, training on social media effectively, trends in digital marketing for 2016 and understanding the legislation around the Protection of Personal Information Act. The formal AAXO launch is scheduled for 15.00 after the training has wrapped up. Attendees can expect the release of AAXO market research results and will then have an opportunity for participation in an industry networking function. The event will host exhibition organisers, venue representatives, suppliers and service providers. Stakeholder representatives from the Department of Trade and Industry and SA tourism and other association partners and the media will also be present.
AFRICAN ASSOCIATION EXECUTIVES FORM CONTINENT-WIDE SOCIETY African-based Association Executives have joined together to form a continent-wide society. The reason is two-fold: • to raise the profile of memberbased organisations and • Improving skills in the sector. The launch of the African Society of Association Executives will take place at the Meetings Africa tradeshow in February 2016. 25 members will represent every region in Africa. Of the estimated 700 African associations – national, regional and international – only about 220 take their meetings abroad. The emergence of a stronger association sector should encourage the sector to think bigger and rotate events in Africa and abroad. Africa currently only holds 3-4% of the international meetings held worldwide and this is an aspect that tourism chiefs are keen to change. Amanda Kotze-Nhlapo of the South Africa National Convention Bureau stated that ultimately this society was created to facilitate Africa in becoming a more united continent.
Boulders Beach, Cape Town, South Africa © SA Tourism
AAXO PLANS ORGANISER TRAINING SESSION
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DIRECTORY OF ADVERTISERS
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ADVERTISERS ACE OF MICE
EXSA
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CONTACTS Cover Image: Courtesy of Expo Centre Johannesburg © Jessica Notelo Publisher: Lance Gibbons lance@filmeventmedia.co.za
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Executive Editor: Katie Reynolds-Da Silva katie@filmeventmedia.co.za
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CTICC
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Event Planner’s Guide to Africa 2016
Sensation Lab
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Exhibition Freighting GSM
Spier
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Assistant Designer / Illustrator: Lauren Smith lauren@filmeventmedia.co.za Editorial Assistant: Imogen Campbell info@filmeventmedia.co.za Brand Manager: Rhoda Farrant rhoda@filmeventmedia.co.za Brand Manager: Philip Gordon philip@filmeventmedia.co.za Production and Traffic Manager: Nazeera Hartley Roach nazeera@filmeventmedia.co.za Production and Traffic Co-ordinator: Basheera Hartley bash@filmeventmedia.co.za 57 2nd Avenue, Harfield Village, Claremont 7708, Cape Town, South Africa Tel: +27 21 674 0646
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