Description
THE SOUTH AFRICA NATIONAL CONVENTION BUREAU, TOGETHER WITH THE CITY AND PROVINCIAL BUREAUX, OFFERS FIVE KEY SUPPORT SERVICES.
OVERVIEW OF THE SANCB’S KEY SUPPORT SERVICES:
1. Bidding support In the Bidding Support phase, the SANCB can provide the following support:
• Pre- and post-bid support such as bid promotion and handling of requests for proposals
• Independent advice when selecting a destination for your event
• Bid materials to provide support to members
• Government Letters of Support
• Bid presentations
• Lobbying and promotional support
• Meeting planner support services, such as collateral materials, signage and assistance in locating suppliers
• Advice on local issues
• Destination expertise through numerous channels including the SANCB’s meeting and incentive planner website, and meeting planner fact books
• Co-ordinating requests for bidding
2. Site inspection support
Site inspections showcase the elements included in the destination’s bid. Site inspections are part of the SANCB’s service offering. The SANCB, in conjunction with the city and provincial convention bureaux, organises and facilitates site inspections to assist association heads and business-event decision makers by introducing them to the event professionals, who will bring their meeting, conference, event or incentive to life. The SANCB will invite key decision makers to view options to help confirm the conference offering, including pre- and post show opportunities. Site inspections are a crucial part of the decision-making process for business events. The venue must be conveniently situated close to transport routes and important
amenities and must boast the facilities and luxuries that befit a business traveller and conference delegate. The venue must be secure and attractive, with state-of-the-art infrastructure and technology, as well as excellent cuisine and a wide range of culinary and beverage options. Site inspections also reinforce the benefits of hosting a conference in South Africa and dispel negative preconceived notions.
The benefits are:
• South Africa is a cost-effective destination with attractive exchange rates
• South Africa is a world-class destination
• Delivery of world-class services and experiences that are on time and bring the WOW factor
• South Africa is a secure and harmonious nation
• The opportunity to leave a lasting impression
• Political/economic stability
• South Africa is an innovative and advanced nation
• South Africans are warm, welcoming and professional. Furthermore, well-coordinated site inspections give decision makers key insights into the wide variety of venues available in the chosen city. This allows decision makers to make their choices based on the facilities and location that best suits the conference attendees
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Speciality
The SANCB understands that no two events are the same, so they will tailor-make a list of recommended venues according to the specific needs of the event.
3. Convention planning support
The South Africa National Convention Bureau, with the city and provincial bureaux, is perfectly positioned to assist with planning a congress, meeting, expo or convention in South Africa. Their team has effective working relationships with an extensive database of local service providers. The SANCB can also facilitate collateral materials, government liaison and advice on destination and local issues.
Key services during the Convention Planning stage:
a) Sourcing Venues
South Africa has a wide variety of business event venues that cater for different types of events. The SANCB understands that no two events are the same, so they will tailor-make a list of recommended venues according to the specific needs of the event. Whether it’s a conference for 2 000 in one of South Africa’s Centres of Excellence, or a convention for 15 000 in the heart of Cape Town, Durban or Johannesburg, the SANCB will find the perfect venue.
b) Locating Suppliers
A well-planned conference requires the co-ordinated efforts of numerous suppliers, such as stand designers and builders, catering companies, entertainment, translation services, professional speakers, security, transport, graphic designers, décor experts, audiovisual experts and many other technical suppliers. The SANCB works with city and provincial convention bureaux to propose recommended suppliers and facilitate business relationships.
c) Compiling Cost Estimates
Conferences require complex budgets that must be strictly adhered to. The SANCB understands the importance of these budgets, and will propose Professional Conference Organisers that can assist with budget-related matters. South Africa has dozens of excellent (PCOs) that are skilled in all aspects of conference organising, including costings and budgets.
d) Submitting and Monitoring RFPs
The SANCB and the relevant local convention bureau will ease the planning process by submitting requests for proposals in-house, and carefully monitoring their progress.
e) Co-ordinating Site Inspections
Site inspections are an integral aspect of the planning phase as they inform decision makers on the locations and facilities that will work best for the conference. The SANCB works closely with South Africa’s venues and is ideally positioned to facilitate the inspection of suitable locations.
f) Advising on Pre- and Post-Tour Opportunities
South Africa has an abundance of pre- and post-tour opportunities. Conference delegates will be able to see for themselves why millions of travellers flock to South Africa every year. From wine-tasting along the world’s longest wine route, to exploring Gauteng’s cultural precincts, to visiting the country’s renowned Kruger National Park; the SANCB can advise the organising committee on the most rewarding destinations and activities to consider for their delegates.
4. Delegate boosting
The South Africa National Convention Bureau can co-ordinate efforts to increase the number of delegates attending a business event in partnership with the association. It is in the best interest of all involved to have the maximum number of delegates attend an event, which In turn boosts the success of the event. The SANCB can assist associations to promote and market a convention in a number of key ways, including promotional material, special services and cultural displays.
Delegate Boosting Packages
The SANCB offers three packages to assist with delegate boosting:
• The Standard Package
• The Standard Plus Package
• The Elite Package
The evaluation criteria for choosing one of these packages includes:
• Being part of an international association agenda
• Support provided in the bidding phase
• Delegate numbers (and the countries they are from)
• Seasonality
• Duration
• Economic development criteria
5. On-site event services
On-site event services are vital as they add remarkable value to a delegate, especially if the delegate is visiting South Africa for the first time. On-site services are the little things that can happen on site that make a big difference to the delegate’s experience.The SANCB is proud to offer on-site event services as part of its range of support services. The objective of this service offering is to enhance the delegate’s experiences and put into perspective the value of the delegate’s visit to our country, over and above the value of the conference programme itself.
