south africa national convention bureau
TRANSCRIPT
CONFIDENTIAL AND PROPRIETARY
Any use of this material without the permission of Letsema is strictly prohibited
CONFIDENTIAL AND PROPRIETARY
Any use of this material without the permission of Letsema is strictly prohibited
SOUTH AFRICA NATIONAL
CONVENTION BUREAU NATIONAL ASSOCIATION PROJECT
May 2021
33
Context
National Association Project: Spreading the Economic Benefits and Creating Future Bidding Opportunities
The National Association Projects is an initiative driven by the SANCB to pull different levers as part of South African Tourism’s
(SAT) recovery plans for the tourism industry. National Associations are critical stakeholders in the bidding process to secure
international conferences and convention for the SA.
This project aims to capacitate the local association sector in SA that will enable the sector to start hosting regular national
meetings again and to create bidding opportunities for future international conferences.
The Project Plan will provide the roadmap for the concept development, implementation and monitoring of the project
including the consultation process with various internal and external stakeholders to ensure the objectives and goal of the
project are achieved.
The COVID-19 pandemic has permanently changed and altered the business event landscape, and the National Association
Project aims to re-ignite demand for national conferences and to secure a pipeline of secured future business for the country.
Specific project objectives of the National Association project include:
• Regional Spread: Assisting National Associations to host their meetings and conferences in Villages, Towns and Small Dorpies
(VTSD) across SA.
• Bidding Capacity Building: Developing a bid support program and system for National Association meetings and conferences.
• Infrastructure Development: Assist VTSD’s across SA to develop their meeting and conferencing infrastructure by bidding for
National Association Meetings and Conferences.
• Pre and Post Tours: Promote tourism experiences (pre and post-tour packages for delegates and accompanying person
program) in VTSD’s that can be marketed to delegates by local SMME’s, contributing to domestic tourism.
• Procurement: Incentivise the procurement of conferencing goods and services from local service providers in VTSD’s.
• Association Capacity Building: Create opportunities for communities based in VTSD’s to attend and participate in National
Association Meetings and Conferences as delegates
N A T I O N A L A S S O C I A T I O N P R O J E C T
44
Stakeholder Engagement
The SANCB consulted with the following stakeholder groups to develop the Framework for the National Association Project.
66
Professional and Trade Associations
Professional organisations, also called professional societies, consist of individuals of a common profession,
whereas trade associations consist of companies in a particular industry. 01
Professional associations have additional objectives of expanding the knowledge or skills of its members
and providing professional standards. 03
International professional and trade associations with a global memberships base often have regional and
national chapters representing an individual or organisational members in a specific geographical
region.
04
The activities of both trade and professional associations are similar, and the ultimate goal is to promote, through
cooperation, the economic activities of the members while maintaining ethical practices. 02
77
Characteristics of Association Meetings and Conferences
• The association market
covers a wide range of event
types and categories:
medical meetings (the
largest segment); scientific;
other academics; trade
organisations; professional
bodies; social groupings.
• In terms of size, budget,
duration and complexity,
there are massive variations
between and also within
categories.
Types of Meetings
• Almost every ‘speciality’
has an association which
holds one or more
meetings.
• Most associations have
meetings that are
repeated at regular
intervals.
• These can be annual,
biennial etc.
• The destinations rotate.
• They rarely return to the
same destination within
very short time-span.
• The initiative to host a
meeting often comes
from the local
counterpart, e.g. the
national association.
Rotation
• Professional and trade
associations use meetings,
conferences and conventions
to execute various of their
constitutional obligations as
part of the legal requirements
of the organisation.
• Meetings, conferences and
conventions as used as
platforms for knowledge
sharing, focused on
educational outputs, to
provide regulations to their
industry and to provide
business networking.
Objectives
• The business events industry,
from Professional Conference
Organisers (PCO), venues,
audiovisual companies,
catering services,
transportation services and
accommodation
establishments are important
stakeholders required to
execute these business events
for associations.
• The economic impact
generated through the
organising and delivery of
meeting, conferences and
conventions contribute to the
Micro and Marco economic
development of the country.
Stakeholders
88
South African Association Landscape
SA has a well-established professional and trade association industry spanning across various sectors.
Many of SA’s national associations are linked or are members of their international and regional professional and
trade associations and host one or more meeting or conference. As part of their international or regional
affiliation, these national associations are eligible to bid for the hosting right of meetings and conferences
organised by international or regional organisations.
• Industrial Manufacturing
• Construction Engineering and Architecture
• Manufacturers
• Crafts and Home Industries
• Mining
• Agriculture
• Food Products
• Healthcare
• Education
• Community Organisations And
• Projects
• Representative Organisations
• Professional Services
• Government
• Financial Services
• Information Technology
• Wholesale and Retail Trade
• Property and Real Estate
• Media Marketing and Publishing
• Media Production
• Sport
• Culture, Entertainment Music and Recreation
• Transport and Logistics
• Tourism, Travel and Hospitality
1010
VTSD Selection Process
BECF TGCSA NA
Criteria development for
VTSD’s
Business Events Coordinating Forum
Quality assurance and
inventory audits of
meetings infrastructure
Tourism Grading Council of SA
Engagement and
consultations regarding the
criteria and proposed
VTSD’s for the project
National Associations
1111
Metropolitan exclusion list
VTSD’s are officially classified as any district or town that is not part of South Africa’s eight Metropolitan Municipalities:
o Buffalo City
o City of Cape Town
o Ekurhuleni
o City of eThekwini
o City of Johannesburg
o Mangaung
o Nelson Mandela Bay
o City of Tshwane
1212
Phase 1: VTSD’S
PROVINCE VTSD’S SELECTED
KwaZulu-Natal 1. Mooi River
2. Pennington
3. Richards Bay + St Lucia
4. Winterton
5. Port Edward
Eastern Cape 1. Mthatha
2. Makhanda
3. Graaff-Reinet
Gauteng 1. Cullinan
2. Vanderbijlpark
3. Krugersdrop + Rooderpoort
Limpopo 1. Bela Bela
2. Tzaneen
3. Thohoyandou
Western Cape 1. Saldanha Bay
2. Wilderness/Sedgefield
3. Wellington
4. Swellendam
1313
PROVINCE VTSD’S SELECTED
Northern Cape 1. Upington
2. Springbok
3. Augrabies
4. Kathu
Free State 1. Parys
2. Clarens
3. Bethulie / Gariepdam
4. Philippolis
5. Ventersburg
North West 1. Vryburg
2. Bloemhof/ Christiana
3. Mmabatho/ Mahikeng
Mpumalanga 1. Komatipoort
2. Malahleni (Witbank)
3. Dullstroom
1515
• The National Association
Project (NAP) will aim to
create an enabling
environment for National
Association to host their
meetings and
conferences outside on
the major metropolitan
areas resulting in the
spread of the economic
benefits of the BE.
• An audit of the meeting
and conference
infrastructure in VTSD’s
and in comparison with
the hosting requirements
of National Associations
will be a key
consideration for the
viability of this project.
• With limited capacity
and event management
expertise, National
Associations (NA) view
VTSD’s as having more
risks associated to its
viability as a meeting
and conference
destination.
• The NAP will assess the
meeting supplier
networks, experience
and capacity in VTSD’s.
• The project will compare
the hosting requirements
of NA’s with the
availability and capacity
of meeting suppliers in
VTSD’s to determine the
viability of using local
suppliers.
• The inclusiveness of
suppliers will also be
analysed.
• The NAP will aim to
develop a bidding
framework for NA
meetings and
conferences which will
capacitate destinations
outside the major
metropolitan areas in SA.
• The NAP aims to create
opportunities for the
local tourism value chain
in VTSD’s through the
partnerships with the
NA’s.
Summary of Key Challenges
National Association Project: Spreading the Economic Benefits and Creating Future Bidding Opportunities
Regional Distribution VTSD Infrastructure Association Capacity VTSD Suppliers Bidding Expertise and
Capacity
Pre and Post Tour
Travel
1 2 3 4 5 6
• According to the 2019
business events (BE) data
collection report for SA,
93% of all international
BE’s are hosted in
Johannesburg, Cape
Town and Durban.
• This distribution pattern
results in the economic
impacts of these BE’s
being concentrated in
metropolitan areas
• VTSD’s have limited
meeting and conference
infrastructure.
• Infrastructure, including
access is a key
considerations for event
owners when evaluating
the viability of the host
destination.
• Associations in SA have
limited event
management capabilities
and expertise.
• Some association
outsource these functions
to association
management companies
• Meeting and conference
suppliers (AV companies,
furniture, décor,
catering, etc.) are
critical to hosting a
successful business
event.
• VTSD’s have limited
suppliers and in most
cases suppliers from
major metro areas are
used.
• Bidding is the process by
which destinations put
forward proposals and
compete for the right to
host a particular business
event.
• Apart from Cape Town,
Durban and
Johannesburg, SA have
limited bidding
expertise.
• Only a limited number of
delegates attending NA
meetings and
conferences participate
in Pre and Post Tour
activities.
• Associations identified
the availability of
destination information
and packages as the
barrier.
1616
Vision and Objectives
National Association Project: Spreading the Economic Benefits and Creating Future Bidding Opportunities
VISION: This project aims to capacitate the local association sector in SA that will enable the sector to start hosting regular natio nal meetings again and to
create bidding opportunities for future international conferences.
4
5
3
2
1
Bidding Capacity Building: Developing a
bid support program and system for
National Association meetings and
conferences.
Regional Spread: Assisting NA’s to host
their meetings and conferences in VTSD
across SA.
Infrastructure Development: Assist
VTSD’s across SA to develop their meeting
and conferencing infrastructure by bidding
for National Association Meetings and
Conferences.
Pre and Post Tours: Promote tourism
experiences (pre and post-tour packages
for delegates and accompanying person
program) in VTSD’s that can be marketed
to delegates by local SMME’s, contributing
to domestic tourism.
Procurement: Incentivise the
procurement of conferencing goods and
services from local service providers in
VTSD’s.
1717
Project Approach One-Pager
3 | BIDDING SYSTEM AND PROCESSES
Developing a bidding system and
tools for the NAP
Systems, protocols and processes
Development of a bidding
framework for the NAP
RFP’s
Development of standardised RFP
templates that NA’s can customise
Bidding Tools
Development of Bidding Tools
(templates) for provinces
CRM
Training on CRM and the publishing
process of the NA’s RFP’s
Monitoring, tracking, evaluating
and reporting
Developing of monitoring, tracking,
evaluation and reporting processes
• NA bidding protocols and
processes
• Standarised RFP’s templates
• Bidding Tools for provinces
• CRM training plan for provinces
and NA’s
• Monitoring, tracking, evaluation
and reporting processes
1
2
3
4
5
2 | VTSD
Supplier enablement to meet the
hosting requirements of NA’s
VTSD’s Identification and
Selection
Identify and select VTSD’s per
Province
Inventory and supplier audits
Conduct inventory audits of the
pre-selected VTSD’s
Bidding systems, protocols and
processes
Develop a bidding system for NA’s
including protocols and processes
Pre and Post Tours: SMME’s
Identify SMME’s in VTSD’s that can
package and deliver pre and post
tours for National Associations
• Selection of VTSD’s for phase 1.
• Inventory Audit of meeting
infrastructure and suppliers in the
pre selected VTSD’s
• Bidding processes and protocols
• Identification of SMME’s to
package pre and post tours
• CSI
1
2
3
4
OBJECTIV
EIN
ITIA
TIV
ES
DELIV
ERABLES
1 | DECISION-MAKERS
Capacitating and Creating an
enabling environment for NA’s
• Minimum hosting requirements for
NA meetings in VTSD’s
• Standard support packages
• Bidding processes including RFP’s
and evaluation
• Delegate Boosting, Site Inspection
and On-Site Event Services –
Processes
1
2
3
4
Determine the hosting
requirements
What is required to host NA
meetings and conference in VTSD’s.
Viability (Cost-Benefit Analysis)
What business model will be
required in terms of Investment vs
ROI
Bidding system and process
Education and training for NA’s on
the proposed bidding framework.
RFP and Evaluation
Assistance to NA’s to develop their
specifications and processes to
evaluating proposals
Logistics
Identify delegate boosting, site
inspection and on-site event
services requirements
5
CSI Initiatives in VTSD’s
Identify and package CSI initiatives
in VTSD’s for NA’s 5
1919
National Association Project Criteria
The SANCB, through the consultations with the National Associations in the focus groups, town hall engagements and with the
provincial and city convention bureaus, agreed on the following criteria for National Association Project:
CRITERIA DESCRIPTION
Association Structure • Only associations that meet the following criteria will be eligible for support:
o The Associations need to be formally registered with a governance structure (board
of directors, constitution and regulations).
o The Associations need to have a Membership structure in place with proof of
historical existence.
Affiliation • Affiliation to International /Regional Association
o The Associations need to be a Member in good standing with their international or
regional Association.
Eligible to bid • The Associations need to be Eligible to bid for their affiliated international and regional
conferences.
o The open date for these bids must be known.
o Conferences must meet the size criteria for international and regional bidding
criteria.
2020
National Association Project Criteria
CRITERIA DESCRIPTION
Size Criteria • Minimum of 50 delegates (Eligibility still linked)
o The eligible conferences still need to meet the size criteria as per the
international/regional bidding criteria.
Economic Sectors • The Association needs to be linked to the international bidding criteria’
economic sectors, including Brand SA’s investment priority sectors.
Duration • The conference or meeting must be a minimum of two full days (including
technical/compulsory scientific tours.
What days of the week • Conference days must be linked / borders a weekend to enable Pre and
Post Tour / Accompanying Person Programmes to be offered to delegates.
2121
National Association Project Criteria
CRITERIA DESCRIPTION
Procurement • At least 50% of the budget needs to be procured locally.
o Transport; Venue – maximum of 20% can be spent.
o Other expense types: Gifting/ Conferencing bags, Entertainment, Catering,
Printing etc.
Bidding rotation • A rotational bidding system that only approved VTSD’s can for part of the rotation.
Accompanying Person
Programmes / Pre & Post
Tours
• Opportunities to be made available to market pre/post tours and accompanying
person programs to delegates
PCO’s • Conferences over 50 delegates must appoint a conference organiser.
o Assistance to be provided on the support services to be procured (if in house
services are available, for example, at universities)
2222
CRITERIA DESCRIPTION
Factors to be considered
for evaluation
• International and regional bidding opportunities (number of bidding opportunities)
o Economic sectors
o Size of the national conference
o Size of the eligible bidding opportunities
o Local procurement
o CSI initiatives
o Development opportunities identified (trade and investment)
2323
NATIONAL ASSOCIATIONS – PHASE 1
The following South African Associations will form part of Phase 1 of the National Association Project. These associations have
expressed interest in forming part of the project and to host their national conferences and meetings in VTSD’s.
1. SA Association of Public Administration
2. SA Mathematics Association
3. Stuttering Association
4. Pancreatology Association
5. Water Institute of SA
6. Sustainable Seas Trust
7. Impact Assessment Association
8. SA Physics Association
9. Surgeons Association
10.SAPICS Supply Chain Management
3131
Rules of Engagement
• Request for proposals for all national association meetings will be distributed according to the proposed RFP
rotation circulation model.
• All PTA and CBs are required to acknowledge receipt of the RPF on the SANCB CRM Portal.
• All Bid Submission will be received via the CRM Portal.
• If required by the event owner (Association), the Provincial Convention Bureau must do a bid presentation
should they be requested to do so.
• All support services or value adds offered by the Provincial Convention Bureau must be approved according to
their internal policies and processes before they are committed in the bid document.
• No commitment should be offered unless they are approved.
• The event owner must notify all the bidders about the bid outcome. The winning PTA/CB will also be notified
in writing by the event owner.
• The winning destination and the event owner must sign an MOA to finalise the bid process.