SOUTH AFRICA NATIONAL CONVENTION BUREAU

CONFIDENTIAL AND PROPRIETARY

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SOUTH AFRICA NATIONAL

CONVENTION BUREAU NATIONAL ASSOCIATION PROJECT

May 2021

22

Term s o f Re fe ren ce

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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

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Stakeholder Engagement

The SANCB consulted with the following stakeholder groups to develop the Framework for the National Association Project.

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Creating Local Demand

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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

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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

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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

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Se lec ted VTSD ’ s

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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

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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

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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

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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

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Pro jec t S co pe

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• 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


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.

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Vision and Objectives


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.

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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

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Cr i t e r i a

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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



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.

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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)

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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)

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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

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B idd in g P ro ce s s

2525

Bidding System And Processes

2626

Bidding Process

2727

2828

Bidding Rotation

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Internal Approval Processes

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Internal Approval Processes

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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.





THANK YOU

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SOUTH AFRICA NATIONAL CONVENTION BUREAU