SICOT Proposal 2016_ebook

MeetingsFor AfricaFEBRUARY 2016SAOPPL-UTELY:CAN APPS REALLY7 SECRETSREPLACE CONGRESS BOOKS? FOR GROWING38TH SICOT ORTHOPAEDIC CONGRESS WORLD CONGRESS SPONSORSHIPS 30 NOVEMBER – 2 DECEMBER 2017It’s Time for Africa!CAPETOWN,SOUTHAFRICASICOT 2017 – CapeTown Vol 35 No 11

HEADING CAPS // Subtitle or quote from page here CHILL.WE’LL HANDLE IT. INCENTIVES • CONGRESSES • EVENTS 0861 ICE 444 +27 11 911 1921 www.icesolution.co.za01

Inspiring people to meetCONTENTS // What’s inside REGULARS 01 Letter from the Editor 01 Contributors 28 The Final Word ABOUT THE COVER 01 It’s time for Africa - SICOT2017- Cape Town 23 App-solutely: Can Apps really replace congress books? 05 Sponsorships: Seven Secrets for Growing Congress SponsorshipsTALKING POINTS03 Local is Lekker 18 Entertainment: Event Entertainment Today04 Exhibitors: Ways to Help Your Exhibitors 19 Activities & Tours for Accompanying Get the Most Out of Trade Shows Person’s Tour06 Congress Sponsor Ideas: 21 Pre & Post Tours For Local Medical Companies 22 Fun Run: How to choose a worthy07 Sponsorship from Non Medical Companies CSI Initiative09 Printing & Congress Materials: 25 Golf: Top Place to play Golf in Cape Town Simple things you can do to enhance the delegate experience 25 Congress Transportation: An UBER idea for Event Transportation11 Finance: Budget items you can’t afford to overlook 26 Training and Staffing: The Devil is in the Detail!12 Accommodation: Cape Town’s Top Business Hotels 26 Visa Assistance15 Social Programme: Top Venues for 27 Public Liability: The Importance of Event events in Cape Town Risk Management

WELCOME // Our streamlined, professional approachLETTER FROM THE EDITORThank you for affording me the opportunity to showcase what we at ICE Solution canoffer your organisation to make the SICOT Congress in 2017 the best it has ever been.When I started ICE Solution twenty years ago I made it my aim to provide clients with a turn-key solution that assessedtheir needs and provided a tailor-made offering that would give them the best possible outcomes. I believe my team and I have succeeded in this vision by delivering on what we promise. At ICE Solution we pride ourselves on our streamlined, professional approach to the extreme organisational challenges presented by the plan- ning and hosting of any convention or congress. We offer a very comprehensive range of services which I believe will match your expectations. With full-time support from my exceptional team we will work closely with you as the client, and your sponsors, dele- gates, venues, vendors and speakers to co-ordinate and manage every aspect of the SICOT 2017 Congress. My team and I specialise in congresses and meetings both large and small. We have arranged the 2014 Global Change Congress, the IBD Congress (throughout Africa for the past 8 years), and various medical Associations such as SAAS, SAOA, SASHA, SASES and SAKS. We handled all their requirements from spon- sorship, academic programmes, to all elements necessary to ensure the success of the congress. In addition we ensure that these congresses run as financial successes. For the last 10 years we have ensured a profit year on year for the above associations. As you may or may not be aware, ICE Solution has being appoint- ed as the Congress organizer for the 13th Meeting of the Com- bined Orthopaedic Associations-COMOC. Please refer to the COMOC website which will highlight all our areas of involvementCONTRIBUTORS// The ExpertsMel Darlow – Colette Diamond – Kim Gaul– Sam Belcher -Abstract submissions, Venue logistics & Creative, Design & Hotels Bookings,Academic programme Operations. Social Printing Logistics &co-ordination, Programme & TransportationAccompanying Person Productions arrangementsTours & VIP travelprogrammes

Inspiring people to meetOur impressive list of very satisfied clients speaks for itself, event we’ll take responsibility for the seating plans, the nameplease feel free to access the ICE Solutions blog, twitter & badges (with QR coding if needed) and the sourcing of enter-Facebook accounts for more on our track record tainment.http://www.icesolution.co.za/blog/https://www.facebook.com/pages/ICE-Solu- We are well versed in putting together an Accompanyingtion/586775041343022� Persons Programme for delegates spouses or significanthttps://twitter.com/ICESolutionSA others and also have the required experience and skill to arrange any pre or post tours that will round off the delegatesAs mentioned above ICE Solution will take care of all the experience of South Africa and the SICOT Congress in 2017.administration, planning and preparation – programme,booking of venues, suppliers (e.g. technical, catering, décor, The well-oiled machine that is ICE Solution has the necessaryentertainment and general suppliers) as well as the person- back-end systems and personnel to execute your meetingalised online registration forms, invitation process and from beginning to end. We’ll keep our finger on the pulse at allRSVPs. We also look after all online payment services via times and deliver an event that ticks all the boxes fromreliable payment gateways plus the audio visual support, budgets and financial administration to the post-meetingany exhibition floor plan designs and booth/stand alloca- feedback, evaluation and reconciliation.tion and speaker support. Electronic abstract and posterssubmissions is another service we offer. In short ICE Solution is an outstanding example of an organi- zation encompassing the logistical skills and creative muscleMy team and I will also seamlessly arrange all accommoda- necessary to deliver exceptional tailor-made solutions to alltion and travel arrangements including flights. During the your needs for SICOT 2017.ABOUT THE EDITOR: TRACEY WHITTLEICE SOLUTION IS THE BRAINCHILD OF INTREPID ADVENTURER�ANDIMAGINEER, WHO STARTED THE �BUSINESS IN 1996 AND TOOK THEEVENTING AND �CONGRESS INDUSTRY BY STORM.Collette Hoppe – Jeanne-Marie Tracey Whittle –Delegate Registrations de Wet – Budget management, Registration Exhibitors, Deployment, Event & Sponsorship, AV technology & Entertainment & Service Level Social Media Agreements 02

ICE SOLUTION // Chill - We’ll handle it Our Services to you are: 1. Intermediation in the provision of various services, detailed below, for SICOT and / or its delegates participating in the event. 2. Negotiation with subcontractors and suppliers for the provision of elements for the event, or parts thereof and the subsequent conclusion of all agreements on behalf of SICOT with the said subcontractors and suppliers for the arrangement of the event in terms of the SICOT’s mandate contained herein. 3. To act as the appointed Handling Agent and providing SICOT with the following ground services: Negotiation and liaison with appointed vendors for services requested by the SICOT for the event; Evaluate and assist SICOT in the selection of transportation / logistics, Food & Beverage coordination, gift idea, marketing and advertising, accompany person programme, all design elements, registration, web development & design décor, entertainment, exhibitions, staging & technical aspects of the event, delegate accommodation, delegate security; The design and creation of the event idea and constituent programmes thereto; event programme planning, consultancy, onsite management and execution of the event programme, with a dedicated Account Manager and support staff to service the event from start to finish; Finalizing, checking and approving bills based on your instructions and such ancillary services thereto. 4. The Services shall furthermore include any and all additional attendances by ICE which may be agreed between us in writing during the currency of this Contract and such other services, not ancillary to the Services, but necessary for the due and proper fulfilment of the Services by ICE.03

Inspiring people to meetGET THE MOSTOUT OF TRADE SHOWSFLOORPLAN LAYOUTS, BOOKING OF By Jeanne-Marie de WetBOOTHSSHELL SCHEME COSTS CONSIDER THESEEXHIBITION BUILDING COMPANIES IDEAS TO HELP YOURFREIGHTING FORWARDING & STORAGE EXHIBITORS KEEPLOGISTICS MANUAL – SETUP, DEADLINES COSTS DOWN,SHOPPING LIST – ADDITIONAL FURNITURE GENERATE PUBLICITY, AND DRIVE TRAFFIC TO THEIR BOOTHSFloorplan Hyperlink: http://www.floor-plangenie.com/events/ICESolution/CO-MOC2016/Public/fpg.aspx 04

SPONSORSHIPS // Maximise SponsorhsipsSEVEN SECRETSFOR GROWING CONGRESSSPONSORSHIPS By Jeanne-Marie de WetTwo Experts in association conference consulting givetop tips for growing sponsorship MEDICAL VS NON-MEDICAL SPONSORSHIPS MOBILE CHARGING STATIONS EXHIBITOR PASSPORT – HOW DOES IT WORK? EMAILER BLASTS EPOSTERS05

Inspiring people to meet NEW! 01 02 SMS Q&A VENUE PER SESSION IN INFORMATION PREVIEW MONITORS EACH VENUE AND BRANDINGIntroducing a new question and answer feedback Preview monitors (Large Plasma on stands) set up insystem for questions during each session at the the delegate registration area. These screens willcongress. A unique sms number will be displayed in have sponsor logos / advertisement and dailyeach venue. Delegates will be able to send their ques- announcements displayed on them. Delegates will betion to the sms number in their venue and this will be able to read these monitors while waiting in linereviewed by the moderator to filter questions through before collection their name badges & vouchers. Allto the speaker and chairman in each session. information/announcements and logos will be looped. This will be an opportunity for sponsors toThe unique sms number will be displayed on the have electronic advertisements or their companyscreen in each venue. Sponsoring companies will logo displayed in the registration area with a captivehave the opportunity to have their logo displayed in audience.each respective venue for the duration of thecongress alongside the sms number. Only one spon- *Sponsorship excludes the hire and setup of thesorship of this per venue will be sold for the duration. Plasma screen 03 CHAIRMEN AND SPEAKERS MORNING BREAKFAST BRIEFING SESSIONSOn a daily basis speakers and chairmen will have a morning & afternoon briefing session prior to the start of eachcongress day.Exhibitors and Sponsors will have the opportunity to sponsor the morning meeting snacks and coffee. The venuecan be branded by the sponsoring company.*Sponsorship excludes the cost of setup, food and beverages and includes a branding of the venue only. Partialsponsorship shared by one or two companies can be discussed. All branding needs to be removed after the 06event.

SPONSORSHIPS // Non Medical CompaniesSponsorship CTICC from As per our understanding, all negoations have done beenNon Medical done with the CTICC for discounts on venue hire rates companies during set up. SICOT will not require any further assis- tance from ICE Solution. South African National Convention Bureau� After further discussions with Nico Vilakzai from SANCB we could still apply to the National Convention Bureau foradditional support in the form of Delegate Boosting. Valuesto be determined by application approval. (R40 000, R60 000 or R100 000). National Convention Bureau is also able to assist with sponsoring an Onsite Event Services, again dependant on application approval. (R15 000, R40 000 or R80 000) These additional funds would be over & above the R490 000 awarded during the tendering process. V&A Waterfront� Will provide a DL size welcome pack for all delegates which includes V&A Waterfront collateral i.e. Companion Guide, Eateries Guide, Shopping Guide and Big 6 guide. This is a complimentary service and very useful and handy to put in delegate bags. Please let me know should this be some.thing you are interested in.Over and above depending on tenants at the Waterfront various discounts will be offered to delegates South African Airways/ Star Alliance� ICE Solution can approach SAA to be the “Official Airline Partner” of SICOT 2017, where SAA will offer discounts ranging from 5-18% per point of sale, off its lowest published airfares on the services of SAA subject to the relevant class availability for international and regional market related airfares. This will exclude all SAA code share flights as well as the domestic routes serviced by either SA Express or South African Airlink. These airfares will only be applicable for travel 14 days prior and/or after the official event dates. Delegates will be able to access these discounted fares by logging into the SAA website and entering a discount code.07



DELEGATES // Enhancing the experienceSIMPLE THINGS What do you think makes a greatYOU CAN DO congress experience?TO ENHANCE THE What gets you stressed or frustratedDELEGATE EXPERIENCE when you are a delegate atBy Collette Hoppe congresses? We will supply the equipment, staff and expertise to efficiently process visitors and/or delegates into your event. The registration process is the face of your event - the first impression. The most important factors are to present a quick and painless process and to accurately gather data from the visitors. We ensure that our operators are well versed in the different functions and venues within the event so visitors are directed and processed quicklyand correctly. Visitors will be guided through the registration process by Hosts and have their details captured and badgesproduced by Tellers. The onsite Supervisor oversees the entire registration operation and liases with the organisers to makerecommendations or to resolve issues that may arise.Registration Area:The layout of the registration area isvery important. The registrationcounters and barriers must be placed ina way that creates a simple and obviousflow of traffic from the main entrancethrough the registration process andinto the event venue. The use ofstanchions (barriers), directionalsignage and a general awareness of thecapacity of the registration area andexpected throughouts should all be09

Inspiring people to meetFINAL PROGRAMME BOOKNAME BADGESLANYARD AND POUCHESUSB’SPROGRAMME AT A GLANCECPD SCANNING –CERTIFICATES OF ATTENDANCEVOUCHERS AND TICKETSCONGRESS BAGS 10

BUDGET ITEMS // Avoid hidden surprises YOU CAN’T AFFORD TO OVERLOOK B y Tr a c e y W h i t t l e Even seasoned pros can get tripped up by hidden items in an event budget. We investigate how to avoid the pitfalls. Local Bank Account Financial Reporting Payment Gateway/Internet Merchant Regular Reporting11

Inspiring people to meetCAPE Town'sTOP BUSINESSHOTELS By Tracey Whittle5 STAR HOTEL REGULAR REPORTSThe Westin Cape Town LINK UP SYSTEM – OPERA ONLINE RESERVATION SYSTEMS IN PLACE FOR DELEGATES ACCOMMODATION BOOKINGSGeneral Terms & Conditions for the Westin Hotel book- How will deposit be secured, will this be one nights accom-ing: modation and full & final settlement on departure? � – This is dependent on how we, ICE and the hotel, agree onI also need to know what the commission is for ICE for payment based on how the booking process will proceed.these rooms rates? But if it is dealt with via our on line link – then yes, one– The hotel is pleased to advise that it pays 10% com- nights deposit and full settlement on arrival.mission on accommodation rates. The rates are quoted in South African Rand and are perPlease confirm if commission will be on a room only rate room, per night and inclusive of breakfast.or B&B? If room only room please state what % commwill be on various room types without the breakfast rate? These rates are valid until the offer expires on 01/03/2016– Our commission payment structure is on the BB rate and might have to be renegotiated. Excluded are any– not a Net rate – so it would be 10% of the contracted national or provincial tourism or other levies, which may berate. required by legislation to be collected from time to time.SICOT, also want to know, how many free rooms or The quoted rate will increase automatically, without priorupgrades based on number of rooms booked they will notification in the event that the prevailing rates of eitherreceive and what is the cap on this? value added tax or other applicable levies are increased.– The complimentary room nights are based on a 1 in Complimentary internet access is available to all in-house40 calculation. The way to get to the final nights that guests and is also included in the rates.would be awarded on a complimentary basis would beto take the rooms nights consumed and to divide it by Check in time is from 15h00 on the day of arrival and check40. out time on the day of departure is before 12h00.PLEASE DO NOTE: The complimentary nights are The rates quoted are commissionable @ 10% on the Costcapped at 25 nights. So to give you an example, should of Accommodation. Note that the Hotel will pay 14% lessthe group produce 1325 room nights in total – then to on commission claimed should the Customer not be Valuecalculate the comp nights applicable you would take Added Tax (VAT).1325/40 = 33 but as it is capped at 25 – you would get25 complimentary nights that you would advise who to Should this group be out for tender, the block will be held inallocate to. Also please note, complimentary nights do the name of the group (client) until the hotel receivesnot carry a rand credit value to them and unconsumed written confirmation announcing which agent has beennights may not be carried forward, credited to the appointed to handle the event or group.master etc. If not used, they do expire immediately. 12

HOTELS // Experience Cape Town 4 STAR HOTEL Southern Sun Cullinan4 STAR HOTELHarbour Edge Hotel 4 STAR HOTEL Southern Sun Waterfront CapeTownGeneral Terms & Conditions for the Harbour EdgeHotel booking:�The above rates are inclusive of VAT@ 14%�IncludesAccommodation and Breakfast�Tourism levy @ 1%�Aboverates are commissionable at 10% on accommodationportion only. Rate less R185.00 p/p�Hotel will offer 1room FOC for every 30 nights booked General Terms & Conditions for Southern Sun Hotel booking: Bed & Breakfast Applicable per room / per night Inclusive of VAT @ 14%. Exclusive of Tourism Levy @ 1% on accommodation only. Includes free guest WIFI (Terms and Conditions apply). Quoted according to the number of rooms mentioned above. Should your number of rooms required increase or decrease, kindly note that the above mentioned rates quoted are subject to change and availability.   FOC: 1 Comp room night for every 50 room night sold per day, to be used at the respective hotels, this value add is only applicable over the main conference dates. With delegates paying direct we require the 50% payment once the booking quote confirma- tion is received. At this we do not have a functional link to offer for delegates to book directly.   Commission:13 If booked & paid for by delegates direct 5% If booked and paid for by ICE Solution 10%

Inspiring people to meet3 STAR HOTEL 3 STAR HOTELProtea Hotel Breakwater Park Inn by RadissonLodgeGeneral Terms & Conditions for Protea Hotel Inclusive of:Breakwater Lodge booking: The rates above are quoted per room per night, including1% Tourism Levy will be applicable on the room rate VAT.only, VAT and breakfast is included in the rate Not included in the above rates is a city prescribed TourismRates are 10% commissionable on the room rate only levy of 1%No complimentary rooms will be applicable for this The above rates are commissionable to Ice Solution at 10%group booking and upgrades will be applicable based of the net accommodation valueon availability in the hotel on the day of arrival Should the prevailing rate change or another tax levy beWe are now part of the Marriott International Group and introduced during the duration of this booking, Park Inn bywill be able to provide a link as per the one the Westin Radisson reserves the right to amend the contracted ratehas. A one night deposit will be required at the time of accordingly.making the reservation and the balance is required 30 Also included are:days prior to arrival Buffet Breakfast served in RBG Restaurant  Welcome drink on Arrival High Speed Internet Access Please see below our policy for FOC rooms: 12 – 25 full paying rooms = 1 Complimentary Room 26 – 40 full paying rooms = 2 Complimentary Rooms 41 full paying rooms or more = Maximum of 3 Complimentary Rooms We are happy to create a group booking page for this event, a link will be provided to yourselves and he client for guests to click through to book and enter their own payment details. Alternatively we are also able to provide a booking form or unique code to be entered into our website which will give delegates access to the negotiated rate. We would require at least 1 night’s deposit in order to guarantee any rooms booked  Please note no accommodation is being held at any of the hotels. 14

HOTELS // Experience Cape TownTOP VENUES FOR EVENTSIN CAPE TOWN By Sam Belcher With so many venues, themes, options and enter- tainment to choose from in beautiful Cape Town, you should encourage all your clients to book your venue sooner rather than later. OPE NIN G C EREMO NY- C T IC C While in Cape Town...... Why not include a Pop UP wine tasting experience during the Opening Ceremony Cocktail function. The CTICC will agree to a trade exchange of 1:1 with the various wines estates. This will also give delegates the opportunity to meet the wine makers and to buy wine direct- ly from the various estates. The Art of Wine • A wine for every palate • A palette for every wine • Big brand names • Boutique wineries • Award-winning wines • Wine routes • Table Talk Pop-Up Tastings01

NATIONAL DELEGATE DINNER Inspiring people to meetCecil John Rhodes Venue Westin Grand Ballroom:Rhodes Place is a prestigious National Monument situated at The only venue which can accommodate 129 pax18 Queen Victoria Street, boasting magnificent views of Table with a stage is the Grand Ballroom – cost wouldMountain, the Company Gardens and St Georges Cathedral. It is work as follows:a stone’s throw from the City Centre and is a unique dinnervenue. OPTION 1The first owner of this beautiful House was Cecil John Rhodes(5 July 1853 – 26 March 1902) . The group book the Grand Ballroom for the dinnerThe 19th Century colonial-style building is home to Rhodes based on the provided number of 129 people. ThePlace, was once a renowned old Gentleman’s Club. It has now menu cost will be as per the selection made andbeen restored to its former majestic splendour and offers a then the full venue hire will be applicable. Thefeeling of style and sophistication as an upmarket function venue hire here would be R98 000.venue.It has an old style drawing room and library for pre-dinner OPTION 2drinks on the 1st floor, a classic style bar on the second floorand a large dining room with balcony on the third floor The group book the Grand Ballroom for the dinner based on the minimum numbers required – 240Constantia Wine Estate – guests. The menu cost will be as per the selectionOpen Door Restaurant made and then the full venue hire will be applicable. The venue hire here would be R36 000.The rustic charm and unique space of Open Door comes, inpart, from its distinctive history. The farm Constantia Uitsig OPTION 3dates back to 1685 when the VOC Governor of the Cape,Simon van der Stel, was granted a large tract of land by the The group book the Grand Ballroom for the dinnerDutch East India Company. based on the Minimum Food Spend of R450 per person at the numbers of 125 people. The menu cost, as mentioned would need to be R450 on food spend. Here the venue hire would then be R18 000. OPTION 4 The group book the Grand Ballroom for the dinner based on the Minimum Food Spend of R450 per person at the minimum required numbers of 240 people. The menu cost, as mentioned would need to be R450 on food spend. Here there is no venue hire applicable. General:�The opinon of ICE Solution is that they should waiver the above terms due to the revenue SICOT is providing for accommodation bookings. 16

EVENT VENUES // Top Cape Town Spots CLOSING CEREMONY LOOKOUT VENUE Marvel at uninterrupted 360˚ views of the city’s most spectacular sights. Located in the renowned V&A Waterfront, The Lookout is the ultimate distinctive, contemporary setting for your function or event. G OL D RES TAU RA NT Welcome to GOLD, a unique African restaurant in the heart of Cape Town. Our Cape Malay and African menu is a taste safari that will transport you from Table Mountain to Timbuktu. This culinary experience is accompanied by unique interactive traditional entertainment.17

INTIMATE & Inspiring people to meetUNPLUGGED Event Entertainment Today: COOL, INTIMATE AND INTERACTIVE By Jeanne-Marie de Wet Shen FMThe Gugulethu Tenors Cape MinstrelsBlack Byrd CODA Africa Drum TribeGood Luck Band Bubble Electric Cello: Carol Thorns

ACTIVITIES // Spoilt for choice in beautiful Cape TownACTIVITIES &TOURS FOR ACCOMPANYING PERSON’S TOUR Cape Town offers a variety experiences for delegates and spouses. These range from Table Mountain, Cape Point, Winelands, Robben Island, Cultural Tours, Shop- ping or just exploring the city’s great markets, shops, restaurants or beaches. Cape Point Table Mountain Penguins at Boulders Beach Bo-Kaap (Cape Malay Quarter)Robben Island Cultural Tours Winelands Safari19

Inspiring people to meetExplore Cape Town: By Sam Belcher FOCUS ON CAPE POINT Accompanying Persons Tour – Cape Point – Experience the rugged coastlines and unspoilt beauty along the shores of the Cape Peninsula to the mythical meeting place of two great oceans. https://www.youtube.com/watch?v=QLlbz6M3kkoJust around the corner from the seaside village of ProgrammeSimons Town we will stop at the Boulders Visitor Centreto visit the famous colony of Jackass Penguins, so (TIMINGS SUBJECT TO CHANGE)called for their hilarious braying call. This is a trulyspecial experience. After you have fallen in love with the 08h30: Depart CTICCpenguins we will head to Cape Point. 09h30: Arrive at Boulders Beach Penguin Colony 09h30 – 10h30: Visit the PenguinsAt the tip of the Cape Peninsula 60 km south-west of 10h30: Travel to Cape PointCape Town, lies Cape Point, a nature reserve within the 11h30: Arrival at Cape PointTable Mountain National Park; a declared Natural World 11h30 – 12h30: Time at leisure to take the FlyingHeritage Site. Encompassing 7 750 hectares of rich and Dutchman funicular or choose a long uphill walk fromvaried flora and fauna; abounding with buck, baboons the car park to see the old lighthouse and enjoy theand Cape Mountain Zebra as well as over 250 species of panoramic views.birds, Cape Point is a nature enthusiast paradise. 12h30 – 14h00: Lunch at the Two Oceans Restaurant 14h00: Walk / take the bus to Cape of Good Hope 15h00: Return to CTICC, arriving 16h30 20

TOURING SOUTH AFRICA // A world in one countryPRE-POST TOURS A visit to Southern Africa is not complete without also exploring the various pre & post tour options on offer.Namibia – 3 Day Sossusvlei Desert Adventure Zambia, Victoria Falls Botswana Chobe Marina Lodge ZanzibarDiscover 10 Facts about Victoria Falls 3 Days / 2 Nights Package THE VICTORIA FALLS & Pick-up upon arrival at Victoria Falls Airport. KRUGER NATIONAL PARK HIGHLIGHTS                                      Day 1 The indigenous name of Victoria falls is  Transfer From Victoria Falls Airport To Your Hotel Mosi-oa-Tunya which means “the smoke Sunset Cruise that thunders“. The fall is still referred to by Night at your lodge on B&B basis (Kingdom Hotel or similar)� this name by many people in Africa and Day 2 even in other parts of the world. Breakfast Visit Of The Falls On The Zimbabwe Side By Melanie Darlow Afternoon At Leisure Night at your lodge on B&B basis ( Kingdom Hotel or similar)� Day 3� Breakfast Transfer To Victoria Falls Airport�Optional activities available:�River rafting, Helicopter ride to view the falls, Bungie jumping, Elephant Back Safari01

Inspiring people to meetHow to choose a worthy CSI InitiativeCharity Walks, Fun Runs, Golf Days: Pitfalls and planning By Melanie Darlow OWN CHARITY OR DESIGNATED CHARITY SAFETY LOGISTICS 22

COMMUINCATIONS // Keep your delegates in the loopApp-Solutely:CAN APPS REALLY REPLACECONGRESS BOOKS? By Kim Gaul PRE CONGRESS PRESENTATION UPLOADS LIVE SMSING FOR Q&A SESSIONS DAILY CONGRESS NEWSPAPER (PRINTED OR ELECTRONIC) MEDIA DESIGN & MANAGEMENT FOR CONGRESSES23

Inspiring people to meetEVENT MOBI:HTTP://M.GUIDEMOBI.COM/SAOA2015/MOBI SITEETOUCHES - ONLINE REGISTRATION SYSTEMWEBSITE DESIGN AND DEVELOPMENTEMAIL SIGNATURES & BANNER DESIGNS FOREXHIBITORS TO ADD THEIR OWN EMAIL SIGNATURESLOGO FOR CONGRESS 24

LEISURE & TRAVEL // A little R&R Top Places to Play Golf in Cape Town By Colette DiamondATLANTIC BEACH GOLF CLUB�As its name suggests, this championship links-style golf course stretches out overundulating dunes only 700m from the sparkling Atlantic Ocean in the coastal village of Melkbosstrand. So players are alwaysin for a rather exciting round at this 18-hole seaside sportsman’s utopia.An UBER idea VIP TRANSPORTfor Event SHUTTLESTransportation COACHES By Sam BelcherUBER offers an UBER tool for EventPlanners. UberEVENTS puts the eventorganiser in control of when, where andfor how much guests are transported toevents.01

Requirements for visitor’s visas differ from country to country and the Inspiring people to meetrequirements are subject to change. As each application is treated as anindividual case, you should make enquiries with your nearest South The DevilAfrican mission or consulate abroad or any office of the Department of is in theHome Affairs to see whether or not you are required to apply for a visa. Detail! Remember that there is a fee charged for issuing a visa, and you should KEEP THESE TIPS INcheck the cost with the office as this is updated annually. The fee is MIND TO CREATEpayable in different currencies in different countries. EXPERIENCES THAT  ARE POSITIVE ANDVisas are not issued at South African ports of entry and airline officials MEMORABLE FORare obliged to insist on visas before allowing passengers to board. If you YOUR GUESTS.arrive without a visa, immigration officials are obliged to put you onto aflight back to your home country. HOSTESSES STAFFINGDownload SA Home Affairs’ Tourist Advisory Document (PDF). RECRUITMENTView more information from SA Home Affairs on travelling with children TRAININGto South africa POSTER HOSTESSESDownload the Parental Consent Affidavit form provided by SA HomeAffairs (PDF).Find the nearest  South African diplomatic or consular representativeabroad AUTOMATED VISA INVITATION LETTERS 26

RISK MANAGEMENT // Keep your guests safeTHE IMPORTANCE OF EVENTRISK MANAGEMENT A COMPREHENSIVE GUIDE FOR EVENT PERMITS, SAFETY, GUIDELINES AND TOOLS. By Collette Hoppe PUBLIC LIABILITY EVENT SAFETY OFFICERSPublic Liability at the CTICCThe Event Organiser is to indemnify Cape Town International Convention Centre SOC Ltd (RF) (CTICC) by taking out thirdparty insurance to cover the event for Public Liability with a minimum limit of R10 million for any one occurrence. Thepolicy must note the interests of the CTICC. The Event Organiser must provide a letter or certificate detailing public liability coverage, and details of the insurance toCTICC thirty (30) days prior to the event. If this is not received within fourteen (14) days of the due date, CTICC will takeout the necessary insurance cover, and supply the certificate of insurance as issued by The Hollard Insurance CompanyLimited and charge the Event Organiser as per the following rates per day including VAT:Build up/Break down No Charge The Health & SafetyUp to 100 delegates R 150 Officer is inclusive in the101 to 500 delegates R 175 rate quoted by the CTICC501 to 1000 delegates R 200 and no additional cost will1001 to 2000 delegates R 350 be incurred by SICOT forOv er 2001 R 443 this component.Total Rate R027

Inspiring people to meetThe FINAL WORDWhatdoyouthink makes a great congress experience? What gets you stressed or frustrated when you are a delegate at congresses?Room Type Single DoubleDeluxe Room R 4,300 R 4,600Executive Club Room R 4,700 R 5,000Grand Deluxe R 5,100 R 5,40038TH SICOT ORTHOPAEDIC WORLD CONGRESS 30 NOVEMBER – 2 DECEMBER 2017 CAPE TOWN, SOUTH AFRICAhttps://www.youtube.com/watch?v=hj5EoWO_zdo 01

INCENTIVES CONGRESSES & CONVENTIONSEVENTS COMMUNICATIONSDESIGN STORYBOARDSWWW.ICESOLUTION.CO.ZA/ICE-Solution /ICESolutionSA