Southern Steering Committee Meeting Minutes

Thursday, 15 July 2010, 14:00

Scan Display office, Portside

Present:

  • Justin Hawes, EXSA/Scan Display (Meeting Chair)
  • Pippa Walker, Scan Display (Scribe)
  • Grace Stead, Steadfast Greening
  • Candice Querido, Scan Display
  • Nomakhaya Mbelu, ICE SA
  • Lance Gibbons, EXSA/Oasys Innovations
  • Robyn Van Oudtshoorn, SAACI/Vineyard Hotel
  • Teri Kruger, Synergetics
  • Andy Le May, Icologie

Apologies:

  • Graham Jeffery, EXSA/Oasys Innovations
  • Chris Naude, Three Cities Events
  • Kate Naude, Baba Indaba
  • Karin Diederichs, Karin Diederichs & Associates
  • JuliaBarton-Hill, International Conferences & Events
  • Anita Peterson, Expo Promotions

  1. Welcome

Justin welcomed all; Justin and Pippa visiting from Joburg, Candice for Scan will be present at all meetings going forwards.
2. Marketing, Promotion and Public Relations
  • Went through the web site;
  • questioned whether windmillsare appropriate image as our focus is events, and not energy. Maybe use Rocking Daisies images / stadiums, etc.
  • News and blog pages are too long, need an accessible archive (not on bottom of page).
  • Invite people to post comments at the top of a page.
  • Layout not correct, spacing and text have shifted.
  • Need to add a Services SETA link. (Lance and Grace to meet with Priscilla)
  • Suppliers list is growing and no longer user friendly – need to create categories for easy searching.
  • Should have an opportunities page to ask for specific suppliers, post jobs, etc.
  • Need to promote the site more, eg in The Event, and utilize a counter so can track visitor numbers. Consider SEO.
  • Look into Wordpress widgets that are free and can improve the site, eg event calendars, possibly site counters, etc.
  • If people would like to be an active admin they must let Grace or Paulette know so an admin account can be created for them by Scott the Administrator. Paulette from Scan (Jhb) deals with Scott.
  • Amy from Scan (Jhb) will take over managing the database, and to send out thenewsletters with Rocketseed so we can track % opens, bounce backs, click-throughs, etc. Pippa to send current database to Grace to check all suppliers included.
  • The newsletter on the website is currently a pdf. We should rather have the content embedded in the site. The newsletter can also be improved by making it html and featuring short snippets that you click on to read in full on the website.
  • Twitter link to be added to the website. Sally from The Event can help manage the Twitter profile.
  • The Green Pages are going well, although the sponsors apply pressure to dominate the space. EGF members who have good story content or ideas must send it to Sally Fink on .
  • Database vetting is going well. If suppliers do not send enough info or their environmental policy through, then they do not get added. Categorization is also confirmed to avoid green washing. We do however need to ensure that the location is specified, ie if they are based in Cape Town of Joburg or nation-wide, etc
/ Pippa
Pippa
Pippa
Grace/Lance
Pippa
Pippa
Lance/Justin
Teri
Grace
Amy
Pippa
Pippa/Grace
Pippa/Sally
Lance/Sally
All
  1. Training and Awareness

  • TheSmart Event Handbook launch has been postponed – still waiting for a date to be set. Grace will be away until the 8th of August. SAACI is on the 18th / 19th of August, so want to avoid this time. The alternative is an electronic launch, which will have a smaller carbon footprint and press can be easily included. CTICC has offered to sponsor a venue for the launch, but the City needs to co-ordinate this. Copies of the handbook will however be available at the SAACI WC AGM.
  • Suggested SAACI meetings be included on the EGF website events section. However we need to focus energies and resources on the key areas first. Need to work on a strategy how best to ensure that it is captured without duplication – maybe link to a page that is already being updated??
  • Training is being planned for Johannesburg, and the Coca Cola Dome has offered space for the workshop. However we need to change the date (from 27th August to 1st September) and need to confirm they can still host us then. Format will be similar to Cape Town, a half day event with light refreshments.
  • Icologie is hosting outings that are orientated towards networking and sharing ideas, eg breakfasts, or a picnic to the new urban park. Maybe we can focus on these for now, instead of training. Suggested to host these events at green venues, where visitors learn why and how the venue is green.
  • Another idea is a behind the scenes at Rocking the Daisies in Cape Town and Rocking the Gardens in Johannesburg (both on the weekend of 8th October). Need to resolve cost and permission for access during the event, but Grace to follow up on this.
/ Grace
Grace/Pippa
Pippa/Grace
Grace
Grace
4. Strategic Partners
  • Justin has lobbied 8 main industry role players / associations to become members of EFG: IFCA, FEDHASA, EXSA, TPSA, SATSA, SAACI, CMP and SA Roadies Association. He has also met with a lawyer working ex gracias who has confirmed this will allow the EGF to become a section 21, not-for-profit company. This is a necessary step if we ever wish to receive funding, and to give us more clout. Can also offer members discounts and other benefits (but should not emphasize benefits).
  • There was discussion around getting Government on board – agreed this will help with lobbying and monitoring government policy and initiatives. Government should maybe not be a board member but a strategic partner.
  • Need to formalize the 8 bodies’ membership through a letter. Justin will draft this and cc everyone for input before he sends it out. Lance to provide input relating to SETA.
  • Lawyer will also draft a constitution. Whole process should take 5 to 6 months.
/ Justin /Grace
Justin
5. Finance and Legal
  • Strategic partners needed before we can get a bank account, funding, etc.

5. Any other business
  • Nomakhaya is a student currently working at ICE and mentioned she would like to see more green educating in her coursework. We should try and include more students in the EGF and its activities. Suggested we try and reach students more through the social media, and start building relationships with lecturers and teachers – give them ideas and material.
/ Nomakhaya/Grace/ Lance
6. Next Meeting
  • 8 September at 2pm at Scan office, with video conference to Northern Team

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