While commending the work of the Cape Town Convention Bureau, tour operators and Destination Marketing Companies (DMCs) say they want greater transparency when bids are awarded for conferences.

The Convention Bureau, a certified member of the BestCities Global Alliance of Convention Bureaus, recently announced it had secured 10 association conferences since April 2011, which would contribute R37m to the local economy and attract 7 650 delegates.

However, Peter-John Mitrovich, GM of Grosvenor Tours and until recently Divisional Manager of Springbok Atlas Incentives & Events, says: “The Convention Bureau does a good job but as a DMC I cannot rely purely on them for business because I don’t know how fairly they award conferences. The Bureau’s mandate is to distribute their RFPs (Requests for Proposals) to various DMCs. I don’t know how fairly this is done.  All I can say is that we weren’t aware of the 10 association conferences they have secured and that we have been asked to bid for only one conference. Of course, there are many DMCs in Cape Town and the Convention Bureau cannot ask all to respond. That’s why they work through a cycle of four DMCs at a time, so 10 association conferences means 40 DMCs would have been asked to submit RFPs.”

He adds, “I think the Convention Bureau has a good footprint at a global level. Can they do it better? Absolutely, with proper guidance. The departure first of David Frandsen (former Executive Manager) and then Amanda Kotze-Nhlapo (former Head) means that juniors are now holding the fort and who is holding their hands?" he asks.

iKapa International Travel Management Company Sales & Marketing Manager, Jacques Groenewald, says: “We’d like to be more involved and be more aware of the bids they are pitching.” He believes the Convention Bureau may not always be aware of the full range of services the company provides. However, Mitrovich feels it’s the responsibility of DMCs to inform the Convention Bureau accordingly. “We noted a lack of knowledge at the Convention Bureau about our company but we did something about it. The Convention Bureau could be more pro-active in knowing what their DMCs have to offer, but you as a DMC can only blame yourself for not informing them as well.”

Groenewald admits the Convention Bureau is a “wonderful gateway “between conference organisers and tour operators and a “key tool” for tour operators to get conferencing business. “They put us in touch with the right people. It is then up to us to meet with the organisers, to sell Cape Town as a destination and to discuss how we can benefit their event.”

Calvyn Gilfellan, CEO of Cape Town Routes Unlimited (CTRU), under which the Convention Bureau falls , says: “Tour operators are an integral part of the of the business tourism value chain. Tour operators become involved by providing transport for pre- or post conference tours. Since Cape Town is a long-haul destination, delegates and their partners usually make the most of their visit by staying longer and exploring other parts of Southern Africa. According to a recent delegate tracking survey, nearly a third (30,9%) of all delegates to Cape Town bring an accompanying person. No fewer than 22,3% of delegates arrive at the destination before the conference as leisure tourists or extend their stay.”

Gilfellan says tour operators are also involved when the destination is being showcased during site inspections before a bid is awarded. “In this context they operate as ground-handlers, who transport representatives of the visiting association around the destination as they get to experience the facilities, infrastructure and natural assets of the city. The site inspection is a key element to securing conference or incentive business as it showcases the whole destination offering in line with the specific bid specifications or guidelines of associations, incentive houses or corporates as set out in a bid document.”