Name of Course s1

SCOPE OF WORK FOR Annual HIV and AIDS Community Grants Program Workshops

NAME OF MEETING: Annual HIV and AIDS Community Grants Program Workshops

Meeting Co-ordinator Contact Cristianne Wendler

W: 087-285-9634 Email and Telephone of Contact C: 079-111-2366 E-mail: [email protected]

Person and Contact Details to liaise with regarding registration lists and rooming lists Area Johannesburg Durban Polokwane or Nelspruit (to be confirmed) Type of Venue City Hotel (similar to a Southern Sun)

No of delegates on each date Johannesburg - 90 Durban - 70 Polokwane/Nelspruit - 50 Dates of workshop (first to last day) Polokwane or Nelspruit - September 12-14 Durban – September 18-20 Johannesburg – September 27-29 ACCOMMODATION REQUIREMENTS No of hotel rooms required to Johannesburg – 20 single + 20 sharing rooms (60 people) master account Durban – 15 single + 15 sharing rooms (45 People) Polokwane/Nelspruit – 15 single + 15 sharing rooms (45 People) Arrival Date for accommodation Johannesburg – 26 Sept Durban – 17 Sept Polokwane/Nelspruit – 11 Sept Departure Date for Accommodation Johannesburg – People flying in (30) on 30 Sept, the rest on 29 Sept Durban – 20 Sept Polokwane/Nelspruit – 14 Sept Approx. number of rooms required 0 for self payers CONFERENCE PACKAGE Day Conference Package to Master Include (08h00 – 17h00) Account will include lunch, 3 X teas Include breakfast, lunch and dinner for any delegate who is and venue hire staying at the hotel. Include lunch for any delegates not staying at the hotel. Include morning and afternoon tea/coffee/snack for all delegates.

CONFERENCE & EQUIPMENT REQUIREMENTS Plenary Venue Seating Style (List) Round Table with 8 delegates per table Equipment in Plenary Venue (List) Data Projector Screen(s) PA system Roaming Microphones (x2) Flipchart and pens Additional wi-fi to be confirmed (if any of the presenters need to skype in if they cannot attend in person)

Number of Breakaway Rooms 0 Required, dates & Style Seating (Complete) Equipment in Breakaway Room/s NA (List) Additional special equipment (specify) FLIGHTS & TRANSPORTATION Number of flight bookings required Johannesburg – 30 flights (10 x from Cape Town and 20 x to master account from East London) Durban - None Polokwane/Nelspruit - None Road Transportation (If you wish to Approximately 50 reimbursements between the three reimburse travel costs) workshops. If traveling by personal vehicle, we will reimburse at a set R/km rate (to be provided at the conference call on 16 Aug) If traveling by public transport, they need to provide a quote or estimate. Parking will need to be arranged for any organizations using their personal vehicle. Airport Transfers to master account Airport pick up and drop off for 30 x JHB delegates only

COPYING OF AGENDA FOR THE MEETING Copying of Final Agenda No CONFERENCE PACK Conference Bag or Conference No Folder Writing Pad and Pen Standard writing pad and pen normally provided by venue and should not be quoted for. Do you want Name Badges Yes

MANAGEMENT FEE SERVICES REQUIRED (Simply state YES or NO) Identify, Provide Venues options Yes and quotations Pre-event liaison with client Yes includes updates, project planning etc. Financial Management, Payment of Yes Contractors & Invoicing Distribute invitation to delegates Yes electronically & compile reg form Manage responses & confirm back Yes to each participant confirmation of attendance together with map & directions to venue Chase up outstanding RSVPs who Yes have not yet registered Book & Co-ordinate note taker or No facilitator Co-ordinate all venue requirements Yes including room set up & catering Co-ordinate accommodation Yes bookings & compile rooming lists Book technical AV presentation No – this should be included with the conference package equipment that is booked with the hotel Co-ordinate copying or printing of No

working document/agenda Co-ordinate flights for sponsored Yes delegates Co-ordinate airport transfers for Yes sponsored delegates Prepare delegate name badges Yes Onsite management (Dates No Required) Includes managing registration ADDITIONAL SPECIAL REQUESTS/REQUIREMENTS (SPECIFY BELOW)