Our AV & Technical supplier has partnered with us for the last 19 years. This trust and loyalty means that they intrinsically understand our language and our levels of non-negotiable excellence, but they are also able to provide our clients with added value for the best price.

This partnership allows efficient management of all technical aspects from design, to staging, sound, lighting, video, streaming, broadcasting, and recording of the event.

Recording is done with permission and on client request, and we produce an events highlights package that stands as record and proof of an event.

AV & Technical is integral to the success of every event, but particularly when delivering experiences for virtual and hybrid audiences. 

When working internationally, our Technical Director works with us to secure local AV & Technical requirements, as well as securing local videographers and crew required to execute events to our exacting standards.

We obtain the client’s CI documentation and work closely within those guidelines to ensure that the brand requirements and personality are met and brought to life.

Because we view every client as a partner, detailed event proposals, brand plans and status reports are created and provided weekly. The client signs off every phase and element of our planning, as we design and build a unique brand experience that delivers to the brief, and well beyond.

Each of our suppliers are all specialists in their fields, from design and production, to installation of all material onsite. Over the years we have refined and finessed the art of approaching branding needs creatively, and have learnt how to brand a space tastefully and appropriately.

We pride ourselves in identifying creative branding opportunities and bringing these opportunities to life through various elements at an event – ensuring that there’s a golden thread connecting everything we brand and create.

Food and beverage are vital elements to the success of any experience, and a great opportunity to tell a story by weaving our Big Idea into the menu and presentation. We have preferred catering suppliers who understand the #MelaMagic, but we are also adept at working with venue caterers to inspire and create bespoke menus based on the event theme and agenda.

For us, it’s not just a menu but an opportunity to speak to the theme and objectives of an event making it a memorable experience for all. Of course, behind that lies detailed contracts, running orders, briefing waitering and kitchen staff, and managing health and safety compliance. Where there is not a permanent liquor license in place (often the case with some of the unique venues we use), we manage that process quickly and efficiently. We work with the client to select a bar list appropriate to event, theme and budget, and bring in a bar auditor to manage stock.

The art of great eventing is not just about delivering an experience, but delivering an event concept that can be executed on.

Due diligence starts when we receive an RFP. We analyse the brief, scope of work, client requirements, goals and objectives and then conceptually design an event and experience which delivers on just that.

As a team we create a concept which stems from the Big Idea. This concept and theme is then briefed into design. Once approved by client, this artwork becomes the basis of our story-telling and informs all elements of the event and experience including the décor and styling of an event.

Every element and detail in this regard speaks to our Big Idea, as well as the approved event theme and artwork. We believe in creating one golden thread that is then woven through all elements and is brought to life and activated through the décor and styling creating a cohesive delegate experience.

19 years of Delivering Big Experiences means that Mela has carved out a space and reputation for delivering world-class content, from script-writing to story-telling, music composition to artwork commission, designing and producing animations and video content to a full scale show production. Our content is heavily researched before we build a framework for the client to approve. Research and strategy helps us land the Big Idea!

We work closely with the client to create and develop show and speaker content which is not only aligned to the event theme, but also to the overall messaging, strategy and objectives. When building our content narrative, the below elements are generally included in the producing of the show:

• Full turnkey technical and production management
• Sets and staging
• Show producer, entertainment director and production manager
• Speaker sourcing and management
• Entertainment sourcing and management
• Content development: Logo builds, entertainment visuals, animated holdings, transitions, section and speaker titles, straplines etc
• Videography content – Onsite recording, greenscreen, editing (new and existing videos) and post-production etc
• Presentation content – PowerPoint / Keynote design, formatting and animation
• Scripting – Host, speaker, facilitator, moderator, panel discussions, technical, voice overs etc
• Show calling and stage management
• Photography
• Highlights packages and speaker edits
• Post-production and post-event deliverables

At Mela, the delegate experience is always at the core of every event we create or design, and receiving first-hand delegate feedback is key and an essential part of what we do and how we grow. Obtaining this delegate feedback can be done via printed or electronic forms, via an app or online tool.

Based on client requirements, we develop content on the selected platform. A detailed Q&A and option to provide free text responses enable us to facilitate evaluations and develop post-event analytics. The management of this includes designing delegate evaluation forms, managing distribution and collection thereof, documenting and collating responses, and preparing evaluation summary reports.

Critical in ensuring delegate feedback is seamless, we harness digital technology, including online apps for quick evaluation, bespoke container apps and generic website-based apps.

In addition to delegate feedback, it is crucial that we provide seamless platforms to communicate and cascade content and messaging. This can be achieved by RFID, QR codes, conference toolkits and content cascades, content microsites and content libraries or portals.

At Mela we are known for Delivery Big Experiences and creating bespoke entertainment is what we do best!

We collaborate with our Creative Director and Musical Director where required, to carefully create and craft entertainment that is fit-for-purpose. The production always stems from the Big Idea (and more often than not, is presented as part of the RFP) and we believe it's vital to create emotive and sensory entertainment that drives the event theme and overall messaging that we are wanting to land with our audience. 

We then pull together a framework of the proposed show, and a recommendation of the entertainers, artists and performers we would like to include. The client receives full biographies of each entertainer and a good sense of how the show will unfold. Sourcing and contracting of all presenters, artists, acts and celebrities (local and international) is handled by us – including the management of their hospitality and technical requirements, payments, rehearsal scheduling and directing.

The #MelaMagic starts with the initial brainstorm. This helps us land the Big Idea, event concept and overall thinking. From here, we then brief one of our preferred designers (based on the client and their design requirements) to bring our Big Idea to life in an event look and feel (using the client’s CI documentation to ensure that our think is always on brand).

Once this artwork has been approved by the client, we then use this Hero Visual as the basis for all event design elements. These elements may include, but is not limited to:

• HTML RSVP elements
• Microsite elements
• Teaser campaigns
• Travel elements
• Delegate packs
• Registration elements
• Event stationary
• Event collateral
• Human signage
• Seating charts
• Menu design
• Décor design
• Gifting
• Branding and signage
• Show content (Animations and videography)
• Feedback and evaluation forms

The list goes on but it is imperative to us that we land a concept and event identity that the client loves and feels is relevant to their event, key messaging and target audience.

The event design is single handedly the most important element for us at Mela, as it informs not only the look of the event, but also the feel – every inch of the event’s golden thread which ties all elements together in telling one unified story.

All design, print and production is managed by us with open file artwork and project files being supplied to client post-event.

At Mela, we have full capabilities in managing delegate logistics, including online delegate registration, management of all incoming and outgoing delegate communication, as well as onsite registration.

Digital RSVPs are not only convenient for attendees, but they allow us to be always on top of the registration list and electronic database. This helps us with data analytics and post-event reporting. The data captured online is then used for onsite electronic delegate registration as needed. Our systems are bespoke and can capture a range of information that can also be used for onsite event activations.

At Mela, we prepare detailed itemised budgets as a shopping list to clients that often include value-added elements that can enhance the event and overall delegate experience.

We negotiate best rates with our suppliers in line with the budget and objectives of the brief. Often our suppliers provide value-adds for our clients at no extra cost due to our strong long-term relationships with them. Similarly, when there are budget constraints, our suppliers help produce solutions to mitigate these limitations. All our suppliers know our service levels and are contracted very specifically on items they need to deliver on. If we are asked to engage with new suppliers, we conduct full due diligence.

Once budgets are approved, we capture real-time budget reconciliations as the planning progresses, and often recon the budget daily. We will only spend within an approved budget, unless a separate amount is agreed to, and a PO is raised by the client. Our detailed status reports include an itemised budget with quotation versus actual costs as we receive them. We are also happy to share supplier invoices with clients for transparency.

All supplier deposit and balance payments are managed by us. Many suppliers will require a minimum of 50% deposit up front, with some requiring 100% payment before the event. We sign off suppliers’ quotes in line with the budget and requirements, and we manage their payments accordingly.

Supplier delivery is managed via regular status meetings and detailed status reports. As the event draws closer, set up and production schedules detailing all elements of the event are created and shared with the broader Mela supply team so that everyone is aware of what is happening and when.

We also track the project against pre-defined KPI’s as part of our ongoing stakeholder management process. This includes exception reporting and management of deviations. We always respond appropriately and in good faith to post-production audits.

At Mela, we believe it's all in the detail, and as much thought goes into our gifting as it does the event design. We link gifting, giveaways and collateral items to the theme, messaging and objectives, making sure they are strategic and thoughtful, often personalising them to create that brand love which drives the experience.

We always propose a range of gifting and collateral items within budget for client selection and approval. We also often source bespoke elements and create custom packaging, with deliveries being arranged when required.

The procurement of large-scale promotional or event materials, kitting capability and proper tracking and accountability for gifts and promotional items are par-for-the-course. We have storage facilities as needed, specific to certain event requirements. We manage detailed lists and stock counts on a regular basis, and manage the collection and delivery of collateral elements daily. We also have full liability insurance to the value of R55 million and we take out additional insurance for valued items when necessary.

Subject to client and budget approval, we prefer to have photography and videography teams onsite at all our events, capturing the various moments and scenes in high-definition detail so that there is a record and proof of the event.

At Mela, we always aim to provide the event photographs to client digitally just days after the event has taken place. Similarly, our videography team endeavours to deliver the event highlights package within one week of the event. This is subject to the agreed event production timelines. Other post-event deliverables can be agreed on and delivered post-event based on the client requirements.

An online photo or video library portal that hosts these elements post-event for delegate viewing or download, can be costed and produced where required. Also, event recordings, edits and raw file footage can be supplied back to client when requested.

Here at Mela, we provide a post-event analysis report to client, and detail our learnings for future events. This analysis includes a photo and video library, financial reports, evaluation summary reports, detailed financials including variation to budget, event evaluation based on defined goals and objectives, and recommendations for future events.

We always supply clients with all show and speaker content, visual media, requested elements and open file artwork post-event. Where required, we will set up a SharePoint or add to the existing microsite for content cascade. Any form of measurement data is communicated swiftly.

Delivering a Big Experience is about the Big Idea, the concept, the theme, and the attention to detail – whether it’s a bespoke dinner, a golf day, a product launch, a corporate getaway or a five-day conference extravaganza.

It means developing unique ideas, conducting feasibility studies, detailed planning, flawless implementation and set up, and delivering on a promise that meets KPIs.

The expertise and range that sits within the Mela team allow for an all-round approach that can deliver on and manage any kind of event, whether it be in person, hybrid or virtual – from set up, to event and then strike. That is the depth and breadth that lies within our team which will be at your disposal.

We work closely with clients to understand what their objectives are and how they would like to engage with their audience.

At Mela, we pride ourselves in working as a team and we love what we do! Our clients trust us to manage every detail and every element, from big to small and everything in between.

At Mela, we have full capabilities in preparing proposals, speaker presentations, event and host information packs, toolkits, evaluation and feedback reports, data and quantitative analytics and post-event feedback.

We have hundreds of examples that are available on request.

We work closely with both the client and the relevant government’s protocol departments to establish requirements when it comes to one of their esteemed members being invited to one of our events.

Protocol will include assessing, for example, the invitation process, travel, accommodation, parking, security, SAPS, hospitality suites, food and beverage, seating in the venue, and movement plans etc. This includes identifying, sourcing and documenting protocol requirements, as well as training the project team on these requirements, and ensuring that the event and delivery lends itself to these requirements.

At Mela, we are mindful and respectful of protocol. We are adept at meeting the requirements of any dignitary and any culture at our events and experiences.

Some examples of the work we have done in this space would be the Standard Bank Mark of Excellence programme in Mauritius, the RMB Corporate Banking Weekend Away in Namibia and the FraudStop Recognition Programme.

Whether it be in person, hybrid or a virtual event, whether it be a gala dinner, a big announcement, gifting hampers, certificates, prizes and trophies on stage, to jetting a group off on a travel incentive – at Mela, we have got you covered! We have worked across various destinations and are adept to award ceremonies and experiences that suitably recognise employees, always making them feel valued and seen.

Mela will apply the client approved event identity to the delegate communication. We create a custom email address, domain and call centre hotline for each event. Having developed a detailed front and backend architecture for an event, we then go on to developing the content required to manage an end-to-end RSVP process, including the design, scripting and content requirements for each, including all relevant and pertinent information that needs to be provided.

Everything is tracked online through our secure backend. Each of these backends are bespoke and not off-the-shelf, as they are tailored to the client’s requirements. The same is applicable to web and app development. SMS reminders can be sent to a database, and we are able to capture responses via this platform as well. WhatsApp broadcast messages can also be sent to delegates should a client opt for this process.

The following elements in line with the overarching theme will be developed for an event:

• HTML Save the Date / Invitation: With secure access to the client database, we send out Save the Dates and HTML Invitations to the elected recipients, who RSVP by clicking through to a secure backend. The system is coded to identify their unique IP address which allows them access.
• HTML Confirmation Mailer: An online confirmation is generated once the recipient has completed their RSVP and here, we encourage guests to access the event microsite for further details. At a later stage and when required, we send out reminder-to-RSVP emails.
• HTML Aide Memoire Mailer: Sent from the backend with personalised need-to-know information, travel details, reminders and the event agenda.
• Event Microsite: Working in conjunction with the HTML RSVP system and housing more pertinent, event related information, this custom microsite is fully customisable to the client's needs and requirements and can made available to an audience before, during and after an event for a period of time.

A call-down process will be facilitated for any outstanding RSVPs and reminder messages will be sent out prior to any in person, hybrid or virtual events.

At Mela, the safety of our delegates is of paramount importance to us.

We have a Health and Safety Officer who manages our event licence applications and ensures that we are on point in meeting all the legislated requirements when it comes to eventing and hosting small, medium and large-scale events. 

Our Health and Safety Officer keeps up to date with changes in JOC regulations and ensures we have managed and obtained the necessary COCs from each of our suppliers to meet both the requirements of our event licence and liability insurance, as well as our client’s requirements for risk management.

Our Health and Safety Officer will work with our client’s risk assessment teams to ensure that detailed safety and security, as well as risk and disaster management plans are in place, and that all assessments have been completed and that we are all on point with communication channels and understanding the chain of command.

With the scale and complexity of events that we are used to, we are skilled and experienced in managing emergency medical procedures, always ensuring we have paramedics or EMS onsite when needed, traffic and crowd control, actions to be taken in the event of an incident (incident reporting), venue evacuation routes and assembly points, as well as personnel details.

We work closely with risk, health and safety officials. When it comes to government, we make sure that these and all relevant authorities are notified. It is critical that we tick all the boxes when it comes to health and safety, and through detailed risk assessments, we ensure that the right level of security is in place (including the management of bomb sweeps and ensuring that protocol is observed, from how people are addressed to entry and exit procedures).

We work with all relevant in-country authorities to ensure that your event is safe, and that all risks are mitigated and managed.

This is managed as per all entertainment, with Mela sourcing hosts comedians, speakers, panellists or facilitators, providing client options based on the theme and budget. We manage all contracts, payments and delivery.

We also indentify translation requirements and source suitable translators as well as set up these facilities onsite when and where required. We also can translate documentation and its process where necessary.

We endeavour to find the right speaker for an event, no matter what the client requirements are. As part of our process, detailed speaker briefings, briefing packs, and rehearsals or signal tests are conducted prior to an event taking place to ensure maximum comfort for those involved.

At Mela, we understand travel and the importance of these logistics runs smoothly. We work closely with hotels, transfer and tour companies to negotiate the best rates and oversee all aspects of hospitality with these suppliers, as we recognise that travel and delegate logistics are critical to the enjoyment of any event.

We work closely with an experienced MICE and group travel agency for the smooth management of our flights and other travel services that cannot be managed in-house by us.

Our Travel Manager is a part of the extended Mela family – a former Mela Events employee and incentives manager, who now works exclusively in the travel industry. This long-standing relationship means that travel is effectively an extension of our services, although we do not issue tickets ourselves.

Once all RSVPs have been received and collated, detailed flight and transfer schedules, as well as rooming lists are created, along with hotel and transfer briefs for teams on the ground.

Communication with guests around their travel arrangements is managed by the Delegate Logistics Manager. Commercial and / or charter flights are available, and cost management is tightly controlled through ticket price optimisation based on the requirements of the specific event. Negotiated rates with airlines, hotel chains, transfer companies and other travel suppliers ensures that budget control is maintained for all travel arrangements.

Sharing requests, dietary requirements and room types are managed through the RSVP portal and our Delegate Logistics Manager works closely with the hotel team to manage meet and greets, room drops, special requests as well as the check-in and check-out process.

At Mela, we work in all kinds of venues – the tried and tested, the unique, and the unexpected. In the past, we have even built venues to house our own events. It all comes down to the theme, expectations and what we need to do, to create a truly memorable and exciting experience.

In line with the budget, theme, brief and objectives of the event, Mela will source a venue that offers the correct style, deliverables and location for each event. Local, regional and international options are explored and presented in line with the event brief, once screened and approved through Mela’s internal processes.

It is not just about researching venue suitability, but conducting comparisons, arranging detailed site inspections, assessing and recommending the right spaces for the right events. It goes without saying that venue contracts, payments and all venue communication sits with us.

As detailed under Content Creation, at Mela, we understand the importance of video production and editing. Thankfully, this is a big part of what we already offer.

Our pre-production services include budgeting, scope of work, video strategy and frameworks, storylines, visual storyboards, direction, production timelines, scripting, identifying and auditioning talent, location scouting, and crew equipment lists and requirements are all managed by us.

Production elements include all equipment and gear (camera, video, sound, lighting etc.), recording speakers and / or talent, recording voice overs, filming cutaways and B roll footage, animation development (including video top and tails, speaker straplines, transitions etc.).

Post-production elements include editing, colour grading, final audio mix, producing the overall story and video, music selection, client reviews and approval, final delivery and the handover of open-file assets to client as and where required.