South African Association of PhDs Launching Event – Venue Based

Purpose: The main goal is the launch and presents SAAPhDs ethos to the general
membership and to the public as well. This is where the founding members and documents
will be presented including the main objective of why we exist as an Association will be
tabled.
Description: The launch event will be a hybrid event with a key focus on the venue-based
session. This will be formal black-tie event with a three to five-course meal. There will be
notable persons which will be keynote speakers of the event and general entertainment such
as musical items.
Proposed Date: October 2022
In order to achieve a successful launch event of the South African Association of PhDs, we
aim to have set up an Event Organising Committee that will be responsible for the general
management of the launch. The following key people are required:
Project Manager: Prof Cameron Modisane – This person will be responsible for
the general management and coordination of the event including managing the
budget and finances of the event. This would also include ensuring that all the team
members are functioning optimally in their respective portfolios and adhering to
timelines.
Marketing and Communication Coordinator – This person will be responsible for
the general communication and marketing the event on media platforms such a
posters, banners, TV, radio, social media etc.

Venue and Facilities Coordinator – This person will be responsible for sourcing a
possible venue including related facilities such ZOOM. This also includes ensuring
that we comply with Covid-19 regulations and the adhere to the maximum number of
people at the venue. The proceeding of the event should be recorded therefore this
person will also organise the videographer and photographer.

Keynote Speakers, VIPs and Dignitaries Coordinator – This person will be
responsible for sending out the necessary invites to people. Notable persons should
be identified and invited to the launch of the event. This will include securing notable
persons such as Government Ministers and possible Vice-Chancellors from various
universities. This will also include organising entertainers such as music artists who
will render one or two items during the event.

Catering, Décor, Branding and Setup Coordinator – This person will be
responsible for the general theme of the launch event and ensuring that we have
adequate aesthetics. This includes we have the necessary desired setup of a formal,
professional and academic appeal to our audience.

Sponsorships Coordinator – This person will be responsible for ensuring that we
have the necessary sponsorships and possible funding that may be required for the
event. This person will canvass supporting from various private and government
institutions.