Document Code: NeftalyP199
Approved By: Chief Executive Officer (CEO)
Date Approved: 05 November 2025
Review Date: 28 November 2026
Policy Owner: Neftaly Chief Human Capital Officer, NeftalyCHCR
NeftalyP199-1 Overview
NeftalyP199-1-1 The Neftaly Human Capital Fair Management Policy (NeftalyP199) establishes guidelines for planning, organizing, and managing fairs, exhibitions, expos, and public showcases conducted or supported by Neftaly. These fairs aim to promote Neftaly’s programs, partnerships, innovations, and Human Capital development initiatives while ensuring Royal governance, brand consistency, and safety compliance.
NeftalyP199-2 Purpose
NeftalyP199-2-1 The purpose of this policy is to:
- NeftalyP199-2-1-1 Provide a clear framework for the planning and execution of Neftaly fairs and exhibitions.
- NeftalyP199-2-1-2 Promote effective coordination among Royal Directors, Officers, and Human Capital.
- NeftalyP199-2-1-3 Ensure all fairs reflect Neftaly’s values, objectives, and professional image.
- NeftalyP199-2-1-4 Manage resources, logistics, and partnerships ethically and efficiently.
- NeftalyP199-2-1-5 Safeguard Neftaly’s brand integrity, financial accountability, and stakeholder satisfaction.
NeftalyP199-3 Scope
NeftalyP199-3-1 This policy applies to:
- NeftalyP199-3-1-1 All Neftaly Human Capital involved in organizing, managing, or participating in internal and external fairs.
- NeftalyP199-3-1-2 All Neftaly divisions, Royal Directors, Officers, Deputy Chiefs, and Non-Executive Members.
- NeftalyP199-3-1-3 All partners, sponsors, vendors, and participants engaged in Neftaly fairs.
NeftalyP199-4 Policy Statement
NeftalyP199-4-1 Neftaly is committed to organizing fairs that demonstrate excellence, inclusivity, and professionalism. All fairs must be approved, properly planned, and executed according to Neftaly Royal protocols, ensuring alignment with strategic goals and compliance with safety, ethical, and financial standards.
NeftalyP199-5 Core Principles
- NeftalyP199-5-1 Transparency: All fair-related decisions and expenditures must be documented and traceable.
- NeftalyP199-5-2 Equity: Provide fair opportunities for participation and representation across programs and divisions.
- NeftalyP199-5-3 Accountability: Ensure clear responsibilities and post-event evaluation.
- NeftalyP199-5-4 Safety and Compliance: Follow health, safety, and legal requirements for all events.
- NeftalyP199-5-5 Brand Integrity: All materials, displays, and communications must comply with Neftaly’s logo and branding guidelines.
NeftalyP199-6 Procedures and Processes
NeftalyP199-6-1 Fair Proposal and Approval
- NeftalyP199- 6-1-1 Submit a Fair Proposal Form (NeftalyF199-01) detailing objectives, theme, budget, location, and expected outcomes.
- NeftalyP199-6-1-2 Obtain authorization from the Royal Director and Chief Human Capital Officer (CHCO).
- NeftalyP199-6-1-3 All external collaborations must include signed agreements reviewed by Legal and Compliance.
NeftalyP199-6-2 Planning and Coordination
- NeftalyP199-6-2-1 Form a Fair Management Committee (FMC) chaired by an appointed Officer.
- NeftalyP199-6-2-2 Develop an event plan using the NeftalyT199-01 Fair Planning Template, covering logistics, marketing, and communication strategies.
- NeftalyP199-6-2-3 Assign clear responsibilities and deadlines for each stage.
NeftalyP199-6-3 Financial Management
- NeftalyP199-6-3-1 Prepare a detailed budget using the NeftalyT199-02 Fair Budget Template.
- NeftalyP199-6-3-2 Secure funding approval through the CHCO and Treasury Office.
- NeftalyP199-6-3-3 Maintain financial records and receipts for audit purposes.
NeftalyP199-6-4 Branding and Marketing
- NeftalyP199-6-4-1 Ensure all fair materials display the official Neftaly logo and branding as per Neftaly Logo Management Policy (NeftalyP289).
- NeftalyP199-6-4-2 Use approved marketing channels and templates (NeftalyT199-03 Marketing Material Template).
- NeftalyP199-6-4-3 Obtain pre-approval for all advertising and promotional materials.
NeftalyP199-6-5 Safety and Compliance
- NeftalyP199-6-5-1 Conduct a safety risk assessment before the event using NeftalyT199-04 Safety Assessment Template.
- NeftalyP199-6-5-2 Ensure insurance coverage, emergency plans, and compliance with local regulations.
- NeftalyP199-6-5-3 Train staff and Human Capital on safety procedures.
NeftalyP199-6-6 Event Execution
- NeftalyP199-6-6-1 Monitor setup, attendance, and engagement using the NeftalyF199-02 Event Day Checklist.
- NeftalyP199-6-6-2 Maintain communication with partners, vendors, and the FMC throughout the fair.
- NeftalyP199-6-6-3 Document all incidents and feedback.
NeftalyP199-6-7 Post-Fair Evaluation
- NeftalyP199-6-7-1 Complete a Post-Fair Report (NeftalyR199-01) within seven days after the event.
- NeftalyP199-6-7-2 Include financial summary, attendance data, challenges, and recommendations.
- NeftalyP199-6-7-3 Submit the report to the CHCO and CEO for review and archiving.
NeftalyP199-7 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Chief Executive Officer (CEO) | Provides final approval for major fairs and partnerships. |
| Chief Human Capital Officer (CHCO) | Oversees all fair-related planning, compliance, and execution. |
| Royal Directors | Approve divisional fairs and ensure coordination with Neftaly standards. |
| Deputy Chiefs | Manage operational planning and inter-divisional collaboration. |
| Officers | Coordinate logistics, marketing, and day-to-day event operations. |
| Human Capital | Participate in fairs and adhere to established guidelines. |
| Treasury Office | Manages budgets, payments, and expense reconciliations. |
NeftalyP199-8 Documentation and Templates
| Document / Form Name | Code | Purpose |
|---|---|---|
| Fair Proposal Form | NeftalyF199-01 | Request approval to host or participate in a fair |
| Event Day Checklist | NeftalyF199-02 | Guide for on-site coordination |
| Fair Planning Template | NeftalyT199-01 | Outline project timeline, roles, and tasks |
| Fair Budget Template | NeftalyT199-02 | Track financial planning and expenditure |
| Marketing Material Template | NeftalyT199-03 | Standard format for promotional items |
| Safety Assessment Template | NeftalyT199-04 | Risk identification and safety management |
| Post-Fair Report Template | NeftalyR199-01 | Document performance and outcomes |
NeftalyP199-9 Compliance and Monitoring
- NeftalyP199-9-1 The CHCO will perform annual audits of fairs to assess compliance with Neftaly standards.
- NeftalyP199-9-2 Non-compliance or unauthorized fairs may lead to disciplinary measures.
- NeftalyP199-9-3 All fair-related activities must be archived in the NeftalyD199-01 Fair Documentation Repository.
NeftalyP199-10 Review and Evaluation
NeftalyP199-10-1 This policy will be reviewed annually by the CHCO in collaboration with Royal Directors and approved by the CEO. Adjustments will be made as needed to reflect new best practices or regulatory requirements.
NeftalyP199-11 Frequently Asked Questions (FAQs)
Q1: Who can propose a Neftaly fair?
A: Any Officer or Royal Director may propose a fair with approval from the CHCO.
Q2: Can external partners co-host a fair?
A: Yes, provided there is a formal agreement reviewed by Legal and approved by the CHCO.
Q3: Are virtual fairs included in this policy?
A: Yes, virtual and hybrid fairs are governed by the same principles.
Q4: What if an emergency occurs during the fair?
A: Follow the approved emergency plan and report the incident immediately using Neftaly safety protocols.
Approved By:
Neftaly Malatjie
Chief Executive Officer