CONFERENCES IN UGANDA, RWANDA, CONGO AND BURUNDI

Thank you for organising so well the US President's Emergency Plan For AIDS Relief (PEPFAR) conference in Kampala, Uganda. Your professionalism and attention to detail is what made the conference a huge success. Thank you! The US Ambassador to Uganda

Conference in Uganda

Normally our charges and advice on organising a conference, event or workshop in these countries, vary depending on the number of participants, where (country), the venue, activities asked for and generally all details must be known. The basic work we can quote for, even without getting all the details from the client, is vehicle hire, as that is within our power and management. But the rest, from hotels, to food, security, etc are not entirely in our own management, for the start at least. Therefore, depending especially on the size of conference, your requests to us must be made well in advance, to allow us time to organise your function successfully.

Some of the conferences we have handled include; the US Presdient's Plan for Emergency AIDS Relief in Africa (PEPFAR), Kampala Uganda June 2008; the Commonwealth Heads of Government Meeting (CHOGM), Kampala Uganda November 2007; the Arab-Africa/Islamic Conference on Africa, Kampala Uganda (July 2008); the Fifth Africa-Asia Business Forum Conference, Kampala Uganda (June 2009). In addition, we have handled events groups: Modern Express Group China's Events in, Uganda, Rwanda, Congo and Burundi (February 2007, November 2008, February 2009); the International Gorilla Fund International Celebrating 100 Years of the Gorilla Gala, Kigali Rwanda (2002).

Below are some of the information you need to have when enquiring.

Requirements and General Information for organising events Management

Areas to consider prior to the event, Requirements

The following have a consequence on overall costing

* Planning and site inspection
* The venue: where and what facility
* Program
* Do you require a microphone? (if the audience is to ask questions, you may need at least one roving microphone, depending on your venue)
* Will you need a lectern?
* Are tables and chairs needed?
* How would you like the room to be set up, eg lecture style, semi-formal? Campus Services can provide assistance with setting up the room to meet your requirements. Send through a Customer Service Request (CSR)
* Travel: Require airline ticket bookings for conference delegates?
* How will payment be made? When and schedule? By who?

THE EVENT ITSELF

* The Conference itself- who is on the organising commitee? Who is the overall head? And roles
* Mailing list
* Invitations
* Media
* Printing
* Ancillary items
* Travel
* Catering
* Compere - someone who will welcome guests and show them their seats.
* Greeting VIPs
* Volunteers
* Running sheet
* Signage and directions
* Recording
* Water for the speakers?
* Whiteboard markers and whiteboard dusters?
* Banners?
* Spare bulb for the overhead projector?
* Gifts and exhibitions - these are becoming popular at events. How will they be handled?
* Picking and dealing with speakers. Programme content.
* Name tags
* Sponsor's signage?
* How will the handicapped be handled? - transport, accommodation, food, service.
* Catering: menus
* Contigency planning: Health and safety, Insurance, security and regualtion.
* Mamanaging the venue during the conference: Contract and venue arrangements. Audio-visual. Problem solving. Working with the delegates.

After the Conference

* Evaluation of the conference or event.
* Final Accounts
* Thank You's.

Contact us for conference charges and upcoming events.

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Serena Hotel KampalaAlthough our main areas of operation are the African Great Lakes countries of Uganda, Rwanda, Congo and Burundi, we also arrange, on request, events and conferences in theneighbouring countries of East and Central African countries of Kenya, Tanzania, Zambia and Sudan. Our knowledge of this region is unrivalled, our staff having travelled extensively through out many areas of Africa organising tours and attending events of a tourist nature. Contact us if you have any special requests. .