ICEF AfricaProvider Information Pack

Rate
We are pleased to offer you the following preferential rates at the Radisson Blu Hotel Kigali, where the event will be taking place:

Single room: $250 USD 

The above rates include breakfast and 18% tax. 

Rates are valid for booking between June 29 and July 6, 2024, subject to room availability. For bookings outside this period the regular room rates become applicable.

Make your hotel room booking request by sending an email with the ICEF booking code:

• Email address:                        reservation.kigali@radissonblu.com
• Booking code:                         ICEF24

Check-in & Check-out
Earliest possible check-in time is 15:00 and the latest check-out time is 12:00.

Amenities
The Radisson Blu Hotel & Convention Center in Kigali is just 8 kilometres from the bustling city centre and Kigali International Airport (KGL). This contemporary hotel is situated in an office park with Kigali Convention Center, which has room for up to 5,000 delegates. It’s just 2 km from several government embassies, the British High Commission, the Parliament and the Supreme Court. 

The Kigali hotel’s 291 rooms and suites offer private balconies and free high-speed Wi-Fi. Two on-site restaurants, including one with all-day dining, serve up continental and Rwandan favourites as well as the Super Breakfast Buffet. For a light bite or a relaxing nightcap, visit the Lounge Bar.

The hotel also offers 650 parking bays. After a day exploring Kigali you can maintain your workout regimen in their fitness centre and relax in the outdoor swimming pool. See further details here.

Requirements for visas differ from country to country, some are exempt and others need to obtain visas on arrival or in advance click here to find out more. As each application is treated as an individual case, you should make enquiries with your nearest Rwanda mission or consulate abroad, or any office of the Rwanda Directorate General of Immigration and Emigration to see whether or not you are required to apply for a visa. 

Remember that there is a fee charged for issuing a visa, which is updated annually.

Where possible we recommend bringing your materials with you or having digital assets to avoid potential issues and delays at customs. Please also consider using local suppliers. 

If you would like to ship, your materials for ICEF Africa can arrive from June 26, 2024 in Kigali (but not before) allowing you sufficient time to check if your packages have been delivered correctly. Please contact a courier of your choice. It is very important that you include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.

Package Preparation

When calculating the amount of promotional materials to send to Kigali please bear in mind that you will have a maximum of 38 pre-scheduled meetings. Please refer to the Shipping Instructions & Delivery Label  for detailed information and a delivery label template.

Sustainable alternatives

As we recommend to reduce the use of paper, you can also upload up to five documents, three videos and up to eight photos into your Marcom eSchedule PRO profile and make them available to agents prior to, during and for four weeks after the event. In addition, if you’d like to make an impression at your dedicated table here are some suggestions to help you stand out:

• Branded table cloth.
• Reusable table top roller banner.
• QR code to your website/brochures/offers.
• Sustainable giveaways for your potential partners.
• No need for business cards – delegates can scan your v-card on the reverse side of your badge.
• Laptops – power is provided at each table, take your partners through your presentations and videos.

Please also consider using local suppliers to cut down international shipping.

Please note that only organisations with an exhibit table may bring a pull up banner. We are unable to facilitate any form of pull up banner in the meeting hall space. All branding must be kept to table top items only.

Please be aware that although Wi-Fi will be provided, we recommend downloading your event materials, presentations and videos directly to your device for your meetings. This helps reduce GHG emissions and ensures the network traffic is not overloaded.

Our advertising and sponsorship opportunities help build your brand and grow your business. Advertising at ICEF Africa and other ICEF events provides significant international exposure for your organisation, increasing your brand visibility and networking potential.

See our website to view and reserve sponsorship items or contact your account manager to build a customised package.

Scheduling meetings during the event

To make the most of your participation, you can still schedule meetings with other participants once the event has started. Last minute meetings can be scheduled up to one hour before the requested meeting time.

We recommend that you leave Marcom eSchedule PRO open throughout the event to keep an eye on any new meeting invitations that may come through. Please regularly refresh your eSchedule PRO page to make sure that it’s always up to date with the latest requests.

Please note that you will not be provided with a printed paper copy of your schedule at the event.

To ensure that we are able to provide the best experience for all attendees, we would like to draw your attention to two sections in our event terms and conditions. Section 11 specifically prohibits participants from organising any side event (be it hospitality, seminar, or tour), which entices attendees to leave during the programme. Should you wish to organise an event outside of programme times, where attendance is linked to the ICEF event, then ICEF must be notified in advance and approval must be received in writing. Additionally, section 12 mandates that any event, seminar, party, reception or tour organised before or after an ICEF event, with the intention of attracting or inviting event attendees, must be applied for and authorised no less than three months in advance please.

You can build your own personalised programme of optional seminars and provider presentations held on the first day of ICEF Africa. 

Seminars are available either live during the event or on-demand through our online platform for up to four weeks after. Programme details can be found under the seminar tab on your schedule.

Meeting and display tables will be accessible as of 08:00 am on Wednesday, July 3rd.

Each meeting table (180cm x 60cm) will be covered with a tablecloth and will have access to an electricity outlet.

Service providers will also have access to a literature display rack.

Table signage will be provided for all tables.

You will be able to collect your badge and welcome bag from the ICEF registration desk located in the Concourse of Kigali Convention Centre on Tuesday, July 2nd, from 13:00 to 19:00 and again on Wednesday, July 3rd, from 08:00 onwards.

As this is an invitation only event, anyone not wearing a badge may not be admitted into the event area. Please also understand that for the same reason we cannot allow non-registered family, friends or staff to enter the meeting hall.

If you change your representative at the event it is important you inform your account manager of this in advance before arriving, otherwise you may experience delays at registration.

Please see approximate timeline below:

July 2nd
Refreshment Break, 16:30 – 17:00

July 3rd
Refreshment Break, 11:00 – 11:30
Lunch, 13:00 – 14:00
Refreshment break, 16:00 – 16:30

July 4th
Refreshment Break, 11:00 – 11:30
Lunch, 13:00 – 14:00
Refreshment break, 16:00 – 16:30

Please contact us should you have any special dietary requirements.

Welcome Reception

Tuesday, July 2nd, 19:00 to 21:00 at Terrace 1.

Dinner Reception

Wednesday, July 3rd, 20:00 to 23:00 in Meeting Hall 1 and 2. 

The dress code for both receptions is smart casual. Please note that participants not wearing their event badge will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.

If you are an accompanying person we have automatically added you to the attendees list for all evening social functions.

• More information about Kigali can be found here.

If you have any questions prior to the event, please do not hesitate to contact me by email to alina@icef.com.

We look forward to welcoming you to Kigali!