A delegate’s experience of a conference begins long before the opening session. It starts the moment they land, and it ends when they are back at the airport. Many of the moments that shape how they feel about your event happen far from the main hall, which is why we design the journey one step at a time.
Arrival and airport transfers
Our team greets delegates at the airport. We coordinate with the Kenya Airports Authority, which trains the staff who work airside, and VIP guests are received in a lounge while immigration formalities are handled for them.
We build a flight manifest from every delegate’s itinerary and group arrivals by time, so shuttles leave on schedule rather than waiting for the last passenger. A standby vehicle covers late changes.
Accommodation and venue transfers
A rooming list agreed with the hotel in advance means check-in takes minutes. A branded help desk sits in the lobby, and where the budget allows, delegates collect their badge and delegate pack at a registration desk in the hotel. When the hotels and the venue are separate, scheduled shuttles run between them, timed to the agenda.
Registration and finding the way
A questionnaire before the event captures dietary and accessibility needs. On site, our registrars print badges quickly, and events with government participation get a separate accreditation station. Ushers guide delegates to their sessions, and consistent branding across signage, maps and programmes makes the venue easy to navigate.
Between sessions
Menus reflect the dietary information we collected, with local cuisine on the table. We set aside prayer, quiet and lactation rooms, and source delegate gifts from local makers.
Health, safety and security
Medical support is on site throughout the event. We review security arrangements before the event and strengthen them where needed.
Excursions and departure
A travel desk helps international delegates plan safaris, market visits and cultural experiences. Departure transfers are planned from the same flight manifest we used for arrivals.
The VIP journey
Heads of state, ministers and diplomats follow the same journey, with added protocol. We work with the Ministry of Foreign Affairs on their movements and schedule them so they do not disrupt registration or the plenary.
Choosing a partner
When you speak to a prospective conference partner, ask specific questions: how do you build the flight manifest, how do you manage the rooming list, how does on-site registration work, and what is your VIP protocol? Vague answers suggest the journey has not been designed.
