Logistics - 9th East Africa Philanthropy Conference

Dear Delegate

The 9th East Africa Philanthropy Conference will convene diverse stakeholders across the philanthropy ecosystem, including foundations, trusts, corporate social investors, policymakers, civil society organizations, academia, and impact-driven entrepreneurs. As we prepare to convene in Kigali, Rwanda, we will ensure seamless logistics to facilitate an impactful and enriching engagement for all participants. This logistical note provides essential details regarding travel, accommodation, venue arrangements, registration procedures, meals, safety protocols, and networking activities to guarantee a well-coordinated conference experience.

Venue

Delegates traveling internationally will arrive at Kigali International Airport (KGL), the primary gateway to Rwanda, which offers well-connected routes across Africa and beyond. Attendees must book their flights early to secure the best travel arrangements. For those requiring visas, Rwanda’s progressive visa policy allows visa-on-arrival for most nationalities, but delegates should verify their specific requirements in advance via the Rwanda Immigration website. To ensure a smooth arrival experience, airport transfer services will be arranged for all attendees, providing direct transportation from Kigali International Airport to Serena Hotel and surrounding accommodations. Upon checking out at the airport, delegates should look for designated representatives holding “9th East Africa Philanthropy Conference” placards for easy identification and seamless pickup. Additional airport assistance will be available for any arriving guests requiring further guidance.

Participants may wish to stay at Serena Hotel, Kigali, the official conference venue, which offers a world-class hospitality experience tailored for high-level engagements. For delegates seeking alternative accommodation, several premium hotels are near the conference venue, offering various pricing and amenities to suit different preferences. Delegates can book directly with the hotels or through their official websites using the provided links. These include:

To ensure preferential rates, delegates are encouraged to quote ‘The 9th East Africa Philanthropy Conference’ when making reservations for discounted rates.

Conference Venue & Facilities

The conference will be hosted at Serena Hotel’s Grand Ballroom and designated breakout rooms. Upon request, simultaneous interpretation services will be available in English and French to ensure accessibility for a diverse audience. Delegates requiring special assistance or accessibility accommodations must notify the EAPN secretariat to facilitate appropriate arrangements.

To enhance efficiency and minimize logistical challenges, a fully staffed help desk will be set up at the venue to provide real-time support regarding session locations, speaker coordination, document access, and other on-site needs. Dedicated volunteers and logistical teams will be stationed across key areas to assist participants throughout the conference.

Registration & Check-In

To streamline access and avoid congestion on the first day, early check-in will be available at the Serena Hotel on June 10 from 2:00 PM to 6:00 PM. Delegates arriving later can complete check-in each morning of the conference, with the registration desk opening at 7:00 AM daily. Upon check-in, attendees will receive conference nametags, session schedules, and access credentials for restricted areas. Delegates are strongly encouraged to check in early to ensure a smooth start to the convening.

Meals & Refreshments

The conference will provide mid-morning and afternoon tea breaks, lunch, and dinners to ensure delegates remain energized throughout the sessions. All meals will be served within the conference venue for seamless networking and continued engagement. However, one or two curated dinners will be held at select venues outside the conference premises, with details to be communicated in due course.

These special networking dinners will offer deeper engagement in an informal setting. Delegates will also receive a curated list of recommended restaurants and dining spots to explore Kigali’s vibrant culinary scene. The organizing committee will also facilitate private dining options for invited VIP guests and speakers.

Health & Safety Protocols

Rwanda maintains a high standard of health and safety measures, and the conference will fully adhere to national emergency preparedness regulations and general public health guidelines.

Additionally, there should be no concern regarding the Marburg virus. The last known case tested negative for Marburg on November 8, 2024, and the Ministry of Health officially declared the outbreak over on December 20, 2024. Rwanda remains vigilant in its health surveillance and prevention measures, ensuring a safe environment for all attendees.

For personal health preparedness, delegates are strongly advised to carry their prescribed medications and any necessary medical documentation to avoid complications in an emergency. Furthermore, each participant will be required to provide a next-of-kin contact during registration, who will only be used in an emergency.

Networking & Side Events

Beyond the formal sessions, the conference will provide opportunities for high-impact networking, collaboration, and deal-making. To facilitate early engagement between delegates, a welcome reception and stakeholder Mixer will take place on June 10th from 6:00 PM to 9:00 PM at Serena Hotel. The main conference program will feature curated networking sessions, informal fireside discussions, and thematic roundtables to connect stakeholders across sectors.

To maximize engagement, delegates are encouraged to download and utilize the official conference app, “Summit Point,” (available on Google Play) to connect, engage, and schedule meetings with fellow attendees before the conference begins. The app will serve as a centralized platform for networking, session scheduling, and real-time event updates, ensuring attendees can maximize their participation.

To further enrich the Kigali experience, interested delegates will be offered optional city tours, cultural excursions, and impact site visits to experience Rwanda’s philanthropic and social innovation landscape firsthand.

Contact Information

For logistical inquiries, travel assistance, accommodation support, or general conference information, don’t hesitate to contact the event coordination team at info@eaphilanthropyconference.org or directly through +254 722 573 575.