Your Event Manager & Corporate Travel Planner in Southern Africa

A.F.I

Conference | 350 pers | Cape Town - South Africa

Hotel: The Westin Hotel Cape Town
Duration: 3 nights, 4 days
Budget per pax:

Client's Brief

The Alliance for Financial Inclusion (AFI) is a global network of policymakers from developing and emerging countries working together to increase financial access for the poor. Every year, AFI hosts the Global Policy Forum (GPF) which gathers its members from over 70 countries together with leading industry leaders and stakeholders from across the globe in a unique peer to peer knowledge sharing event where they discuss and explore ways to take the financial inclusion agenda forward.

The 4th annual Forum was co-hosted by the National Treasury of South Africa and took place in Cape Town.

For managing the event with up to 350 participants, AFI and the National Treasury prepared a tender and was looking for an event organizer capable or looking after the registration of the delegates, sending out invitation with tracking system, working on the logistics from transport to accommodation, guides, hospitality desk, ushers, hostesses, gala dinners, cocktail evening, translators, interpreters, exhibits, brochures printing, newsletter editions, press & media room, VIP & protocol handling for ministers, plenary & opening ceremony, live streaming, photographer, publications, décor & entertainment… basically an international event in it’s global spectrum.

view synopsis

	DAY 1	DAY 2	DAY 3	DAY 4
Morning	6 Breakaway Rooms: 2 x round table set up 2 x U-Shape set up 1 x Hollow Square set up 1 x Boardroom Set up	3 Sessions and a coffee break Ballroom: Plenary style with a stage in front with 2 x 2 seater couches and a tub chair for talk show set up. Interpretation booths for French and Spanish	1st Session: Ballroom - Opening Ceremony - Plenary Style 2nd Session Ballroom East and West split into two mini Fish Bowls 3rd Session: Ballroom West to Theatre Style – Couches and tub chair Ballroom East remained Mini Fish Bowl Vasco Da Gama to Theatre Style – Couches and tub chair	1st Session: Plenary Style Podium on stage Market Place set up – 10 cocktail tables, 3 x plasma screens, evaluation forms and Boxes 2nd and 3rd Session: Plenary Style -Podium, Gong and couches and tub chair on stage : Closing Ceremony
Lunch	Venues remained the same for duration of the day	One hour turnaround time to change Ballroom from Plenary style to Fish Bowl set up for 350 pax	Robben & Seal: Round table set up 1h15 to change set up below	Tidy up and changes on stage
Afternoon	6 Breakaway Rooms: 2 x round table set up 2 x U-Shape set up 1 x Hollow Square set up 1 x Boardroom Set up 1 x Boardroom set up in the presidential suite	3 Sessions and a coffee break Ballroom: Fish Bowl Set up Chairs all around the stage Interpretation Booths for French and Spanish	4th Session: Ballroom West to 12 Round tables Couches and tub chair Ballroom East to 10 coffee tables, chairs, couches and tub chair Vasco to 10 coffee tables, chairs, couches and tub chair and after session to theatre style	4th, 5th and 6th Session: Plenary with Round table on stage
Dinner	CTICC – Gala Dinner	St Yves Beach Club	Baia Restaurant	Cocktail Drinks at Westin
Hotel	Westin	Westin	Westin

The client's feedback

Dear XO EventsTeam,

Thank you so much for the great cooperation and hard work over the past few months. It's been a pleasure meeting you all in Cape Town.Everyone has been absolutely fantastic. You have made our work so much easier with your professionalism.Your contribution to the success of the event was greatly appreciated.(...)

Once again, many thanks also to the rest of the team.

All the best,

Denise

Maya Declaration Exhibit