Seamless International Events
Crafted in Rwanda

For international conferences and major corporate events, we recommend booking 8-12 months in advance to ensure optimal venue availability and vendor coordination. Government and diplomatic events typically require 6-9 months lead time due to protocol requirements. Corporate meetings and product launches can be arranged with 3-6 months notice, while executive retreats and smaller events can be organized within 6-8 weeks. During Rwanda's high season (June-September), earlier booking is essential for premium venues.

As Rwanda's premier Professional Conference Organizer (PCO), we bring unparalleled expertise in managing high-profile international events. Our team has successfully coordinated events for Fortune 500 companies, government ministries, and international organizations. We offer comprehensive end-to-end services including diplomatic protocol management, multilingual support, advanced event technology, and deep local knowledge of Rwanda's business landscape and cultural nuances.

Absolutely. We regularly manage events across East Africa, including Kenya, Uganda, Tanzania, and the broader region. Our extensive network of certified partners and suppliers ensures consistent quality standards regardless of location. We handle all cross-border logistics, permit requirements, and cultural considerations. Our team has managed successful events in Nairobi, Kampala, Dar es Salaam, and other major regional business hubs.

We require a 40% deposit to secure your event date and initiate planning, with the remaining balance due 21 days before the event. We accept international bank transfers (USD, EUR, GBP), credit cards (Visa, Mastercard), and local mobile money payments. For large-scale events exceeding $50,000, we offer flexible payment plans with milestone-based scheduling. All transactions are processed through our secure client portal with full transparency and detailed invoicing.

Cancellations made 120+ days before the event receive an 85% refund of deposits paid. Cancellations 60-120 days prior receive 60% refund, while cancellations within 60 days are subject to vendor commitments already made. Force majeure events (natural disasters, government restrictions, etc.) are handled on a case-by-case basis with options for rescheduling or credit toward future events. We carry comprehensive event insurance and work closely with clients to minimize financial impact during unforeseen circumstances.

Yes, our "EventsXp Execute" package provides professional day-of coordination for events where initial planning is complete. This includes a comprehensive 60-day transition period where we review all arrangements, coordinate with your existing vendors, create detailed run-of-show timelines, and provide full on-site management. Our experienced event directors ensure flawless execution while you focus on hosting your guests and achieving your event objectives.

We offer comprehensive hybrid and virtual event solutions including professional live streaming, interactive attendee engagement platforms, simultaneous interpretation services, virtual networking lounges, and real-time polling systems. Our technology partnerships include leading platforms like Zoom Events, Hopin, and custom-built solutions for high-security government and corporate events. We provide dedicated technical support, rehearsal sessions, and contingency planning for seamless virtual experiences.

Cultural sensitivity and dietary accommodation are core to our service delivery. We work with certified halal, kosher, and specialized dietary caterers, and maintain detailed guest preference databases. Our team is experienced in managing diverse cultural protocols, religious observances, and international business etiquette. We provide comprehensive pre-event dietary surveys and maintain strict allergen management protocols to ensure every guest feels welcomed and properly cared for.