Professional Conference Organizer (PCO)

Seamless International Events
Crafted in Rwanda

Full-service planning, logistics, and on-site delivery for conferences, meetings & incentive programs across East Africa.

  • End‑to‑end project ownership
  • Proven vendor network
  • Budget transparency
  • Multilingual team
Conference setup managed by EventsXP Rwanda
Precision • Hospitality • Reliability
Certified PCO

About Us

Creating magical moments since 2010

EventsXP team in action
Who We Are

Rwanda's Premier Event Planning & Management Company

EventsXp Rwanda is a Professional Conference Organizer (PCO) based in Kigali. We deliver conferences, meetings, incentives and exhibitions that meet international standards while showcasing Rwanda's hospitality and efficiency.

Our bilingual team partners with leading venues and suppliers across Rwanda to ensure every detail—from registration to on-site production—is seamless and on schedule.

  • End-to-end planning
  • Budget transparency
  • Trusted vendor network
  • On-site coordination

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Events Managed

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Happy Clients

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Years Experience

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Countries

Professional Conference Organizer

Corporate Event Services

Delivering world-class corporate events and exhibitions with meticulous planning, flawless execution, and exceptional attention to detail.

Conference Management

End-to-end conference planning and execution for international and regional corporate events. We handle all aspects from venue selection to post-event reporting.

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Exhibition Services

Complete exhibition planning and management services to showcase your products and services effectively to your target audience.

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Corporate Meetings

Professional management of board meetings, stakeholder engagements, AGMs, and other high-level corporate gatherings.

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Product Launch Events

Strategic product launch events designed to generate maximum impact and market penetration for your new offerings.

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Delegate Management

Comprehensive delegate services ensuring a seamless experience from registration to post-event engagement.

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Event Technology

Cutting-edge technology solutions to enhance event experiences, engagement, and outcomes for both in-person and hybrid formats.

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Event Marketing

Strategic event promotion and marketing services to ensure high attendance and engagement for your corporate events and conferences.

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Venue Selection

Expert venue scouting and selection services to find the perfect location that meets all your event requirements and budget constraints.

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Virtual Events

End-to-end virtual and hybrid event solutions that deliver engaging digital experiences for remote and distributed audiences.

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Event Staffing

Professional event staff recruitment, training, and management services to ensure seamless operation and attendee satisfaction.

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Ready to elevate your next corporate event?

Partner with Rwanda's leading Professional Conference Organizer to create exceptional corporate experiences that deliver measurable business results.

Upcoming Events

Join us at our next big event

15 Oct

East Africa Innovation Summit

Kigali Convention Centre, Kigali

A gathering of industry leaders discussing the future of technology and innovation.

22 Nov

Kigali Charity Gala

Kigali Serena Hotel, Kigali

Annual fundraising event supporting education initiatives for underprivileged children.

05 Dec

Kigali Music Festival 2025

Intare Conference Arena, Kigali

A three-day music extravaganza featuring top artists from around the world.

Our Proven Methodology

The EventsXp Journey

Four transformative phases that turn your vision into extraordinary experiences. Each step is meticulously designed to deliver exceptional results that exceed expectations.

01 Discovery Phase

Vision Quest

We dive deep into your world through immersive discovery sessions, unearthing the essence of your brand and unlocking the true potential of your event.

Brand Analysis
Stakeholder Alignment
Goal Definition
02 Creative Phase

Creative Alchemy

Our creative wizards blend strategy, innovation, and artistry to transform your objectives into a captivating event blueprint that defies expectations.

Concept Design
Creative Strategy
Visual Identity
03 Execution Phase

Flawless Symphony

With precision-perfect orchestration, we conduct every element of your event in perfect harmony, creating a seamless experience that feels like magic.

Project Management
Vendor Coordination
Live Production
04 Impact Phase

Legacy Mapping

Beyond metrics, we capture the emotional impact and strategic value of your event, crafting a roadmap for even greater future success.

Performance Analytics
Feedback Analysis
Future Roadmap
Discover
Create
Execute
Measure
Client Success Stories

What Our Clients Say

Hear from event organizers who trust EventsXp to deliver exceptional experiences

"EventsXp transformed our annual corporate retreat into an unforgettable experience. Their attention to detail, creative solutions, and seamless execution exceeded all our expectations. Our team is still talking about it!"

Jennifer Smith

CEO, TechCorp Rwanda

"Planning our dream wedding with EventsXp was the best decision we made. They handled every detail flawlessly - from venue coordination to vendor management. We could relax and truly enjoy our special day knowing everything was perfect."

Michael & Sarah Johnson

Wedding Celebration

"The annual charity gala organized by EventsXp helped us raise record-breaking funds for our cause. Their professional approach, innovative ideas, and dedication to our mission made all the difference in our fundraising success."

Robert Williams

Director, Hope Foundation

500+
Events Delivered
98%
Client Satisfaction
50,000+
Happy Attendees

Strategic Partners

Collaborating with industry-leading organizations to deliver exceptional event experiences

Kigali Convention Centre

East Africa's premier convention center, hosting world-class events with cutting-edge facilities.

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Radisson Blu Kigali

Luxury accommodation and event spaces in the heart of Rwanda's capital.

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BK Arena

Rwanda's largest indoor arena, perfect for conferences, concerts and sporting events.

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RwandAir

Official airline partner providing seamless travel solutions for international delegates.

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Visit Rwanda

Promoting Rwanda as a premier MICE destination in the heart of Africa.

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Bank of Kigali

Financial services partner ensuring smooth transactions for events of all sizes.

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Get In Touch

Let's create something amazing together

Address

KN 5 Rd, Kigali Convention Centre Area
Kigali, Rwanda

Frequently Asked Questions

Get instant answers to the most common questions about our professional conference organization services, booking process, and event management expertise.

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Booking
Services
Payment
Policies

How far in advance should I book EventsXp services?

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.

What makes EventsXp different from other event management companies?

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.

Do you handle events outside Rwanda and across East Africa?

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.

What are your payment terms and accepted methods?

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.

What is your cancellation and force majeure policy?

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.

Can you provide day-of coordination for pre-planned events?

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.

What technology solutions do you provide for hybrid and virtual events?

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.

How do you handle dietary restrictions and cultural considerations?

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.

Still Have Questions?

Our expert event consultants are standing by to discuss your specific requirements and provide personalized solutions for your next conference or corporate event.

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