Conferences & Incentives

We have a dedicated Meetings, Incentives, Conferences and Events Department, handling Group travel, Incentive Groups, corporate events & seminars, meetings and conferences, and team-building events, gala dinners, parties and celebrations anywhere in Rwanda.

Incentives and Conference department:
The Incentives and conference department is fully responsible for provision of all the services required for the delegates such as transport, Conference Venue logistics, accommodation, Air transport, and any requirements for the delegates to the conference or incentive movements.

Conference logistics
• Primate Safaris Ltd assists in developing invitation letters: Production and distribution
• Assist with logistical planning. Sit in all the planning committee meetings to coordinate and advise on the services the company has to provide.
• Delivery of invitation letters through email, fax and hard copy delivery.
• Preparation and distribution of name badges and conference kit.
• Registration on Web portal
• Preparation, distribution of name badges and conference kit
• Hotel reservations
• Provision of Local transport
• Booking/hiring of conference room
• Provision of conference equipment
• Provision of Interpretation services
• Provision of moderator services
• Provision of exhibition booths

Meet and greet services-
• Make arrangement with the relevant authorities for customer service desk will be located inside customs to enable meet all the delegates on coming out of the aircraft.
• Brand arrival area with banners of the conference
• Liaise with the Government authorities to approve visa for the delegates coming from countries that have referred visa requirement.

• We source for quality vehicles and to manage the process allowing the organizers will only deal with one party, Primate Safaris Ltd.
• To provide all delegates with arrival/departure airport transfers, daily transfers from and to all the hotels.
• Acquire vehicles at disposal for emergency cases.
• Coordinate to have staff to facilitate all the movements.

Accommodation for Conferences and Incentive Groups -
• We pride in excellent relationship with suppliers to acquire the most competitive rates with hotels in Rwanda, to enable the Company meet all the various accommodation and banqueting needs for the delegates and Groups.
• Book different categories/classes of rooms to meet the various room requirements
• Coordinating hotel bookings as well as managing their actual stay
• Liaise with delegates and assign them rooms according to their budgets
• Set up of hospitality desks in all the hotel in order to serve the delegates better
• Offer information on accommodation on conference website

Management of the conference venue-
• Conference venue management in partnership with resource people including managing exhibitions.
• Managing the acquisition of conference venue facilities such as the hire of dome tents, tents, chairs and mobile toilets etc.
• Set up customer service desks inside the conference venue to provide information and ensure that all activities are synchronized.
• Liaise with the security apparatus for maximum security for the delegates

Management of special functions –
• Booking and coordination of the opening cocktail/dinner reception and the closing/farewell dinner -by working closely with the relevant service providers.
• Give suggestions on the various venues to hold special events
• Book, organize and coordinate breakfasts, lunches, dinners and cocktails for individuals and groups.
• Coordinated transportation of delegates at the conference venue and any other venues.
• Work in close consultation with the relevant committees for advice and support.  
Interpreters and Translators-
• We have the relevant resource persons/entities in this field and hold a data base of contact list of interpreters and translators.