Cholera Vaccine Meeting
A meeting bringing together Ministry of Health representatives and research scientists to discuss the latest surrounding the oral cholera vaccine.
The Challenge
Working alongside several organisations to bring key representatives from over 20 different countries to a strategic location in Africa. Due to a very short lead time, Zentive had to provide efficient logistical support to ensure a successful and timely delivery of the event.
The Approach
As this event was happening after a similar event with some of the same delegates, Zentive was able to secure meeting space and bedrooms in the same hotel at discounted rates. A multi-path registration site was created and sent out almost immediately to ensure invitees had sufficient time to book travel and secure visas. Due to the high number of visas required, we had to work with contacts at the WHO to expedite the applications at the Kenya visa office.
Additional email communications were created and sent to provide invitees with up-to-date information and pre-event resources. This was especially important to speakers and partners involved in the event content. To increase accessibility, a hybrid set-up was arranged and therefore tech checks were prepared prior to going onsite including interpretation for both in-person and virtual attendees.
Catering had to be prepared for the duration of certain delegates’ stay which involved careful management of itineraries. A cocktail reception was arranged to celebrate all guests, cultures and countries with delegates providing a famous song from their country as well coming dressed in a traditional outfit.
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The Result
Many of the guests had already had a chance to get settled meaning conversations were able to be more in-depth and specific.
Due to it being Customer Service week in Kenya, a spontaneous complimentary energiser was provided after lunch on Day 1. This got delegates up dancing and singing Swahili-style to prepare themselves for an afternoon of focused discussions.
Dedicated communications were sent to delegates throughout the meeting advising them of locations, timings and details of any key moments.
The cocktail reception was a huge success! Traditional dancers welcomed the guests to a gorgeous set up amidst palm trees overlooking the beach and Indian Ocean. A variety of different canapes and bowl food was served whilst the dancers put on a performance even involving some of the guests themselves. Afterwards, the DJ played an eclectic mix of songs provided by the delegates ranging from the biggest hits from Zambia, South Korea and Nepal.
Sustainability was of course a focus and there was no single-use serveware or production materials throughout. Any food surplus was used for hotel staff meals which further reduced wastage.
"“Huge thanks to Zentive for the excellent work and support provided before, during and after this event! It was a pleasure working together. The organization of this meeting has been a challenge for many reasons but was ultimately successful thanks to you.”
Technical Officer - WHO
