Climate & Health Convening
Event Type:
Conference
Size:
100 pax
Location:
Accra, Ghana
Venue:
Labadi Beach Hotel
A high-level launch and three day convening in Accra, bringing together African climate and health leaders to strengthen regional collaboration.
The Challenge
The Climate and Health Science and Policy Consortiums in Africa needed a launch that could bring together scientists, policymakers, partners, and community representatives from across the continent.
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The event was made up of two distinct parts. The first was a high-level launch for 100 delegates, designed to mark the formal start of the initiative and signal commitment from regional and global partners. The second was a three day convening for 50 delegates, focused on strengthening implementation plans, developing early-stage consortium proposals and building long term collaboration across Eastern, Western and Southern Africa.
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The event required support of complex travel, visas, hybrid participation, multiple meeting formats, dinners, cultural moments, and a strong focus on health, safety and sustainability.
The Approach
We began by reviewing location options in Ghana. Kumasi and Accra were both considered, but a flight analysis showed Accra was the stronger choice for international access.
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Venue sourcing was more complex. The event needed a main plenary space with natural light, capacity for 100 delegates on the launch day and a more focused setup for 50 delegates during the convening. It also needed a range of spaces for dinners, receptions, breakout sessions and informal networking. Labadi Beach Hotel was eventually selected for its natural light, flexible meeting spaces, outdoor terraces, beach setting and range of dinner locations. We were also able to negotiate reduced rates for the client.
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We built a custom registration site with two attendee journeys: one for the launch and one for the full convening. For delegates joining the convening, we managed flight and visa support, including guidance, signed invitation letters, hotel confirmation letters and flight itineraries. A detailed delegate communications plan kept attendees informed throughout the build-up and live event. This included emails on final logistics, the event app, transfer details, daily reminders, dinner information, departure notices and the post event feedback survey.
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We closely managed venue logistics, airport transfers, supplier coordination and onsite delivery. An external AV partner was brought onboard to provide a large LED wall, PA system, microphones, staging, rigged lighting, cameras, and hybrid event support. For the launch announcement, indoor non-flammable pyrotechnic spark machines added celebration to the announcement.
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Health and safety remained central throughout planning. We prepared a detailed risk assessment covering destination risks, crime, weather, and onsite activity. Ten days before the event, severe flooding affected Accra. We monitored the situation closely with local suppliers and the venue, and sent clear communications to delegates confirming that the situation was being managed and that the event remained safe to attend.
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We also supported the client with planning of the dinners and drink reception, choosing locations based on proximity, flow and variety. This included a launch day drinks reception on an outdoor terrace and a final evening beach barbecue. Local suppliers were brought in for cultural performances and live music. We also made sure to plan around two World Cup semi-finals taking place during the event. Evening timings were adjusted so delegates would not miss the matches.
The Result
The launch welcomed 100 delegates to Accra from across Africa, bringing together scientists, policymakers, development partners, and community representatives to mark the start of the Regional Climate and Health Consortiums.
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Guests were welcomed by a cultural troupe outside the entrance, followed by refreshments before entering the main conference room. Green and red uplighting helped create a strong visual identity for the launch, while the hybrid setup allowed remote participants to join online. Lunch was served on the terrace and featured Ghanaian specialities. The day closed with a sunny drink reception under palm trees. The band played palm wine music classics before initiating a cultural dance-off where nationalities would be invited on stage to perform their nation's dance move.
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The following convening brought together 50 delegates for deeper discussion, planning and collaboration. Sessions moved between the conference hall and a large marquee, where the AV team completed an overnight derig and setup to keep the programme running smoothly. Breakout areas were created within the marquee to support smaller group work. The hybrid element remained in place throughout, which was especially important as some Ugandan delegates were unable to travel due to an Ebola outbreak.
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The final evening brought delegates together on the beachfront for a BBQ dinner under the stars, with a bonfire in the background. The menu focused on fish and seafood, with no meat served, supporting the event’s sustainability goals.
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Across the programme, Zentive delivered a smooth delegate experience, managed unexpected challenges and helped create the conditions for meaningful collaboration across regions. The event also met its sustainability goals. Red meat was reduced from lunch buffets during the main conference days, airport transfers were grouped where possible and AV equipment, screens and lighting were switched off outside conference hours.