Knowledge Exchange Meeting
An intimate, focused meeting bringing together community partners to re-envision knowledge exchange within communities in health research.
The Challenge
To coordinate a seamless logistics and event experience for attendees in a suitable location whilst reducing carbon emission where possible and create a comfortable and creative space for attendees to collaborate and thrive. Attendees were traveling from the UK, Kenya, South Africa, Lesotho and India with some participants joining virtually.
The Approach
After reviewing delegate locations, two centrally located destinations were considered before Mombasa was chosen due to security and location. As a reputable and tested venue, Sarova Whitesands was confirmed as the meeting place for the event.
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Sustainability goals were laid out at the start of the project and included no red meat on menus within our control, no single-use production items and only single-use serveware to be used throughout the event.
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A hybrid event set-up was confirmed to allow attendees to join virtually. This proved particularly important closer to the event date as an unexpected crisis in India prevented some delegates attending in-person.
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A plenary meeting room with nearby breakout spaces were confirmed to allow a dynamic and free flowing agenda. Two private dinners were also planned; the first to welcome guests to the country, along with servings of fresh Swahili dishes, the second to celebrate both the achievements of the event and the attendee’s cultures, inviting all to come in traditional dress and bring facts and songs from their countries/regions.
The Result
A small delegation of non-profits, NGOs, social impact organisations and communities convened in the coastal city of Mombasa, within the palm tree oasis of Sarova Whitesands.
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A Swahili BBQ buffet greeted guests on arrival providing an opportunity for delegates to meet, connect, and get to know one another in a relaxed setting before the conference.
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Following this, attendees participated in a 3 and half day conference carefully designed with a fluid, dynamic agenda with appropriate breaks throughout. Digital signage was set up to provide daily agenda updates and general information to eliminate the need for printed materials. Virtual attendees joined online, and we’re set up on a screen in the room to promote inclusivity and allow in-person attendees to speak with them directly. Captions were available as a further inclusivity measure.
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The event culminated on the final night as attendees attended a celebratory dinner dressed in traditional outfits celebrating cultures, heritage and personalities.
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As with all our events, carbon emissions were calculated throughout the project cycle, and this was provided to the client post-event for review and offsetting.