Comfort, technical liability, five star accommodation, fine dining, conferencing facilities and VIP Protocol handling. These are the basic ingredients for an event planner in charge of the World Economic Forum. XO Events went beyond the basic needs and delivered detailed, adjusted logistical coordination and services for the 4th annual Forum of The Alliance for Financial Inclusion /AFI/ .
Type of Events: Forum
Number of Participants: 350 delegates from 70 different countries
Destination: South Africa, Cape Town
Hotel: The Westin Cape Town
Duration on site: 4 days / 3 nights
Keywords: International Forum, Gala dinner, Ministries and Financial Institutions
About the client: The Alliance for Financial Inclusion (AFI) hosts the Global Policy Forum (GPF) which gathers members from over 70 countries with leading industry leaders and stakeholders from across the globe in a unique peer-to-peer knowledge sharing event where ways to take the financial inclusion agenda forward are explored and discussed.
CONFERENCING – Set up of 19 conference rooms within record time!
We explored the incredible conferencing facilities offered by The Westin Cape Town while enjoying views of the waterfront and Table Mountain. During 4 days, 19 conference rooms were used for plenary sessions, or as requested, re-converted to breakout or fishbowl set ups within less than 45 minutes. We successfully handled technical needs in audiovisual equipment and created adequate staging set ups. As needed, we placed particular attention on providing simultaneous translation into 3 languages and on a voting system in order to aid interaction at every moment, in each hall, for AFI hosts.
COMMUNICATION – Technical back-up of the Forum media coverage
Looking at providing your delegates with daily news of your event? We set up, cover and coordinate the different aspects of the Press corners with a dedicated and highly professional team of journalist and photographers. Being provided by the editorial but a design created by our internal graphic designer, the 3-days “ forum-daily” was nightly printed and distributed before 08am in the hotel rooms of the 350 attendees! An achievement, respecting short and tight editorial as well as technical deadlines.
TRAVEL ARRANGEMENT – Transportation and VIP protocol
At the Airport a special branded and customized welcome desk was reserved to International and National travelers flying through Johannesburg or landing directly in Cape Town. The airport welcome desk facilitates fluid transfers to domestic flights but also smooth coordination of the airport transfers. Besides, it was an excellent opportunity to enhance the Forum. More than 300 flight tickets were issued, 250 visa support assistance have been provided in collaboration with South African Embassies world-wide, around 700 individual airport transfers have been booked, 50 VIP luxury cars insured the highest security of the state diplomats and ministers during three days of the AFI Forum.
Dear XO Africa Team,
Thank you so much for the great cooperation and hard work over the past few months. It’s been a pleasure meeting you all in Cape Town. Everyone has been absolutely fantastic. You have made our work so much easier with your professionalism. Your contribution to the success of the event was greatly appreciated.
(…) Once again, many thanks also to the rest of the team.
All the best, Denise