Event Management
Event design, organization, dissemination, logistics, and travel in support of equitable biosecurity capacity and health-security partnerships
Objectives & Outcomes:
The conference should align with One Health and International Health Regulations frameworks, with clear goals focused on capacity-building, trust development, and technical knowledge exchange. Stakeholders and sponsors must be engaged from the planning stage to ensure inclusivity, gender diversity, and equity. Accessibility considerations should guide the choice between in-person, virtual, or hybrid formats, and translation or interpretation services should be available where necessary to maximize participation.
Organization
Efficient coordination must balance participation equity with sustainability. A diverse range of stakeholders—including government bodies, NGOs, academia, and local leaders—should be mapped and actively involved, supported by an advisory board of three to four members and a secretariat to manage logistics. Budget planning should allocate funds for all conference components, while legal and ethical frameworks must address biosecurity-sensitive content, data sovereignty, and the protection of indigenous knowledge.
Logistics
The primary objective is to ensure smooth and inclusive participation. Venues must meet physical accessibility and safety standards while also offering childcare, dietary accommodations, and prayer spaces as needed. Reliable internet connectivity should be guaranteed for virtual or hybrid attendees, along with technical assistance for participants less familiar with digital tools. Health and safety measures should include infection prevention protocols and detailed emergency medical and security plans.
Travel
Equitable participation should be prioritized alongside environmental sustainability. International, indigenous, and underrepresented stakeholders may require financial support, per diem allowances, and assistance with visas or letters of invitation. Early, proactive visa facilitation is essential to avoid delays, while carbon responsibility should be maintained by tracking emissions, providing offsets where possible, and promoting virtual options to reduce environmental impact. Across all activities, emphasis should be placed on building partnerships and establishing monitoring systems to evaluate the conference’s contribution to biosecurity capacity and health security outcomes.
Dissemination/Conference
Knowledge sharing must be inclusive, transparent, and actionable. A multi-platform communication strategy should be adopted, leveraging social media, academic outlets, and local networks while tailoring content to technical experts, policymakers, and community audiences. Outputs should be openly accessible in formats such as webinars, recordings, and briefs, with plain-language summaries and translations provided to ensure broad understanding and reach.
Feedback Loops
Post-event processes should include mechanisms to collect participant feedback for continuous improvement and establish channels for sustained collaboration, ensuring that relationships and knowledge exchange extend beyond the conference itself.
Technical Capabilities, Available Resources and Similar Works
Technical capabilities
Our technical capacity includes prioritizing health and safety, strictly adhering to international standards such as ISO 20121, fire safety regulations, and COVID-19 compliance protocols. Our team is highly experienced in venue contracting, capacity planning, and managing vendor relationships across multiple regions.
We utilize advanced project management tools like Microsoft Project for efficient timeline tracking and task allocation. Our expertise extends to coordinating international travel logistics, including visas and itineraries for speakers, delegates, and performers.
On the digital front, we run effective global marketing campaigns through targeted social media advertising and email marketing. Additionally, we specialize in producing high-quality multimedia content, including videos, graphics, live streaming, and virtual and hybrid performances, ensuring impactful engagement across all platforms.
Available Resources
Resources available to us include being well-positioned to implement work under a framework agreement, with a robust combination of skilled human resources, specialized infrastructure, essential equipment, and strong human resources. Our team comprises of professionals with extensive expertise in event management, logistics coordination, health & safety compliance, multimedia production, and digital marketing. Key competencies include:
Our Event and Project Managers are proficient in MS Project, capable of managing complex international timelines and deliverables.
We have Certified Health & Safety Officers who are experienced in ISO 20121 and are experienced in emergency preparedness
We have Technical Specialists in audiovisual, who are experienced in livestreaming, and hybrid/virtual event technologies
Our Travel & Logistics Coordinators are skilled in managing international visa processes and itinerary planning
Our Multimedia Production Team have got experience in video creation, and interactive virtual experiences.
We also maintain a scalable pool of trained freelance professionals that can be mobilized rapidly to support increased demands or emergency response.
We have established working relationships with:
•Regional event vendors and venues across Africa, and the Middle East
•Technical service providers for staging, lighting, and interpretation services
•Travel agencies and visa consultants for fast-tracked travel support
These partnerships allow us to respond quickly and deliver high-quality outcomes in diverse locations.
Similar works
Since March 2022, the coordination and execution of over 50 events—including weddings, corporate conferences, product launches, and traditional ceremonies—have been successfully overseen across East Africa and The Gambia. Event budgets ranging from $5,000 to $150,000 were managed, with average cost savings of 10% consistently achieved. Vendor negotiations and service provider contracts were handled to ensure quality delivery within budget constraints. Several large-scale weddings accommodating over 800 guests were coordinated, often blending modern and traditional African themes. Responsibilities also included event concept design, branding, and digital marketing strategies tailored to client needs.
Logistical planning and on-site coordination were provided for international NGO conferences and diplomatic events. Among the key projects was the Annual Research Dissemination Conference held from 11th to 13th March 2025, organized under the London School of Hygiene & Tropical Medicine (LSHTM), where travel, visa facilitation, and hospitality were arranged for more than 100 international delegates (source). Another notable assignment was the 14th WARIMA International Conference, hosted by MRCG at LSHTM, where similar coordination duties were fulfilled (source).
Academic qualifications include a Bachelor of Arts in Public Administration and Management from Nkumba University, Uganda, along with a Certificate in Event Design & Project Management. In 2021, the MTN Product Launch in Kampala, Uganda was coordinated, during which a hybrid event format was executed, attracting 4,000 online viewers and 500 in-person attendees.