corporate form | Summit Works Africa Ltd.

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Home
About Us
Services
- Corporate Events Management
- Investment Promotion & Facilitation
Industries
News and Events
Gallery
Contact

CLIENT INFORMATION

Organization/Company Name:

Contact Person:

Position/Title:

Telephone:

WhatsApp:

Email:

Organization Website:

Physical Address:

Billing/Procurement Contact (if different):

EVENT OVERVIEW

Event/Conference Name:

Type of Event:ConferenceWorkshopSeminarSymposiumAnnual General MeetingStakeholder MeetingTrainingExhibitionNetworking EventOther

Brief description of the event:

Purpose/Objectives of the Event:

Expected outcomes:

EVENT DATE & DURATION

Preferred Event Date:

Alternative Date:

Event Duration:Half Day1 Day2 Days3 DaysMore than 3 Days

Number of event days:

Expected event start time:

Hours

Minutes

Expected event end time:

Hours

Minutes

Will there be activities before/after the main event?YesNo

If yes, please describe:

EXPECTED PARTICIPANTS

Estimated Number of Participants:

Expected number of:

Local Participants

International Participants

Government Representatives

NGO/Development Partners

Corporate Participants

Media

VIPs

Speakers/Presenters

Other

Expected participant profile:

Will participants require accommodation?YesNo

If yes, estimated number requiring accommodation:

VENUE REQUIREMENTS

Has a venue already been selected?YesNo

If yes:

Venue Name:

Location:

Venue Contact:

Venue already booked?YesNo

If no, would you like Summit Works Africa Ltd to identify and recommend venues?YesNo

Preferred venue location:

Preferred venue type:HotelConference CentreGovernment FacilityUniversity/InstitutionOutdoor VenueOthers

CONFERENCE ROOM SETUP

Preferred seating arrangement:Theatre StyleClassroom StyleU-ShapeBoardroomCabaretBanquetMixed LayoutOthers

Main conference room capacity required:

Breakout rooms required:YesNo

Number of breakout rooms:

Estimated capacity per breakout room:

AUDIO-VISUAL & TECHNICAL REQUIREMENTS

Please indicate the equipment/services required:ProjectorLED ScreenLarge Display/TV ScreensPA/Sound SystemWireless MicrophonesLapel MicrophonesPodium MicrophoneStageLectern/PodiumConference LightingStage LightingLaptop/ComputerClicker/Presentation RemoteVideo RecordingPhotographyLive StreamingHybrid Conference TechnologyVideo ConferencingInterpretation EquipmentSimultaneous InterpretationInternet/Wi-FiTechnical SupportOther technical requirements:

EVENT PROGRAMME

Do you already have an event programme?YesNoDraft in progress

If available, please attach the programme.

No file chosen

Expected number of speakers:

Expected number of moderators/facilitators:

Will VIPs attend?YesNo

If yes, please indicate their roles/titles:

Will there be keynote speakers?YesNo

Will certificates be required?YesNo

SPEAKER & DELEGATE MANAGEMENT

Services required:Speaker invitation managementSpeaker confirmationSpeaker travel coordinationSpeaker accommodationSpeaker airport transfersSpeaker briefingPresentation collectionModerator coordinationDelegate registrationDelegate database managementName badgesRegistration deskAttendance trackingCertificatesParticipant communication

Additional requirements:

TRAVEL & ACCOMMODATION

Will Summit Works Africa Ltd be required to coordinate travel?YesNo

Services required:Airport transfersGround transportationHotel bookingsFlight coordinationVIP transportationSpeaker transportationDelegate transportationShuttle servicesTravel itinerary management

Preferred hotel category:BudgetMid-range4-Star5-StarNo preference

Estimated number of hotel rooms required:

Number of nights:

CATERING & HOSPITALITY

Catering required?YesNo

Please select:BreakfastMorning Tea/Coffee BreakLunchAfternoon Tea/Coffee BreakDinnerCocktail ReceptionNetworking ReceptionBottled WaterSnacks

Special dietary requirements?YesNo

If yes, please specify:

Estimated catering budget per participant (if known):

BRANDING & EVENT MATERIALS

Services required:Event brandingEvent logo/designStage backdropPull-up bannersDirectional signageRegistration desk brandingName badgesDelegate foldersNotebooksPensProgramme bookletsBrochuresBranded merchandiseCertificatesBranded screens/presentationsSocial media graphics

Brand guidelines available?YesNo

Please attach logo/brand guidelines where applicable.

Drag and Drop (or) Choose Files

REGISTRATION & DIGITAL MANAGEMENT

How will participants register?Online registrationEmail registrationManual registrationClient’s existing registration systemSummit Works registration system

Services required:Online registration formRegistration website/pageQR-code registrationAutomated confirmation emailsAttendance trackingBadge printingParticipant databasePost-event attendance report

Expected number of registrations:

MEDIA & COMMUNICATIONS

Services required:Event photographyEvent videographyInterviewsSocial media coveragePress releasesMedia invitationsMedia registrationMedia briefingLivestreamingpost-event videoEvent highlights/reel

Media outlets expected:

SECURITY & PROTOCOL

Security arrangements required:YesNo

Services required:Event securityVIP security coordinationAccess controlParking managementProtocol managementVIP receptionGovernment protocol coordinationEmergency response coordination

Are senior government officials/VIPs expected?YesNo

If yes, please provide details where appropriate:

BUDGET

Estimated Total Event Budget:Below USD 5,000USD 5,000–10,000USD 10,000–25,000USD 25,000–50,000USD 50,000–100,000Above USD 100,000

Available budget (if known): USD

Should Summit Works Africa Ltd prepare a complete event budget?YesNo

Procurement requirements or restrictions:

SCOPE OF SERVICES REQUIRED

Please indicate how much of the event management you would like Summit Works Africa Ltd to handle:Full-service conference managementVenue sourcing & managementEvent planning & coordinationDelegate registrationSpeaker managementTravel & accommodationCateringAudio-visual & technical productionBranding & event materialsEvent staffingProtocol & VIP managementPhotography & videographyDigital/live-streamingTransportationEvent marketing & communicationsPost-event reporting

Other:

CLIENT-SUPPLIED RESOURCES

Please indicate what the client will provide:VenueSpeakersProgrammeBranding/logoParticipant databaseInvitationsCateringAccommodationTransportationAudio-visual equipmentEvent staffBudget

Other:

SPECIAL REQUIREMENTS

Please provide any additional requirements, expectations, restrictions or considerations:

KEY CONTACTS

Main Client Contact

Name

Phone

Email Address

Event Coordinator

Name

Phone

Email Address

Procurement Contact

Name

Phone

Email Address

Finance Contact

Name

Phone

Email Address

Communications Contact

Name

Phone

Email Address

Protocol/VIP Contact

Name

Phone

Email Address

APPROVAL & NEXT STEPS

Expected date for receiving proposal/quotation:

Expected decision date:

Preferred method of communication:EmailWhatsAppTelephoneMeeting

Additional notes:

CLIENT DECLARATION

I confirm that the information provided in this form is accurate to the best of my knowledge and may be used by Summit Works Africa Ltd to develop an event management proposal, budget and implementation plan.

Name:

Position:

Organization:

SUMMITS WORK AFRICA

Creating Platforms. Connecting Opportunities. Driving Africa Forward.

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Home
About Us
Services
- Corporate Events Management
- Investment Promotion & Facilitation
Industries
News and Events
Gallery
Contact

Home
About Us
Services
- Corporate Events Management
- Investment Promotion & Facilitation
Industries
News and Events
Gallery
Contact

Contact

Email: info@summitworks.africa
LinkedIn: Summit Works Africa