A Guide to Hiring a Destination Management Company for Your Next Event in Kigali, Rwanda

September 22, 2021

by Mahider Tadesse

Hosting an international event in Kigali can seem complicated, especially if you don’t have boots on the ground. You need extensive local knowledge, professional relationships, and local resources to plan a successful international event in Kigali. 

A Destination Management Company (DMC) in Kigali can assist you in booking your venue, handle hotel accommodations, and make sure your participants are safe during their stay in Kigali. A great Destination Management Company in Kigali can help you coordinate an experience your participants will never forget!

 

Understanding if you need a Destination Management Company  in Kigali

Before you decide to hire a Destination Management Company in Kigali, you have to consider some aspects of your event like size, budget, lead time, and your level of understanding the local business culture. You also need to consider your circumstances. Are you multitasking? Do you have a full-time team dedicated to working on your upcoming event? If you don’t have sufficient time and team, hiring a Destination Management Company in Kigali will help you execute your event better. 

An experienced Destination Management Company  in Kigali maintains in-depth local knowledge specific to the local planning and implementation of events from program and logistics to event activities. A local Destination Management Company will serve you as your specialized consultant for every aspect of your event.

 

Understanding the Role of a Destination Management Company

The role of Destination Management Companies can slightly differ in every destination. For example, a Destination Management Company in Kigali should have in-depth experience planning an international event service for every aspect of your event needs.  

 

International Event and Destination Management  

A Destination Management Company can assist you with picking a meaningful destination with the right event venue and provide all the logistics you need to execute your event flawlessly. 

Destination Selection 

Every destination has a character and identity. A well-versed Destination Management Company in Kigali will help you figure out if Kigali is the best fit for your event. 

Venue Selection and Sourcing 

A local Destination Management Company in Kigali can help you find an ideal event venue in Kigali from international brand hotels, local hotels, convention centers, and unique event venues.  

Event Human Resource 

You might need to hire a salesperson, interpreter, master of ceremony, usher, food service team, security, porters, and more. A Destination Management Company can help you recruit an experienced team  to execute your event in Kigali successfully. 

Event Entertainment

Your participants deserve some fun during your event in Kigali. A Destination Management Company in Kigali can help you craft an entertainment team that connects with your theme. 

Decore 

Depending on the event you are planning in Kigali, you might need a local supplier to provide you with lighting, floral decors, and unique local elements.    

Here at Hallpax, we work with local and big suppliers to provide you with the best inventory of lighting, candle holders, floral decors, and all the unique local elements you could dream of for your event.   

 

Local Partnership 

Finding the appropriate government agency, local association, institutions, profits, and not for profits to partner with impacts your event. A Destination Management Company in Kigali with the right connections and experience will help you find the right partners for your event in Kigali. 

 

Event Production 
Printing 

You might need to print booklets, programs, invitation cards, name badges, signs, banners and more for your event in Kigali. A local Destination Management Company can help coordinate all your printing needs.   

Locally Made Gifts 

The best way to make sure your event participants remember your event is to give them a souvenir to take back home. Kigali has several options of locally made souvenirs you can brand and give away to your event participants. A Destination Management Company in Kigali can help you find the ideal giveaway. 

Promotional Products 

Maybe you want to import or order some promotional products locally. A Destination Management Company can help you find the best product for a great price. 

Event Branding 

An experienced Destination Management Company in Kigali can help you blend your brand with your event, from the table clothes to lighting, setting a clear brand identity. 

Exhibition

If your event involves a fully-fledged exhibition or few tables to showcase products and services, a Destination Management Company can help you design the floor plan and source exhibition stands and audiovisual equipment. 

 

Audio Visual and Interpretation
Audio Visual 

Your event venue in Kigali might not have all the audiovisuals you require for your event. A local Destination Management Company can help you source any technology that you need to make your event the best.  

Video Production and Photography 

It is cost-effective to hire your video production team and photographers on the ground. A local Destination Management Company will know the best freelancers or production companies that can tell your story.    

Interpretation and Translation 

Depending on where your attendees are coming from and what language they speak, you may need an interpretation or translation service. The best company for freelancers to work with are the ones recommended by others. An experienced Destination Management Company works with interpreters and translators all the time and can help you recruit the best interpreters or translators in Kigali or outsource from neighboring countries. 

 

Travel and Logistics
Group Accommodation 

Negotiating the best possible accommodation rate requires a long-term relationship with hotels in Kigali. A Destination Management Company in Kigali has more wiggle room during negotiations and can pass those savings to you. 

Are you planning an event in Kigali? Ask us about our all-year-round hosted buyer offer of free accommodation.

Group Flight Arrangement 

Whether your participants are self-sponsored or sponsored by you, getting a group flight deal will assist you in getting more international participants to attend your event in Kigali. A local Destination Management Company will offer a great deal of assistance and even negotiate a discounted group flight. 

Are you planning an event in Kigali? Ask us about our all-year-round hosted buyer offer of free flights.

Group Visa Process

Applying for a Conference and Meeting Visa for Rwanda is quite a simple process compared to other African nations. However, even if applying for a visa is simple, you will benefit from using a local Destination Management Company coordinating group visa on-arrival for all your international event participants. 

On Ground Transportation 

Ground transportation is difficult to arrange. Most drivers in Kigali speak Kinyarwanda, making communication difficult. You also need to know if the vehicles you hire are up to date with government-required inspection and are insured. A Destination Management Company in Kigali can coordinate the drivers and manage pick-up and drop-offs for you. 

Logistics and Shipping 

You might need to ship event and exhibition supplies. Every country has different regulations on imports. Trying to understand Rwanda’s customs rules and regulations is time-consuming. A local Destination Management Company will know what you should and shouldn’t import and help you understand the tax regulation on imports. 

 

Questions?

Are you looking to host an international event in Kigali? Let us help you! Hallpax has destination experts who are dedicated to making your event planning process enjoyable and stress-free. We are passionate about the cities we work with, and with our in-person presence in Africa, we help our clients navigate their cities of choice with ease.

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