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Sponsor Manual 2025

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Sponsor Manual 2025

Welcome 

This sponsor manual is designed to help you plan for your participation at East Africa Energy Cooperation Summit 2025, providing you with useful information to ensure you enjoy a smooth, trouble-free run up to the event. Please do not hesitate to contact the organising team if you have any queries.

Please ensure you read this manual fully and don't forget to return your completed forms back to the correct suppliers by the stated deadlines.

This manual is not designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us using the contact details listed below:

events@energynet.co.uk

Have a great event!

Event Dates & Timings 

Tuesday 28 January 2025* Wednesday 29 January 2025* Thursday 30 January 2025*

18:00 - 19:30 Welcome Networking Drinks Reception
@ the Rooftop Bar

07:00 - 07:30 Sponsor Setup

 

07:30  Registration & Networking Hall Opens

 

08:30 Conference Starts

 

10:45 - 11:10 Networking Coffee Break

 

12:30 - 13:30 Networking Lunch

 

15:30 - 15:50 Networking Coffee Break

 

17:45 - 19:15 Pre-Gala Dinner Drinks

 

19:30 Ministerial Gala Dinner

 

07:00 - 07:30 Sponsor Setup


07:30 - 17:30 Registration & Networking Hall Opens
 

08:30 Conference Starts
 

11:00 - 11:20 Networking Coffee Break

 

12:50 - 14:00 Networking Lunch

 

15:30 - 16:00 Networking Coffee Break

 

17:30 End of Day 2

 

17:30 - 18:30 Sponsor Breakdown

 

Please note, the above timings are subject to change. 

Deadlines

Essential tasks

Deadline date Item Requirements
ASAP  Accommodation

We have secured a special room rate for East Africa Energy Cooperation Summit 2025 attendees at the Gran Melia Arusha. Please ensure you book your accommodation as soon as possible to avoid any disappointment.

Please use the details below to book your accommodation:

Reservations Team 

Reservations.gran.melia.arusha@melia.com

Resa1.gran.melia.arusha@melia.com

Resa2.gran.melia.arusha@melia.com

Telephone number: +255 746 982 499

Conference code: EAECS25
ASAP Company Logo Send company logo in an eps and jpeg formats to events@energynet.co.uk
ASAP Company Profile Submit 150-word company profile to be included in the event website to events@energynet.co.uk
20 January 2025 Health and Safety Declaration Form If your contract includes a table top stand, please complete the online Health and Safety declaration form 
20 January 2025 Delegate passes Register staff passes. Please see this link to register. Use the discount code given in the welcome email to register your passes.  NEED TO UPDATE


Optional tasks

Deadline date Item Requirements
ASAP Sponsor Banner 

If would like us to design you an event specific email footer to promote your sponsorship at
East Africa Energy Cooperation Summit 2024, please email marketing@energynet.co.uk

 

Deliveries

Deliveries must NOT be made to the venue prior to 08:00 on Monday 27 January 2025. Any deliveries that arrive before this date will be refused.   

All packages being shipped to the venue and collected must having a shipping label with the information listed below:

Event name: East Africa Energy Cooperation Summit 2025

FAO: Leonorah Ndesanjo 

Gran Meliá Arusha

Simeon Road PO Box 1184

Arusha, Tanzania

Company name of the sponsor, contact name and telephone number: XXX

Please note that all materials must be packed up and collected on the last day of the event (Thursday 30 January 2025). Any items not collected will be deemed as waste and a fee will be charged to the sponsor.

Table Top Stand

If your contract includes a table top stand, your table top stand package will be as follows: 

  • 2 x rectangle tables with tablecloths
  • 4 x chairs
  • 1 x power socket

Table

You will need to supply your own corporate signage and extension leads.

Please refer to the below picture for the measurements of 1 x rectangle table: 

Table measurments
Wi-Fi: Is complimentary throughout the event areas and networking hall.

Should you wish to order audio visual items outside your package, please contact Leonorah Ndesanjo using the contact details below:

leonorah.ndesanjo@melia.com

Meeting Room

If your contract includes a meeting room, your meeting room package will be as follows:
 
Meeting room 

  • Boardroom set up including a table and chairs (please refer to the welcome email for the number of chairs provided)
  • Power sockets
  • Lights

Should you wish to order audio visual items or catering outside your package, please contact Leonorah Ndesanjo using the contact details below:

leonorah.ndesanjo@melia.com

Space Only Stand

Please note Space Only stands are not permitted for this event.

Floorplan

The floorplan will follow closer to the event (approx. 2 days before the event)

Visa Information

If you require a visa invitation letter, please do ensure you get your registration completed urgently.

Please click here to request a visa invitation letter.

Sustainability 

Please see the following link to EnergyNet Exhibitor Sustainability Guidance to see how we are working to deliver a more sustainable event by focusing on carbon emissions, event waste management, supply chain sustainability and social and economic impact:

https://clarionevents.com/exhibitor-sustainability-guidance

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