Sponsor Manual 2024

Welcome

This sponsor manual is designed to help you plan for your participation at West Africa Energy Cooperation Summit 2024, 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 3rd December 2024*

Wednesday 4th December 2024*

Thursday 5th December 2024*

13:30 - 14:30 Registration & Networking Hall Opens

14:30 Conference Starts

19:00 Presidential Welcome Gala Dinner

21:00 End of Day 1

07:30 - 08:30 Sponsor Setup (access is for sponsors who have meeting rooms/tabletop stands only)

08:30 - 09:30 Registration & Networking Hall Opens

09:30 Conference Starts

11:00 - 11:30 Networking Coffee Break

13:00 - 14:00 Networking Lunch

15:30 - 16:00 Networking Coffee Break

17:30 End of Day 2

07:30 - 08:30 Sponsor Setup (access is for sponsors who have meeting rooms/tabletop stands only)

08:30 - 09:30 Registration & Networking Hall Opens

09:30 Conference Starts

11:00 - 11:30 Networking Coffee Break

13:00 - 14:00 Networking Lunch

15:30 End of Day 3

Deadlines

Deadline date	Item	Requirements
ASAP	Accommodation	We have secured a special room rate for West Africa Energy Cooperation Summit 2024 attendees at the Hôtel 2 Février. 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@hotel2fevrierlome.com Conference code: WAECS24
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
19th November 2024	Health and Safety Declaration Form	If your contract includes a table top stand, please complete the online Health and Safety declaration form
19th November 2024	Delegate passes	Register staff passes. Please see this link to register. Use the discount code given in the welcome email to register your passes.

Accommodation

We have secured a special room rate for West Africa Energy Cooperation Summit 2024 attendees at the Hôtel 2 Février. 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@hotel2fevrierlome.com

Conference code: WAECS24

Venue Information

Hôtel 2 Février

Place de l'Indépendance BP. 131

Lomé

Togo

Taxi information

Attendees that would like to book a taxi should contact HERTZ Togo to arrange this.

The details are listed below:

resa@hertztg.com

Tel +228 70 77 61 61

Deliveries

Deliveries must NOT be made to the venue prior to 09:00 on Monday 2nd December 2024. 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 details provided by the orgainser. If you wish to send items to the venue, please contact the Operation Teams (events@energynet.co.uk) to do so.

Please note, packages will be refused should the above process not be followed.

Table Top Stand

Access to your tabletop stand will be from the 4th - 5th December 2024. Please note, you will not have access to the stand on the 3rd December 2024

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

2 x rectangle tables
4 x chairs
1 x power socket

Tabletop stand

You will need to supply your own corporate signage and extension leads. Please note, table cloths are not provided. Please ensure that you bring your own table cloths should you wish to have one on your table.

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

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

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

mireille.klu@hotel2fevrierlome.com

Meeting Room

Access to your meeting room will be from the 4th - 5th December 2024. Please note, you will not have access to the meeting room on the 3rd December 2024

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 Mireille Klu using the contact details below:

mireille.klu@hotel2fevrierlome.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