What we do

Conferences

At Wuza, we specialize in organizing seamless conferences, managing every detail to ensure a professional and engaging experience. From selecting the perfect venue and handling all logistics, to coordinating speakers and overseeing audiovisual setup, we take care of everything. Our team ensures smooth transitions throughout the event, from transportation to technical support, allowing you to focus on delivering a successful conference. Whether it's a small gathering or a large-scale event, Wuza guarantees a well-executed, memorable experience that delivers on the objectives of the conference.

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Meetings & Seminars

Wuza excels in organizing professional corporate events such as meetings, seminars, award ceremonies, gala dinners, and networking sessions, all designed to enhance your brand image and drive engagement. Whether it's a focused seminar or a large-scale corporate gathering, we manage every detail to ensure your event aligns with your goals. From venue selection to a seamless execution, we create impactful experiences that reflect the professionalism of your brand and foster meaningful connections.

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Product Launches

At Wuza, we provide end-to-end product launch solutions, ensuring a seamless transition from concept development to market entry. Our team strategically manages market research, branding, logistics, and promotional execution, aligning each element with your business objectives. Through structured go-to-market strategies, targeted marketing campaigns, and sales enablement support, we drive visibility, engagement, and long-term success. Whether launching a new product, service, or innovation, we ensure a precise, data-driven approach for maximum impact and market positioning. Partner with us to execute a launch that delivers measurable results.

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Exhibitions

Wuza excels in delivering well-structured seminars and exhibitions, offering end-to-end event management to ensure both impactful learning and valuable networking opportunities. For exhibitions, we handle all logistics, including speaker coordination, venue setup, and participant engagement, ensuring a smooth flow of sessions and memorable experiences for all involved. When it comes to exhibitions, we focus on creating dynamic spaces that foster interaction and showcase your brand effectively. Our team manages everything from booth design and setup to visitor engagement strategies, ensuring that your exhibition stands out and attracts the right audience. With Wuza, your exhibition will be meticulously planned and executed to enhance both educational value and business connections.

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Bid support

The preparation of a formal bid is a key part of the process in bringing a conference to Uganda. Our specialist Account Leads have expert knowledge of the conference market and are well acquainted with the competitive bidding process that comes with prestigious events.

We shall provide professional advise and support every step of the way to the success of your bid.

Process

1. Hold initial planning meeting to establish the key conference objectives.

2. Visit prospective venues, agree on one and reserve the conference venue.

3. Prepare outline conference plan, the conference program and conference committee.

4. Review social program options

5. Co-ordinate with Uganda Convention Bureau to secure:
- Ministerial and governmental support letters
- Video materials for bid presentation
- Financial support.
- Official "Uganda" marketing materials

6. Finalize and prepare pre-marketing and marketing materials

7. Prepare the final budget.

8. Costs and revenue, including; registration, sponsorship and exhibition

9. Prepare proposal document and presentation materials to include;
- General Uganda Publicity
- Specific conference plans
- Venue, accommodation, logistical details
- Local attractions
- Spousal opportunities.
- Program, exhibition, poster details.

Management Services

General

- Work in partnership with the Conference Committee

- Appoint a dedicated Account Manager

- Co-ordinate and deliver full administration & management support

- Schedule periodic meetings and conference calls with the Conference Committee

- Recommend and, with the organizing committee, select the most appropriate venue

- Coordinate all meeting space requirements and ancillary meeting facilities, including exhibition space, poster displays, secretariat office and registration facilities

- Liaise with venue regarding conference requirements

- Liaise with venue and/or catering contractor on all catering requirements

- Advise and assist with the most appropriate menu selection

- Liaise with venue regarding lay-out and seating requirements, menu cards and decoration

-Arrange and co-ordinate Welcome Reception and Gala Dinner

- Arrange and co-ordinate fieldtrips, site visits and tours

- Arrange site-seeing tours for accompanying persons

- arrange and co-ordinate transfers if required

- Advise on and organize pre/post-conference trips

- Design and create a bespoke dedicated conference website

Exhibition and Sponsorship Registration

- Assist in production of sponsorship package for potential sponsors to include costs and benefits to sponsors

- Produce alternative package of items available to potential sponsors (lanyards, document satchels, social events etc.)

- Distribute invoices and collect sponsorship and exhibition fees

- Manage and build relationships with sponsors and exhibitors

- Coordinate layout of exhibition in conjunction with venue and exhibition supply company

- Communicate logical information to all sponsors and exhibitors

- Process delegate registrations

- Credit/debit card payments are processed online via secure Registration System

- Option to make payment by Electronic Funds Transfer

- Automatic booking confirmation to each delegate

- Organize reminders to potential delegates

- Provide status reports on a regular basis as required - Manage dates and deadlines

- Compile list of delegates.

- create a bespoke Mobile Conference App - Design a user-friendly platform for sharing conference information

- Real-time audience interaction during sessions instant push messaging capability

- Social Media integration compliant networking capabilities

- Create advertising opportunities

Signage Post Conference

- Organise all aspects of signage as required

- Liaise with venue regarding signage location

- Liaise with sponsors to maximize promotional opportunities debriefing with committee to evaluate the event design and distribution of Attendee Feedback form

- Design and distribution of Sponsor/Exhibitor Feedback form

- Report to include analysis of feedback forms and notes on areas of success and on areas where adjustments could be made for future conferences

- Handling of post-meeting queries from attendees

Finances & Budgeting, Delegate Documentation, Transportation, Marketing, Publicity & Printing

» Prepare and manage budget based on projected and actual costs and revenue

- Advise and assist the committee in determining registration fees

- Manage registration payments

- Manage third party payments

- Manage supplier payments

Provide status reports and accounts on a regular basis as required

- Provide unaudited conference accounts

- Submit conference accounts to committee in a timely fashion

- Design and production of all conference documentation

- Name badges, lanyards, document folders, satchels, gifts, awards, pens, notepads etc.

- Collation and design of abstracts in required format (USB, print, online or Mobile App)

- Negotiate and contract transportation services as required arrangement of transport to and from the event venue and social events

- Booking and coordination of private transfers as required for speakers to and from the airport

- GDPR compliant database management

- Coordinate marketing campaign and liaise with media outlets

- Liaise and inform key target sectors about forthcoming events

- Co-ordinate design of announcements and other print items

- Assist in producing promotional material for presentation at relevant events

- Coordinate all communications with members, delegates and speakers

Accommodation

- Keynote and invited speakers audio visual program / schedule management on-site

- Assist delegates and speakers regarding accommodation requirements

- Reservation of sufficient appropriate accommodation in a variety of price ranges

- Liaise with hotels regarding block booking, rooming lists, cut-off dates, special requirements, deposits

- Liaise with speakers regarding all logistical information including; submission of papers, presentations and AV requirements

- Co-ordinate speakers' local travel requirements and accommodation

- Organize speaker room and assist speakers with enquiries during conference - Investigate and recommend suppliers that best meet the conference requirements and budget - Contract and liaise with supplier

- Communicate with technicians regarding all AV requirements prior to conference and on-site - Onsite AV management - Liaise with Conference Committee to produce and publish a detailed program

- Plan and coordinate networking program

- Provide a dedicated, experienced Event Manager

- Organize personnel to manage and co-ordinate on-site registration

- Co-ordinate distribution of materials to delegates organize all aspects regarding signage

- Manage Audio Visual requirements and all technical aspects of the event

- Liaise with sponsors and exhibitors - Liaise with the conference venue

- Liaise with speakers

Wuza Project Timeline

From the time we are appointed to work with you, we will put in place a delivery timeline which details all the activities to be undertaken, by us and the local organizing committee, and allocate responsibilities.
As we progress through the plan we track all action points to ensure the event is implemented on time and in full as follows;

- Conduct initial planning meeting

- Site visit to venue

- Prepare budget

- Assess needs and services required, and create delivery plan

- Prepare Bid Documents, support materials (if required)

- Present Bid (if required)

- Prepare outline Conference Program

- Form Local Committees

- Prepare outline Sponsorship & Exhibition Package

- Prepare initial Conference Website design

- Launch Conference Website

- Invite Keynote Speakers

- Negotiate and execute venue contract

- Update preliminary Budget

- Negotiate and execute accommodation options

- Design Online Registration System

- Registration Fees & Registration/Accommodation announced

- Abstract Submission opens online

- Finalize Sponsorship & Exhibition Package (including floor plan) Launch online Marketing Campaign

- Sponsorship & Exhibition Brochure is sent to prospects Venues for Social Program finalized and confirmed

- Finalize delegate & accompanying person tours/excursions Abstract submission is closed

- Organizing Conference Committee Organizers

- Notification of abstract status sent to submitters

- Confirm space and setup of poster and exhibitor displays

- Confirm setup of displays and delivery dates with exhibitors

- Early registration closes

- Invited presentations are announced • Arrange and confirm AV equipment requirements

- Arrange and confirm details for meeting rooms setup

- Advise and arrange meals and refreshments

- Conference Programme is available • Coordinate signage - backdrops, welcome, registration

- Coordinate print items - programme, schedule & satchels

- Check and confirm social events • Invite Volunteers and prepare information sheet

- Order signage & bags

- Choose Session Chairs and send invitations

- Conference Overview available on-line

- Hotel registration deadline (subject to availability)

- Late registration closes

- Finalise conference programme and prepare for printing, update online version Advise venue, caterers, social events of final numbers

- Print handout materials, name badges etc.

- Prepare conference packs

- Conference begins & on-site registration

- Complete Conference On-Site Management - On Site Registration Desk

- Exhibition co-ordination

- Venue and catering management

- Speaker Liaison

- AVA co-ordination

- Supplier co-ordination

- Coordination of Social Events/Tours

- Design and distribute Online Feedback Forms

- Compile evaluations and prepare summary report and Lessons Learned report

- Finalise conference accounts and transfer surplus to Committee

Recent Projects

National Social Security Fund

Member Meeting

600 delegates

Uganda Communications Commission

(Film Workshop)

500 delegates

AH Health Summit

...

400 delegates

Uganda Communications Commission

(Film Festival Exhibition)

120 delegates

Makerere University Business School

(Students’ Workshop)

600 delegates

Uganda Communications Commission

(Science & Technology Exhibition)

70 delegates

PEPSI Crown Beverages Limited

(Distributors Conference)

250 delegates

PEPSI - International Partnership Meeting

20 delegates

...

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29 Katazamiti Road
Bugolobi

info@wuzaltd.com

+256 752 300 111

+256 772 700 111

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