Know Before You Go: Traveling to Kigali
The Women Deliver 2023 Conference will take place in-person in Kigali, Rwanda, as well as virtually, from 17-20 July 2023. Pre-Conferences start on 16 July.
With less than three weeks away, we have gathered some useful information for you to know before you go. We are excited to meet you there!
Traveling to Kigali:
We encourage all Delegates traveling to Kigali to pack important or necessary items with their carry-on luggage. July is a high-traffic season for travel around the world and in Kigali, so with anticipated flight schedule changes due to inclement weather, staffing, or missed connections, we encourage Delegates to pack essentials with their person in case of any luggage mishandling or delayed arrival.
If you will be traveling with a service animal, please contact the Rwanda Agricultural Board for facilitation by emailing your name, animal health certificate for export/transit, and vaccination card to fabrice.ndayisenga@rab.gov.rw; sarah.mwera@rab.gov.rw before 16 July.
Accommodation:
If you have not yet booked your accommodation for the Conference, please note space is extremely limited and moving quickly on a first-come, first-served basis until space runs out. Please reserve via our booking portal as soon as possible.
Arrival & Departure Transportation:
Starting from Saturday, 15 July, the Government of Rwanda will provide transportation services via shuttles from the Kigali International Airport to select hotels along designated routes. A transportation manual, including the full list of hotels and the routes provided, will be made available prior to the Conference.
On Thursday, 20 July, after the conclusion of the WD2023 Closing Ceremony, shuttles will be available to transport delegates back to hotels or directly to Kigali International Airport for delegates with Thursday evening departures.
On Friday and Saturday, 21-22 July, the Government of Rwanda will continue to provide transportation via shuttles from select hotels along the designated Conference shuttle routes to the Kigali International Airport for departure. Please note that passengers are advised to arrive at the Kigali International Airport at least three hours before their flight.
See the final shuttle schedule here.
Badge Pick-Up:
Delegates are advised to pick up their Conference badge early to avoid long queues before the Opening Ceremony. The Conference badge is required to access all Conference venues, including Pre-Conferences, and to proceed through security checkpoints. Delegates must wear the badge at all times throughout the Conference program.
| Date | Time | Location | |
|---|---|---|---|
15 July | 10:00 am - 7:00 pm | BK Arena | |
16 July | 7:00 am - 7:00 pm | BK Arena | |
17 July | 7:00 am - 8:00 pm | BK Arena | |
18 - 20 July | 7:00 am – 5:00 pm | KCC |
The Government of Rwanda will provide transportation services via shuttles that will operate on a loop along various routes throughout Kigali. These shuttles will have designated pick-up and drop-off points at select hotels for service to and from the BK Arena on the specified dates. A transportation manual including the full list of hotels and the routes provided will be made available prior to the Conference.
Transportation:
Pre-Conferences
For Pre-Conference events on 16-17 July, the Government of Rwanda will provide limited shuttles between Conference hotels and the Pre-Conference Hotels locations (Serena, Four Points, Ubumwe, Lemigo, Marriott). Please note that advanced registration is required to attend a Pre-Conference event.
A final shuttle schedule will be available in the coming week on the Conference website and mobile app.
Side Events
For Side Events hosted at the Serena Hotel, Four Points, Ubumwe Hotel, Lemigo Hotel, M Hotel, and Marriott, shuttles will be provided on a loop along various routes throughout Kigali with pick-up and drop-off points at select hotels for service to and from these Side Event hotels on these dates.
For Side Events hosted at the Kigali Convention Center, regular shuttle service will be provided on a loop along various routes throughout Kigali with pick-up and drop-off points at key hotels for service to and from the Kigali Convention Center for Side Events and Main Conference programs.
A finalized shuttle schedule will be available in the coming week on the Conference website and mobile app.
Main Conference
During the Main Conference program at the Kigali Convention Center (18-20 July), regular shuttle service will be provided on a loop along various routes throughout Kigali with pick-up and drop-off points at select hotels for service to and from the Kigali Convention Center between 6:00 AM and 10:00 PM.
A final shuttle schedule will be available in the coming week on the Conference website and mobile app.
Accessing Conference Venues:
Before arriving in Kigali, it is encouraged to please download the Conference mobile app on your smartphone. The app is available for Android and iOS. You may also download the app from our website.
Once downloaded, the app will generate a unique QR code to validate your registration at badge pick up. You must present a QR code to be able to receive your Conference badge to access the programs and spaces.
The mobile app will also feature the Conference agenda, shuttle times, and other relevant details.
Navigating Conference Venues:
BK Arena
The Opening Ceremony will be held at BK Arena on 17 July. Shuttles will be provided from Conference hotels to the BK Arena in advance of the program’s start. Please allow ample time to move through security checkpoints and into the Arena.
Note that your Conference badge is required for entry, so we advise early badge pick up on 15 and 16 July.
As part of the Women Deliver Conference Opening Ceremony, we invite you to discover Rwanda’s culture through traditional crafts, artistic and creative expressions, culinary delights as well as the innovative solutions that drive positive change in our country. We look forward to connecting with you and hope that you will enjoy this immersive experience. The Cultural Experience will feature many local artists selling their art, local cuisine, and hand-made wares.
Kigali Convention Center (KCC)
The majority of the Conference programs will be held at the KCC from 18-20 July, including the Plenary Stage, Concurrent Sessions and Workshops, and some Side Events. The KCC will also host the Arts & Film Festival, Solidarity Space, Youth Zone, Wellbeing Space, and the Exhibition Space. Many Side Events hosted by WD2023 partners and sponsors will also be located in the KCC Concourse before and after the main programming each day.
The KCC has a Reception Desk available to help answer questions about Kigali tourism, Lost & Found, and calling local taxi services. The Reception Desk is located across from the WD2023 Media Lounge.
Conference Hotels
On 16 – 20 July, several Side Events and Pre-Conference Programs will be hosted at the following locations — Kigali Serena Hotel, Four Points by Sheraton Kigali, Ubumwe Grand Hotel, Lemigo Hotel, Kigali Marriott Hotel, and M Hotel. These six hotels are located along the provided transportation routes for WD2023 shuttles.
More details about the Conference program and locations can be found on the Conference app leading up to the event.
Interpretation:
Sign Language Interpretation
International Sign Language will be available during the Opening Ceremony, Plenary Sessions, Closing Ceremony, and other select programming, which will be indicated in the schedule.
To access remote interpretation, please bring headphones that can pair with your smartphone in order to access the interpretation as needed.
If you require the assistance of a sign language interpreter, Women Deliver will provide complimentary registration and cover associated travel costs for your interpreter. We can also connect you with a local sign language interpreter based in Kigali if preferred. Please email all sign language interpretation requests to accessibility@womendeliver.org by 6 July at the latest.
Conference Meals:
A selection of vegetarian, vegan, and non-vegetarian hot buffet and boxed lunch options are available for lunch on main WD2023 Conference dates (18-20 July) at the Kigali Convention Center.
Furthermore, the Government of Rwanda will provide hors d’oeuvres at the Cultural Experience on 17 July, following the Opening Ceremony at BK Arena.
Additional meals may be provided by partner organizations hosting Side Events and Pre-Conference Sessions during breakfast, lunch, and dinner hours at various locations throughout Kigali and at the Kigali Convention Center. Advanced registration for Pre-Conference Sessions is required for attendance. You may register by 3 July HERE.
Lunch Service & Accommodations
The following Dietary Accommodations for buffet and boxed lunches will be provided:
- Meat and/or Poultry
- Vegetarian/Vegan options available at buffets and boxed lunches
- Halal & Kosher friendly meals
Halal and Kosher Restrictions
The Kigali Convention Center is not an official Kosher & Halal certified establishment. However, the banquet team‘s best practices are the following:
- The Kigali Convention Center stores and prepares Pork products in a separate banqueting kitchen, completely removed from other meat and fish products.
- Kigali Convention Center’s fresh poultry and meat products are Halal Certified, containing no Haram ingredients or other elements of impurities as defined by the Islamic Law and therefore is Halal.
All food products will be labeled with appropriate signage and labels.
Limited seating will be available. We ask to reserve accessible tables for Persons with Disabilities and those who need access.
Weather:
The lengthy dry season in Rwanda lasts from the end of June to the end of August. The average daily maximum temperature is roughly 26°C (79°F), with temperatures infrequently falling below 23°C (75°F) or surpassing 28°C (83°F).
The average low temperature at night is 15°C (59°F).
We recommend bringing a reusable water bottle for the Conference to stay hydrated in the heat and humidity.
What to Wear:
The dress code for the Conference is business casual.
Daytime temperatures are generally warm, so bring lots of light clothing and think about sun protection, including a hat and sunglasses. The evenings tend to be cool, and a light sweater appreciated.
For those who wear contact lenses, cleaning fluid is not readily available and dust or sun could prove an irritation, so it’s best to bring a pair of glasses along for peace of mind.
Please refrain from bringing plastic bags to Rwanda. Plastic bags are not permitted in Rwanda as part of an environmental policy. Plastic bags must be discarded by passengers entering Kigali International Airport (KIA) or any border checkpoint. Travelers are given a cost-effective, ecologically friendly alternative.
Passports & Travel Visa Requirements:
Passport holders from countries that are members of the African Union, Commonwealth, and La Francophonie benefit from a visa waiver which allows for a 30-day visa issued upon arrival at no cost. If your passport is not issued from any of those countries, your visa will be issued upon arrival and will cost $50 USD (we highly recommend you process the visa fee in advance through this e-visa link).
Childcare Services at WD2023:
For childcare services during WD2023, we are partnering with the Dove International Montessori School in Kigali, Rwanda. The school will be hosting the DIMS Summer Camp from July 3 to August 3. The day care services will be available from 8 am to 3:30 pm, catering to children ages 2-12, with a robotics program for ages 6-16. Extended care hours until 6 pm is offered at an additional fee of 3.000 rwf per hour.
Children will enjoy supervised outdoor playtime, and are provided snacks and lunch. Please confirm “after school care” in advance.
Dove International Montessori School, a pioneering private Montessori school in Kigali, follows the Montessori philosophy, encouraging curiosity, creativity, and critical thinking in its students. The school focuses on meeting each student’s unique educational needs, aiming for personal academic excellence and cultivating a lifelong love for learning.
Learn more about the DIMS Summer Camp program here. For further details and registration for the summer camp, interested WD2023 attendees can register using this form or contact the school via email at admin@dovesmontessori.com or phone at 0784334095.
Zero Waste:
Now more than ever, aiming for Zero Waste Conferences and Events is the correct action to take. For WD2023, we are committed to sustainability by hosting a paperless and Zero Waste Conference as much as possible. The key to a Zero Waste event is careful planning so that all materials used and disposed of are reusable, recyclable, or compostable.
Conference Safety:
Women Deliver 2023 fosters inclusivity by providing a welcoming environment for all delegates, including those with marginalized sexual and gender identities. We embrace diversity among delegates, valuing individuals from different regions, backgrounds, experiences, and identities. Our commitment to fostering a safe environment is unwavering, as we maintain a zero-tolerance policy towards harassment. Please take a moment to familiarize yourself with our comprehensive code of conduct before you arrive in Kigali, which all registrants must adhere to.
Security will be present at all venues. Please anticipate security queues when visiting local hotels and Conference venues. Security checkpoints regularly include a bag check and being screened via magnetometer or X-ray, similar to the security you may encounter in an airport. It is encouraged that delegates who are or may be pregnant alert security before entering an X-ray vehicle scanner or passing through a security checkpoint.
Only those registered to attend the Conference will have access to the Conference events and spaces. Conference badges must be worn at all times and will be scanned to enter the Kigali Convention Center and BK Arena, where security will be present at all times.
While Kigali is generally a safe city and welcomes visitors, we ask all delegates to exercise increased caution outside of the Conference venues while navigating a new environment.
Women Deliver is committed to ensuring WD2023 is a safe, inclusive, accessible and respectful space. To report a non-emergency incident, please contact incident@womendeliver.org and we will promptly address your concerns.
Health & Emergencies:
Much of Rwanda lies at too high an elevation for malaria to be a major concern, but the disease is present and prophylactic drugs are recommended. Travelers should seek professional medical advice on taking anti-malarial medicines and take precautions to avoid mosquito bites, especially between dawn and dusk.
Travelers should ensure they are up to date with vaccinations, following the advice of their local healthcare provider, and should consider bringing a small first aid kit.
The latest guidance from Rwanda for Yellow Fever can be found HERE. A certificate of Yellow Fever vaccination is required upon entry to Rwanda for delegates traveling from these countries, but is not required for travelers coming from Yellow Fever non-endemic countries or countries without an active transmission outbreak.
It is advisable not to drink tap water. Bottled mineral water can be bought in all towns – make sure the seal is intact.
For medical emergencies, King Faisal Hospital (tel: 0252 588888) in Kigali is recommended.
| Phone Number | Service | |
|---|---|---|
111 | Fire Department | |
112 | Ambulances and Medical Emergencies | |
113 | Traffic Accidents | |
999 | Police |
To report a non-emergency incident, please contact incident@womendeliver.org.
COVID-19 Protocols:
COVID-19 testing is no longer a requirement prior to boarding the flight to Rwanda, or upon arrival at Kigali International Airport. Face masks are no longer mandatory in Rwanda.
However, regular COVID-19 testing is encouraged, along with wearing a face mask in public indoors/closed spaces and observing preventive measures, including social distancing and hand hygiene.
The latest COVID-19 information from Rwanda can be found HERE.
Connectivity:
Local SIM cards are readily available. The primary provider is MTN, followed by Airtel Tigo. Mobile phones can be purchased or rented from major shops in Kigali.
Note that by Rwandan legislation, every user/buyer must be registered to activate the SIM, and it is easy to do. Upon arrival, one would be required to present a form of identity of one’s preference (ID card or passport). At the point of purchase, visitors can register.
There is high speed 4G LTE wireless broadband in Kigali.
Wifi will be provided at all Conference venues, including the Kigali Convention Center.
Currency:
The Rwandan franc (Frw) is the principal currency.
Expect to pay for local services in cash, in Rwandan francs. A growing number of places accept credit and debit cards, with Visa being more widely accepted than Mastercard. It’s best to check when making a booking.
ATMs can be found in Kigali and nearly all major hotels, including at the Kigali Convention Center.
Cash can be exchanged at banks and private forex bureaux (bureau de change). Both are closed on Sundays and public holidays.
It may be impossible to exchange traveler’s cheques away from the capital. Western Union facilities are common.
Questions?
- For general Conference inquiries: contact@wd2023-conference.org
- For accommodation inquiries or to book the last available rooms: please visit https://wd2023-conference.org/153/page/Hotel, or contact reservation@eventsfactory.rw
- For sponsored delegate inquiries: sponsored-delegates@wd2023-conference.org
- For exhibition space inquiries: exhibition@wd2023-conference.org
- For media inquiries: mediaaccreditation@edelman.com