FINAL PRE-DEPARTURE INFORMATION
ICMDA EAST AFRICA REGIONAL CONFERENCE 29 MARCH TO 1ST APRIL 2024
FINAL PRE-DEPARTURE INFORMATION
Dear Delegate
Receive our choice greetings in the Name of Jesus Christ our Lord and Saviour at whose call we are herein for service.
We thank you for registering for the 2024 East Africa ICMDA Regional Conference that takes place at the University of Rwanda, College of Medicine and Health Sciences in Remera Campus Kigali. Most information pertaining to the conference can be got on the conference website https://icmdaeastafrica.net/ .
Below re a summary of the final preparatory information a head of your travel to Kigali Rwanda.
- Travel to Kigali: By now you should have booked your travel tickets whether by Air or road travel. You should arrive by latest early afternoon of 29th March 2024 as the conference starts at about 15:30 hours. When traveling ensure you have a valid passport or travel document. For delegates with Uganda or Kenyan nationalities, you can use your national Identification Card to get an interstate pass. Ensure you have Yellow Fever vaccination card, this may or not be asked. Delegates driving their personal cars should get COMESA insurance cover in addition to temporary vehicle exportation document, take note that you keep right while driving in Rwanda and the speed limit is 60Km/Hour in most parts with speed cameras installed on the highways. Make sure you have spare tyre, reflectors and Fire extinguisher in the car. Those arriving by bus or road travel, ensure you come to the conference venue and you will be directed to where your accommodation is booked. Those traveling in groups, ensure that the team is together and you show a copy of the invitation letter while crossing the borders. Ensure you have your passport or travel document with you at all times. Incase of any query or help please call Local Organizing Committee Chair Dr Stephen Muhumuza on +250788671928 who is also the host contact person
- Venue, registration and programme: The venue is University of Rwanda College of Medicine and Health Sciences at Kimironko/ Remera Campus. Registration starts in the morning of 29th March 2024 at the Harvard Main Hall when the plenary and most break out sessions will take place. Please find attached the Programme for the conference. A team will be at the registration desk and will issue you the conference package upon registration. A Delegates Whatsapp group has been created to help communicate each day, you will be added on the group or sent invitation link to join the group. Please contact David Wayodi +254718310030, Papa Ataro +256772591027 or Stephen Muhumuza +250788671928 on registration, programme and venue related queries.
- Accommodation: There are several hotels and hostels identified for the guests. National Fellowship leaders have been in touch with conference Organising Committee and have selected team accommodation; booked and paid, in which case it is advisable to go to the hotels, check and then come to the conference venue. Accommodation have been arranged for all categories of delegates; please check with your national fellowship leader. List of Prequalified accommodation include: Bloom Back Hotel on KG 11 Avenue, Carmeo Residence on KG 11 Avenue, St. Chistus Centre, Iwacu Guest House, and the students will be accommodated at St. Francois Students Hostel. A few delegates have expressed that they will arrange their own accommodation; this is okay and please ensure you inform the Local Organising Committee (LOC) as well as your national fellowship leaders. Please contact Amos Tumwiine on accommodation related queries-+250786274191
- Transport, shuttles, pick up: Since the conference venue and accommodation venues are different, we have arranged Coasters to pick and drop delegates from the hostels to the conference venue in mornings and drop in the evening (please check programme for each day). Each Coaster will be assigned a particular route. Delegates staying in Carmeo and Iwacu could actually walk as they are very close to the venue and takes at most 5 minutes. Those who arrange private accommodation will also be required to arrange their transport if outside of the pre-qualified hotels. Those arriving at Kigali International Airport, please proceed to the booth that has tag of “Move” and get a taxi to the hotel, you will be charged between $15 to $20 if coming to Remera/ Kimironko places. Take note you will tell them your hotel booked so you can be dropped their or to the Conference venue depending on arrival time. Ensure you arrive in time at the conference venue. Please contact Hertier Unkwiye +250780279796 for Airport Shuttles and Wilson Kananga +250789548870 for transport related issues on. Each country team will be assigned a Transport or Team Liaison from among LOC.
- Meals, and dietary requirements: Food will be provided at the conference venue each which include break tea, Lunch, evening tea and dinner. Standard Buffet will be provided, with slight variation in menu each day. Should you have any dietary requirements, please communicate to the catering team or LOC. Water will be provided too during the conference sessions. Meals will be served at designated times as indicated in the programme and kindly keep time. You can interact with other delegates during meal times and network/ fellowship. For any help please or dietary requirement please contact Denyse Ruzindana, head of catering. +250781290481
- Finances: Registration fees for the delegates have been set according to the different categories, by now you should have paid through National fellowship chairs or swipe method. Those paying at the venue are advised to carry cash in United States Dollars. Local currencies face a huge devaluation or exchange loses as you cross the borders. Ensure the money you plan to use for other expenses are changed to Rwandan Francs (RWF) or USD before crossing into Rwanda. Avoid carrying large sum of cash as you may be required to declare in excess of $3000 or provide proof of source of income besides risk of carrying cash. The Exchange rates do fluctuate and indicative as of now is about 1$ is equivalent to 1288 RWF. The rates could change across various bureaus or even banks. Please seek help in changing money if you so desire. Take caution that money changing at the borders could have challenges such as being issued counterfeit notes, or being cheated. So take extra precautions, preferably with a colleague or team. Contact Dr Rose Musabyeyezu, the Treasurer for any help in regards to finances. +250788408170
- Medical Care and first aid: We trust and believe that God will keep and protect us during the conference. We however note that sickness could arise due to travel among other factors. We advise that prior to departure have adequate check and for those with known chronic conditions on medications, ensure you carry your medication and take them regularly as advised by your Doctor. Kindly let us know if you will need any help or have medical requirement. First aid support may be provided and conditions that require proper consultation, referral will be made to a nearby hospital and you pay the required cost. Ensure Dr Stephen Muhumuza is aware as the contact attending Physician. We as well have delegates who are specialists in various fields and could be consulted to guide referral.
- Weather: The weather in Kigali is very conducive, warm most of the day but could get colder at night to between 17-20 degrees Celsius. You are advised to carry appropriate weather dress including Jacket or Sweater in case it gets cold. The changes in weather could lead to allergies and other conditions related; should you need help seek the support of LOC.
- Prayer and WorshipTeam: We have a prayer team that has been meeting weekly over the last one month. We encourage you to join in and pray for smooth conference and God’s favour. Each day we shall have personal morning devotions, you could as well do group devotions where you are being accommodated. To contact Prayer team, Eunice is the leader +250722925999. Worship sessions will be done each day, we plan to have different countries lead worship sessions as per the program, we have Deborah +250780603939 in charge of worship who can be reached out to when needed.
- Safety and Security: Kigali City is well organized, generally calm and safe. However, for foreign delegates, extra caution is required as you could be targeted especially by petty thieves. Therefore, ensure you are together in a group, let team members know your whereabouts and avoid staying out late night or being in isolated places. Since we have come for very specific conference theme, ensure you stick to that and avoid talking politics, security or unrelated matters.
- Excursions and City Tour: The LOC have arranged together with Regional Conference Committee to have an excursion visit to the City; various sites may be selected and you will be transported in groups on Sunday afternoon after the Easter Sunday Communion Service. Please ensure you stay with the group and keep time. Ensure you don’t take photos in restricted areas eg security tight locations. Inquire from national teams or LOC members for any help or information.
- International /Cultural night: On Sunday evening, we have an international cultural night where countries will present something unique about their cultures and countries. Given that we have heterogenous cultures, kindly agree on what to present as a team which could be a Poem, History or geography of the country, Dances, or presentation. Please carry appropriate cultural attires or dresses that shows your culture. Each National Leader should come along with the national flag as well for their countries. This is to show case and appreciate our diversity and as well orient other members to each of our country contexts.
- Power Plugs and Sockets, internet: Most of the hotels have the French type sockets with two holes and so you may need a power plug to charge your devices. Ensure you have multi-travel plus adaptor, or you could buy in case you don’t find a suitable compatibility.
Most Hotels have good internet connection; however, you could acquire local sim card if you have to be connected on internet at all times. Take note that your phone will be roaming, as such calling back home could be costly.
We wish you a lovely stay in Kigali and a fruitful conference deliberation.
Dr. Ataro Papa Ayella Dr. Stephen Muhumuza
Regional Conference Chair LOC Chair
+256772591027 +250788671928