II Schools 2030 Global Forum
Meet the Client
Client: Aga Khan Foundation
Venue: Alfândega do Porto Congress Centre
Date: 5th, 6th and 7th of June 2023
Preparation: 3 months
Meet the Event
Conference: II Schools 2030 Global Forum
Theme: “How might we foster more inclusive schools and plural learning societies for all?”
Format: Invitation only. Face-to-face + streaming the conference and plenary sessions
Entities involved and who were present: The Government of Portugal and the Municipality of Porto
Event agenda: Delegates from around the world gathered once again to continue the conversations started at the first edition of the Global Schools2030 Forum in Tanzania, this time focusing on improving inclusion, equality and pluralism in schools, systems and societies. The event joined over 200 education system stakeholders – representing teachers, school leaders, youth, civil society, international organisations, funders and government partners – to work together.
Spaces occupied by the event at the venue: 8 rooms with sessions running simultaneously + 6 areas for F&B services
What (we think) set us apart from the competition in the pitch
- The transparency of the proposal we presented to the client
- Recognition of our teamwork
- Team engagement with all suppliers
Main client specifications
- All content in English
- Creation of an app with a registration and enrollment form for participants.
- Management of registrations, including support for participants, via email or chat on the app
- Communication of the event through a microsite (non-public, access only to participants, guests, speakers and organisation) including content management (programme, information, practices, tourism promotion…), registration and access.
- Web App with updated content during the three days of the event, including interactive tools such as quizz, surveys, chat, etc
- Support to select and hire suppliers.
- Logistics management and quality assurance of the service provided by catering, audiovisual, flowers, translation, volunteers, etc. before and during the event.
- Decoration of all venue spaces.
- Signage in the building to facilitate the movement of participants.
- Reception and support for participants in English and Portuguese.
- Reduced environmental impact at all stages of service.
- The supplier contracting policy must be inclusive and respect gender equality.
- Creation of a good practice’s manual for the event.
The biggest challenges
- Short time to organise the event.
- Coordinating with the spokespeople.
- Geographical dispersion of decision-makers.
- Technological leap that had to be taken compared to the first edition of the event held in Tanzania.
- Remote simultaneous translation into Portuguese, English and Russian.
The greatest accomplishment for the team
- The client was always part of the solution and never part of the problem. The support was essential.
- The legacy of sustainability left by the event, extended to all suppliers.
How we showed ‘Portugal’ to foreign participants
- The inclusion of manjericos (a small pot of basil) in the decoration of the tables. The event took place in June, the month of an important popular festival in Porto and the manjerico is one of its main symbols.
- Wooden toys handmade by a local craftsman used in an art installation. At the end of the event the toys were offered to participants.
- Fado performance at the closing ceremony.
- Inclusion of Portuguese cuisine in the choice of menus, taking into account all dietary restrictions.
The event in numbers
3 days
270 participants
35 nationalities
40 cabaret tables in plenary sessions
145 people involved in the organisation.
Our work, in the client's own words
Alexandra Marques, Director of Education at Aga Khan Foundation Portugal
Key factor for success
“Since the first contact, acted with professionalism and had a very empathic approach. All the initial discussion and until the final proposal they were fair and showed capacity to innovate and provide the expected services at the quality level the Aga Khan Foundation was demanding. Andreia performed at high level leading in all the contacts with a large range of suppliers, acting on behalf and advocate for the client; she ensured us a smooth way to the event and an effective and high-quality support along the Schools2030 Global Forum, during 3 full days and additional social program, ensuring that AKF had in place also all the required environment sustainability policies. Together with Pedro, Andreia and Olavo were an excellent event planner; their work was a key factor for the success of the Global Forum including acknowledge by all the participants.”
High level
“As a client we rate their work at high level and we will recommend their work for future events and to other partners.”
