Conferences

Conference planning in Nigeria

Venue, delegates, speakers, stage, exhibitors and sponsors, held together in one plan by the official event planner for AICCEES for four consecutive editions.

Plan your conference
  • AICCEES Official planner, 4 editions
  • 200+ events Delivered since 2020
  • Abuja & Lagos Events in both cities

One team for every moving part

A conference is many events at once. There is registration and accreditation, a plenary stage, panel sessions, breakout rooms, an exhibition floor, sponsor commitments, meals for hundreds of delegates and speakers arriving from different cities, and sometimes an online audience too. Each part depends on the others running on time.

Mara Events plans conferences, summits and seminars across Nigeria. We have been the official event planner for the Africa International Conference on Clean Energy and Energy Storage (AICCEES) for four consecutive editions, from stage design and delegate registration to exhibitions, panels and certificate presentations.

Whether you are running a first edition or the tenth, we can manage the whole conference or take on the parts your team does not have time for, such as registration, speakers’ logistics or the exhibition.

Panel session on the AICCEES 2025 stage seen from the audience

What we handle for conferences

Everything between the call for speakers and the closing group photo.

Venue and room planning

Plenary hall, breakout rooms, exhibition space and catering areas, with capacity and flow checked against your programme.

Registration and accreditation

Online registration, badges, a registration desk with queues managed, and attendance records for every session.

Speakers and VIPs

Invitations, travel, accommodation, briefings, green rooms and escorts for speakers, chairs and dignitaries.

Programme and run-of-show

A session-by-session schedule with timings, moderators, slides and cues shared with every vendor.

Stage, AV and power

Stage design, screens, microphones, lighting, recording and backup power, tested in a technical rehearsal.

Sponsors and exhibitors

Sponsor branding, step-and-repeat walls, exhibition stands and exhibitor logistics, delivered as promised in the sponsor packages.

Hybrid and live streaming

Streaming and an online audience alongside the room. See our guide to hybrid events in Nigeria.

Delegate experience

Catering, tea breaks, signage, ushering, information desks and a programme people can follow.

Certificates and close

Certificate presentations, closing ceremonies, the group photo and a wrap-up summary for your team.

A typical conference timeline

Large conferences go best with four to six months of planning. Smaller seminars can be done in eight to ten weeks.

4 to 6 months out

Brief, budget, venue booking, date confirmed, sponsor packages and the first speaker invitations.

3 months out

Programme drafted, registration opens, exhibitor and sponsor sales, key vendors booked.

6 weeks out

Speakers confirmed with travel, stage and branding designed, catering and AV finalised.

Final week

Badges printed, run-of-show issued, technical rehearsal and venue walk-through.

Conference days

Our team runs registration, the stage, sessions, exhibitors and delegates, then wraps up with a summary.

Conference packages and budgets

Hand us the whole conference, or the parts that need the most attention.

Most complete

Full-service planning

From the first idea to the final thank-you. Best for large or multi-part conferences and busy schedules.

  • Concept, theme and budget plan
  • Venue sourcing and site visits
  • Every vendor booked, briefed and managed
  • Design, décor and floor layout
  • Run-of-show and rehearsals
  • Our team on site for the whole event
  • Post-event wrap-up
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Flexible

Hybrid planning

You've started planning or booked some vendors. We fill the gaps and pull it all together.

  • Review of your plan and budget
  • Booking the vendors you still need
  • Coordination of vendors you already have
  • Timeline and run-of-show
  • Our team on site on the day
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On the day

Day-of coordination

You've planned it yourself. We take over close to the date so you can enjoy it.

  • Hand-over meeting and vendor confirmations
  • Detailed run-of-show
  • Set-up supervision
  • Managing vendors, timings and guests on the day
  • Pack-down and hand-back
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Typical conference budgets and costs in Nigeria
ItemScaleTypical range
Mid-size conference, all-in100 to 200 delegates₦3M to ₦8M
Large annual conference, all-in300 to 500 delegates₦10M to ₦25M
Premium summit, all-in500+ delegates₦25M+
Venue rentalPer day₦800K to ₦8M+
CateringPer delegate₦6,000 to ₦25,000
Audio-visual and productionPer event₦300K to ₦3M

From our guide How Much Does It Really Cost to Plan a Corporate Event in Nigeria?

How our fee works

Most of the cost of an event is the event itself: venue, catering, décor, sound and logistics. Our fee is separate and usually works out at 10 to 20% of the total budget, or a flat fee for day-of coordination and simpler events.

On a ₦5M event, that is about ₦500K to ₦1M. We agree the fee and what it covers in writing before we start, and we recommend setting aside another 10 to 15% as a contingency for fuel surcharges, extra catering and last-minute changes.

Conference case study

AICCEES, the Africa International Conference on Clean Energy and Energy Storage.

Delegates signing in at the AICCEES 2025 registration desk AICCEES 2025 stage backdrop with the conference logo and Tovero Energy banners Full conference hall during a session at AICCEES 2025
Registration and stage

AICCEES 2025: from the front desk to the plenary

The 3rd edition of AICCEES was held in 2025 at the Institute of Petroleum Studies. Delegates signed in at a staffed registration desk before moving into a full plenary hall.

The stage carried the conference identity and sponsor branding, with a lectern for keynotes and a panel set for discussions, and floor lettering that made the stage instantly recognisable in photographs.

“For the past four years, Mara Events has delivered AICCEES with professionalism, excellence, and seamless execution, contributing significantly to the success of every edition.”Engr. Anthony Akpasoh, Convener, Africa International Conference on Clean Energy & Energy Storage (AICCEES)
AICCEES 2025 sponsor step-and-repeat wall for guest photos Clean cooking initiative exhibition stand with cookstoves at AICCEES 2025
Sponsors and exhibitors

Exhibition stands and a sponsor wall

Sponsors were visible across a step-and-repeat wall used for guest photos and media interviews, and on the stage set itself.

Exhibitors, including a clean cooking initiative, showed cookstoves and products at stands outside the hall, giving delegates something to explore between sessions.

Two panellists speaking during a panel discussion at AICCEES 2025 Certificate presentation on stage at AICCEES 2025
Programme and close

Panels, certificates and a closing photo

The programme moved between keynotes and panel discussions, followed by certificate presentations on stage.

The conference closed with a group photo of delegates, speakers and corps members, a simple moment that only works when the programme has run to time.

See more in our gallery
FAQ

Conference planning questions

Straight answers to the questions clients ask us most.

How much does it cost to organise a conference in Nigeria?

A mid-size conference for 100 to 200 delegates typically costs ₦3M to ₦8M all-in, and a large conference for 300 to 500 delegates ₦10M to ₦25M. Venue, catering and AV are the biggest costs. Our planning fee is usually 10 to 20% of the total budget.

How far ahead should we start planning a conference?

Four to six months for a large conference with sponsors, exhibitors and travelling speakers. Smaller seminars can be planned in eight to ten weeks.

Can you manage sponsors and exhibitors?

Yes. We handle sponsor branding, step-and-repeat walls, exhibition stands and exhibitor logistics, so what was promised in each sponsor package is delivered on the day.

Do you handle delegate registration?

Yes. We can set up registration, print badges, run the registration desk and keep attendance records for your reports.

Which cities do you plan conferences in?

We are based in Abuja and plan conferences across Nigeria, including Lagos.

Can the conference be hybrid?

Yes. We can stream sessions to an online audience and manage speakers who join remotely, alongside the in-person programme.

Tell us about your conference

Share the basics and we will come back with a plan, a timeline and a quote.

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