Information about Side-Events

Introduction

The Association for the Development of Education in Africa (ADEA) and the Ministry of Education Ghana—host country for the 2025 ADEA Triennale on Education and Training—are currently inviting partners to request side events at the upcoming Triennale 2025 to be held in Accra, Ghana, from October 29 to 31, 2025. Day 1 of the Triennale will have dedicated times allotted for side events to provide a platform for interested partners and members to promote dialogue, knowledge exchange, and innovation between all categories of participants.

This side event information note is a guide to the technical services available at the 2025 Triennale to support side events and other partner-led activities. We request that partners and interested participants study this document in detail to learn about all the services available and comply with all the instructions.

Side-Event Dates and Venue

The side events will be held on Day 1 of the Triennale, that is, the 29th of October 2025, at the Labadi Beach Hotel in Accra, Ghana. The stipulated times will be contained in the event agenda, which will be released soon. Four meeting rooms with space for up to 100 persons are available for each side event. This allows for up to four side events to run simultaneously. 

Standard Package

Triennale organizers will provide the following standard package/facilities for the side events:

A room that can take the capacity of up to 100 people with:

  • 1 LCD screen
  • 2 microphones
  • 1 podium
  • 2–3 chairs for panel discussions (more can be requested)
  • Translation services (English, French and Portuguese)
  • A virtual link for online streaming (based on request)
  • Electricals
  • One box of bottled water 

Interested partners should contact Shem Bodo via email at s.bodo@afdb.org to request the side event proposal form or visit the Triennale website to download a copy of the side event proposal template.

Deadline

The deadline for submission of the side event proposal form is September 15, 2025. Organizers will respond to partners after the deadline.

Side-Events Timetable

The organizers will release the time schedules for all side events in the first week of October 2025 on the Triennale website. All dates and times for the side events will be communicated to all partners.

Partners and side-event organizers are advised:

  • To stick to the amount of time allotted (see the agenda for more details).
  • Not to plan for late working – past the allotted time hours.
  • To ensure all stand fittings and waste materials are cleared by the end of their session.

Event Badges and Access 

  • Badges: No one is permitted into the side-event rooms/halls without the appropriate conference badge. For security reasons, all partners organizing side events are required to wear/display their conference badges during the events.
  • Complaints: It is in the interest of partners or participants that any faults or failures in the services provided at the Triennale by the organizers are brought to the attention of the organizers as soon as possible. If you wish to make a complaint, please contact the information desk located in the venue.

Damages 

  • Partners who organize side events will be held liable for any damage caused to buildings, floors, walls, or the panels. Damaged items will be charged for at the full replacement value, not the hire value.
  • Side-event organizers must not apply paint, lacquer, adhesives, or coating to building columns, floors, etc. No bills, signs, floor coverings, or other articles should be pasted, nailed, taped, or otherwise attached to the walls, floors, ceilings, columns, partitions, panels, or trim. Please contact the organizers for any information regarding printed panels.

Demonstrations and Machinery

  • All types of demonstration (e.g., the operation of machines, video and film shows, etc.) require advance notification and the consent of the organizers. This will be communicated after the side-event request deadline (September 15, 2025). Please note that the organizers are entitled to restrict or prohibit such demonstrations if they interfere with the event, even if prior consent has been given.
  • Musical reproduction using radio, CD, or DVD and acoustic advertising requires authorization and must not disturb neighboring side-event organizers.
  • All demonstrations must be carried out following health and safety regulations and must not constitute a fire or safety hazard to the demonstrator or audience.
  • The organizers reserve the right to stop working demonstrations on-site if they in any way pose a threat to participants. For more information and permission please contact the organizers.
  • For safety and liability reasons, the installation of electrical power onto stands may only be undertaken by officials of Labadi Beach hotel who will ensure that all connections are verified as safe before use.
  • The organizers reserve the right to inspect, test, and remove any electrical equipment that appears defective or has inadequate evidence of electrical inspection. 

Persons with Disabilities and Friendly Facilities

  • Elevators and disabled toilets are available at the venue throughout the building. Persons with disabilities must be afforded the same opportunities as able-bodied persons. This includes the ability to attend exhibitions and view exhibits. Kindly ensure that persons with disabilities are fully catered for during your event. 

Wireless Internet

Organizers will provide a complimentary Wi‐Fi network throughout the event. This is public Wi-Fi and recommended for light browsing. If you require dedicated internet access, such as for stand presentations, you are advised to contact the organizers.

Security 

  • The organizers will take every reasonable precaution throughout the event days, but all participants are expected to ensure that goods are safeguarded and should not leave their stands unattended during the event.
  • The organizers cannot be held responsible for any loss, damage, or accident that may occur to any partner’s property or personnel; therefore, participants and partners must arrange full insurance coverage.

Others

Other essential things side-event organizers must adhere to: 

  • First Aid: There will be a medical team present at the event. For any first aid inquiries, please report immediately to the organizers or contact the information desk.
  • Giveaways and Promotions: If you intend to hold any competitions, such as raffles, draws, or any other activity where money can be exchanged or prizes won by members of the public, please ensure compliance with your company’s competition rules.
  • Health and Safety: Organizers maintain high standards of health and safety and require partners to undertake their work in a safe way that does not put themselves or others at risk. Your safety is our top priority. We have created a safety plan that you and your teams can be confident in.
  • Insurance: The partner is fully responsible for obtaining comprehensive insurance protection for their materials, display materials, personal property, and staff personnel. Any loss or damage that may occur during the event should immediately be reported to the organizers and security on-site.
  • Photography and filming: Partners are allowed to bring their official photographer but must get prior written consent from organizers.
  • Smoking Policy: Smoking/vaping is prohibited in the exhibition areas.

Organizers are committed to ensuring a great experience for all participants of the Triennale.