State of the Map Africa 2023/Call for venues/Ghana
State of the Map Africa 2023 - Accra, Ghana
Akwaaba | Woezɔ (wayzor) | = Welcome!!!
Welcome to the bid proposal page to host State of the Map Africa 2023, in Accra the capital of Ghana the gate way to Africa.
SotM Africa 2023 – Ghana vision
Ghana and Africa have witnessed remarkable growth in recent times, emerging as one of the growing economies and attracting interest of governments and businesses from around the world. Carefully considering these, the OSM Community in Ghana core vision for hosting SotM 2023 in Ghana is to bring together the OSM community in Africa and around the world and various stakeholder groups as equal in discussing of public issues relating to geospatial data and technology, open data, ICTs and the internet in Africa. While there is no negotiated outcome, the OpenStreetMap community in Ghana and across Africa will inform and inspire those with policy making powers across various sectors in Ghana and Across Africa to dialogue, exchange information and share good practices.
Why Ghana?
Ghana, also known as the gateway to Africa is home to spectacular national parks – Kakum, Bia and the Mole National Park, home to thousands of wildlife and exotic bird-life. With more than 5% of the land area under official protection, Ghana has tapped into this rich natural resource with community based ecotourism initiatives. The butterfly sanctuary of Bobiri, the monkey sanctuaries of Tafi-Atome and Boabeng Fiema, and the hippo natural sanctuary of Wechiau, are some fine examples of village based conservation.
Ghana is a tropical paradise, with waterfalls wherever you turn, rolling mountains and pristine white beaches. The incredible biodiversity and magnificent landscapes offer great hiking, surfing, and canoeing adventures. In particular, the Volta highland region is a must-visit for its waterfalls and caves.
Ghana is yet to be explored by world travellers. So till it becomes a popular tourist venue, you can reap the benefits of a less-frequented travel destination. Being less touristy, you can expect to travel on an easy budget and often get more than you paid for. The reason being, the inherent hospitality and warmth of the Ghana people, who love to show off their new modern avatar in its vivid forms. So expect to be welcomed whenever you enter a hotel, restaurant or a Ghana home. With faces wreathed in smiles, bows and divine hospitality, the people of Ghana go all out to make you feel welcome and enjoy the mosaic of cultures and colors that is quintessential Ghana. After Ghana hosted the first ever Africa Geospatial Data and Internet Conference (AGDIC) 2019 that brought attention of the geo community to Ghana and Africa, Ghana has gotten the attention of Group on Earth Observation (GEO) to host its 2022 edition of its conference in Ghana. Yes Ghana is indeed the gateway to Africa
Who is the SotM Africa Ghana Team?
The Ghana bid team is composed of OpenStreetMap enthusiasts from OpenStreetMap Ghana(OSMGhana), the Ghana Linux Community that act as community to the OSM users, YouthMappers, and other stakeholders using OSM in their work. Some of our team members have experienced large conference organization and management and have organized international conferences of geospatial, open data and tech conferences. The team members as follows:
- Stephen Mawutor Donkor (OpenStreetMap Ghana)
- Samuel Manu (OpenStreetMap Ghana)
- Angela Teyvi (OpenStreetMap Ghana)
- Benedicta Ohene (OpenStreetMap Ghana)
- Kwame Odame (OpenStreetMap Ghana)
- Confidence Kpodo ( YouthMappers Ambassador-Ghana)
- Florence Toffa ( CEO- Mobile Web Ghana)
- Wisdom Donkor (Lead- Africa Geospatial Data and internet Conference )
- Dr Gaston Mbonglou ( Lead- Africa GIS Hub)
You can contact us at mawutor@osmghana.org/osmghana@gmail.com
When?
We propose the month of September; 20th to the 23rd for the conference
Where
We anticipate to host up to 700 delegates for the SoTMAfrica 2023. Delegates will be brought from the OSM community and across other stakeholder groups (government, civil society, academia, non-governmental organization, technical community etc.) Our proposed venues are, University of Professional Studies and Administration (UPSA) ( about 8.1km from Kotoka International Airport; approximately 15 minutes drive with no traffic) or University of Ghana Legon( about 7.2km from Kotoka International Airport; approximately 12 minutes drive with no traffic) or the Accra International Conference center ( about 6.9km from Kotoka International Airport; approximately 10 minutes drive with no traffic). All these venues have good facilities that have the capacity to host up to about 2000 conference participants. A budget quote is enclosed for your study.
A. University of Professional Studies and Administration (UPSA)
image source: Education Ghana
| Room | Capacity | Details | Cost GHS | Cost USD |
|---|---|---|---|---|
| Conference Auditorium | 3000 | Theatre style but seats can be rearranged | 30,000 | 12,605.04 |
| Conference Room 1 | 100-200 | Arrange Style of the room (Lecture Theatre/Classroom) | 8,000 | 1,120.45 |
| Conference Room 2 | 100-200 | Class Room Style but seats can be rearrange to suit any style | 8,000 | 1,120.45 |
| Conference Room 3 | 100-200 | Class Room Style but seats can be rearrange to suit any style | 8,000 | 1,120.45 |
| Conference Room 4 | 150 | Class Room Style but seats can be rearrange to suit any style | 6,500 | 910.36 |
| Larger Foyer | Ideal for exhibition and Lunch | 6500 |
B. University of Ghana
| Room/Hall | Capacity | Revised Seating (Covid Spacing) | |
|---|---|---|---|
| Auditorium | 900 | 450 | |
| Seminar Room 1 ( Boardroom Layout) | 20 | 10 | |
| Seminar Room 2 ( Boardroom Layout) | 60 | 30 | |
| Seminar Room 3 ( Classroom Layout) | 90 | 60 | |
| Seminar Room 4 ( Classroom Layout) | 20 | 10 | |
| Seminar Room 5 ( Classroom Layout) | 20 | 10 | |
| Seminar Room 6 ( Classroom Layout) | 50 | 25 | |
| Seminar Room 7 ( Classroom Layout) | 20 | 10 | |
| Foyer/Lawn (if used as the main venue for the event, as an extension to the auditorium, or as a furnished venue for eating or exhibition | 150 | 80 |
Budget
Currency
The currency in the Republic of Ghana is the Ghana Cedis (GHS).
The current exchange rate
- USD $1= GHS 7.14
- €1.00 = GHS 7.64
- Pounds 1.00 = GHS 9.00
(According to the Bank of Ghana rate as at 27 May 2022).
Catering
| S.N | Freq/days | QTY | Unit Cost | Total GHS | Total USD | |
|---|---|---|---|---|---|---|
| 1 | 6 Coffee Breaks (2 break daily) | 3 days | 500 | 40 | 60,000 | 8,403.36 |
| 2 | 3 Lunch (1 lunch a day) | 3 days | 500 | 100 | 150,000 | 21,008.40 |
| GH¢210,000.00 | US$ 29,411.76 |
Budget in details
This budget covers 500 conference attendees for three (3) days.
Note: This budget excludes scholarships. It should be discussed outside of the conference budget.
| Item no. | Description | Freq/Days | Qty | Rate | Amount GHS | Amount USD | |
|---|---|---|---|---|---|---|---|
| A1 | Conference Auditorium: (seating capacity: 900) | 3days | 1 | 20000 | 60,000 | 8,403.36 | |
| A2 | Meeting room 5 (seating capacity: 60) | 3days | 1 | 4500 | 13,500 | 1,890.76 | |
| A3 | Meeting room 6 (seating capacity: 50) | 3days | 1 | 4000 | 12,000 | 1,680.67 | |
| A4 | Meeting room 7 (seating capacity: 20) | 3days | 1 | 1500 | 4,500 | 630.25 | |
| A5 | Meeting room 8 (seating capacity: 10) | 3days | 1 | 800 | 2,400 | 336.13 | |
| A11 | Foyer | 3days | 1 | 6500 | 19,500 | 2,731.09 | |
| A12 | Catering Services
Coffee breaks |
3days | 500 | 20 | 30,000 | 8,403.36 | |
| A13 | 3 lunch | 3days | 500 | 100 | 150,000 | 21,008.40 | |
| A14 | Bottle water | 3days | 90 | 20 | 5,400 | 756.30 | |
| A15 | Cafeteria Table and Chairs for 500 participants (lunch and coffee breaks) | 1 | 1 | 12,000 | 12,000 | 1,680.67 | |
| B1 | Video production / Streaming
Main Auditorium (full video production setup) "5 High definition video camera and Accessories Video Switcher Capture device SDI/HDMI cables with splitter SDI/HDMI converters 2 Laptops Technical Crew Live Streaming (Zoom, YouTube, Facebook,...) Captioning Post production and upload (YouTube) Internet backup" |
3days | 1 | 5300 | 15,900 | 2,226.89 | |
| B2 | Projections
Large LCD Display |
3days | 1 | 5000 | 15,000 | 2,100.84 | |
| B3 | 55' TV | 3days | 5 | 600 | 9,000 | 1,260.50 | |
| B4 | VIDEO PRODUCTION BREAKOUT ROOMS (4 Meeting Rooms)
"2 High definition video camera and Accessories Video Switcher 4 Capture device SDI/HDMI cables with splitter SDI/HDMI converters 4 Laptops Technical Crew Live Streaming through (Zoom, YouTube, Facebook,.) Captioning Post production and upload (YouTube) Internet backup" |
3days | 1 | 7100 | 21,300 | 2,983.19 | |
| C1 | Main Auditorium (Av Systems)
"4 Sub active speakers 4 Active 1 Audio mixer 5 Podium microphones Audio mixer" |
3days | 1 | 2,200 | 6,600 | 924.37 | |
| D1 | STM1 Dedicated high speed Internet feed (point to point) | 1 | 1 | 3000 | 3,000 | 420.17 | |
| E1 | Stage Design: Auditorium /Meeting Room
"Stage Designs, constructions and backdrops (main auditorium) |
1 | 1 | 17,000 | 17,000 | 2,380.95 | |
| E2 | Decoration/Flowers
(Main Auditorium, 4 meeting rooms, foyer and conference entrance, two registration points) " |
1 | 1 | 3,000 | 3,000 | 420.17 | |
| E3 | Conference Signage
Signage printing and Installations |
1 | 1 | 7000 | 7,000 | 1,120.45 | |
| E4 | 9 Side promo design box in between chairs (main auditorium and meeting rooms) | 1 | 1 | 2,000 | 2,000 | 280.11 | |
| E5 | Lightening effect
Main auditorium stage lightning effect |
3days | 1 | 3,720 | 11,160 | 1,563.03 | |
| E6 | Translation Equipments (2 Languages English - French)
Booths for interpretersReceivers & Headsets, delegate microphone, cables and accessories) 200 Participant Equipment delivery & pickup |
3days | 1 | 3570 | 10,710 | 2,700.00 | |
| E7 | Interpreter | 3days | 2 | 2142 | 12,852 | 1,800.00 | |
| F1 | Media and Communication
Media coverage (TV, Print Paper, Radio) |
1 | 1 | 7,600 | 7,600 | 1,064.43 | |
| G1 | Local Transportation:
Coach Shuttle (Hotel - Conference Venue and Back) |
3days | 3 | 2,000 | 18,000 | 2,521.01 | |
| H1 | Health and Safety
2 Health professional 1 Stand by ambulance with paramedics 2 Fire personnel First Aid Covid aid materials |
1 | 1 | 12,000 | 12,000 | 1,680.67 | |
| L1 | Fellowships, Accommodation And Stipend
|
1 | 30 | ||||
| L2 | Volunteers | 3days | 50 | 214.2 | 32,130 | 4,500.00 | |
| L3 | Ground Transportation (implementation team) | 8 | 1500 | 12,000 | 1,680.67 | ||
| J1 | Conference Materials (All Branded)
Conference t-shirt |
1 | 500 | 35 | 17,500 | 2,450.98 | |
| J2 | Conference eco-friendly branded bags | 1 | 500 | 35 | 17,500 | 2,450.98 | |
| J3 | Conference notepad and pens | 1 | 500 | 15 | 7,500 | 1,050.42 | |
| J4 | Stickers | 1 | 2000 | 0.50 | 1,000 | 140.06 | |
| K1 | Entertainment/Tourism
Opening and closing ceremony traditional music/dances |
1 | 1 | 10,000 | 10,000 | 1,400.56 | |
| K2 | Visit to some tourist sites | 1 | 1 | 18,000 | 18,000 | 2,521.01 | |
| L1 | Closing dinner | 1 | 1 | 20000 | 20,000 | 2,801.12 | |
| SUB TOTAL | GH₵617,052.00 | US$86,421.85 | |||||
| Q | Unforeseen Cost (5% of total cost) | GH₵30,852.60 | US$4,321.09 | ||||
| TOTAL | GH₵647,904.60 | US$90,742.94 | |||||
| Note: Budget Exclude Tax (VAT) of 12.5% | |||||||
Transportation
Transport in Ghana is accomplished by road, rail, air and water. Ghana's transportation and communications networks are centered in the southern regions, especially the areas in which gold, cocoa, and timber are produced. The northern and central areas are connected through a major road system.
Within the main metropolitan areas (including greater Accra and Kumasi), There are easily accessible transport network. A mix of taxi, private commercial bus (normally called “trotro”), Bus Rapid Transit, Metro Mass Transit and ride-hailing services facilitate movement of people in and around the city. The cost ranges from GH¢10 for short trips, to GH¢50 or more for a longer trip or having the taxi wait for you.
Tro-tro (mini buses) and shared taxi services, which are managed by unions and co-operatives and offer services along defined routes, usually between terminals or ‘lorry parks’. In the Greater Accra area there are believed to be about 6,000 engaged in the operation of recognized routes.
Getting around the city is pretty easy with a negotiated taxi or a metered ride/ride-hailing services (e.g. Uber, Bolt, Yango, Taxify...)
Navigating your way around the city should be an easy movement with regards to language, as majority of Ghanaians either speak english or have an understanding of the language, others will be comfortable with the local english pidgin which might be a fun learning experience for first timers.
Air
Kotoka International Airport is an international airport in Accra, the capital of Ghana. The airport is operated by Ghana Airports Company Limited (GACL), which has its offices on the airport property. It is the sole international airport in Ghana. In 2019, the airport served a record 3.019 million passengers, although this reduced to 1.157 million in 2020 due to the COVID-19 pandemic. It presently serves as a hub for domestic and regional operator Africa World Airlines and a base for domestic operator Passion Air.
The airport consists of two passenger terminals, Terminal 2 and Terminal 3. Terminal 2 serves only domestic flights, while Terminal 3 serves regional, international and long-haul operators. Terminal 1 is presently no longer in use, but will be redeveloped into an FBO. Terminal 3 has the capacity for large aircraft such as the Airbus A380. There is also a VVIP terminal used for diplomatic flights, and a military terminal used for military operations.
Hotel and Accommodation
Accra has many accommodation options spread across the city for either short or long stay. The OSM team in Ghana will make sure to list different discounted accommodation for participants that will be attending the conference. Accommodation mostly ranges from 2 stars to 5 stars. There are also private houses and apartments that are rented out for short stays via Airbnb and other arrangements.
Visa Details
Most countries in Africa do not need a visa to enter Ghana while others will receive a visa on arrival. In the case of countries outside of Africa, just a few don't require a visa to enter Ghana. Others will have to acquire a visa before entering into Ghana or an arrangement for visa on arrival will have to be arranged.
The OSMGhana team would work with the Emigration office to make sure that entry visa is given to all our participants traveling from visa required countries.
Attendee care
There will be a Visa and travel support team to help facilitate travel of external participants.
Security
The OSMGhana team together with the partner organization will seek the services of the Ghana Police service and the internal security of the selected university to provide maximum security of the entire conference.
Language
English is the official language of Ghana.