When it comes to organizing events, I’ve always had the comfort of being close to the action. Whether it was Frappeverse India or Frappe Build, I could easily visit the venue in Mumbai or Pune, meet vendors in person, and ensure everything was on track. But planning Frappeverse Africa from India? That was an entirely new challenge.

Frappe Local 2024

The idea for Frappeverse Africa came naturally. During Frappeverse India, we had several attendees fly in from Africa, while many others couldn’t make the long journey. With 27 partners across the continent and the incredible energy we experienced at our Frappe Local events in Kenya and Tanzania, it felt like the right time to take Frappeverse international. And so, with a mix of excitement and nerves, we decided to bring the Frappe magic to Africa. And while it made me feel quite handicapped at first, it also showed me the power of collaboration!

A partner to rely on

Thankfully, I wasn’t alone on this journey. Prisca and Muchai from Navari Limited, based in Kenya, quickly became the hands and eyes I needed on the ground. Prisca, in particular, has been a rockstar. Every time I texted her with a change, no matter how last-minute, she would calmly reply with, “Sure,” and by the next day, she would ensure that it was done. Her patience and grace have been the glue holding everything together.

Our first meeting for Frappeverse Africa was a team effort. Prisca and Muchai from Navari, Mitesh from Aakvatech, Ankita (Regional Manager- Africa, Frappe), and I got together virtually to discuss everything, from the number of conference days to ticket pricing. The rough budget we presented then gave us a starting point but looking back, it's clear how much we've improved since that first meeting. We've added two more days for Framework and HR crash course training, and even a sales bootcamp and a partner meet-up.

The rollercoaster of registrations

Every event has its moments of panic, and for me, it started with registrations, or rather, the lack of them. In the first month, despite newsletters, social media posts, and even a 40 percent discount, registrations stayed stubbornly low. Presenting those numbers to the team each week was disheartening, and I kept wondering if we were doing something wrong.

That is when Muchai offered a reality check. “People here tend to do things late,” he said, “Wait until after the Christmas break.” It was advice that left me feeling helpless because waiting did not feel like a plan. But I had no choice but to trust him.

Sure enough, on January 6th, the floodgates opened. Registrations poured in, and I finally got some much-needed sleep.

But the rollercoaster didn’t end there. Ankita kept a close eye on registrations that weren’t completing payments and grew suspicious. It turned out there were issues with payments due to the card systems in Africa. To address this, we decided to allow walk-in registrations on the day of the event, ensuring attendees could pay and join seamlessly.

Moment of crisis

One of the most scary moments came when we received the first T-shirt sample about 3 weeks before the conference. The print was blurry and completely unacceptable. Prisca, thankfully, was a step ahead and had already asked another vendor for a sample. But even that sample had the same issue.

That is when Nishant, our designer, had a realization. The glow effect we had added to the design was causing problems with print quality. After revising the design and sharing updated files, the next samples came out perfect. It was a small but crucial moment that showed how every detail, no matter how minor, can shape the overall experience!

Cultural nuances and lessons learned

Organizing this event has taught me, not just about logistics but about adapting to different cultures. In India, we typically finalize the conference schedule and wrap up speaker rehearsals a month before the event. In Africa, things move at a different pace. With just 10 days to go, speaker mocks are still in progress (with help from Ankita and Neha), and some presentations are not ready yet.

At first, this made me anxious, but it has also been a lesson in patience. Every region has its own rhythm, and learning to work with it, not against it, has been a valuable insight.

The pieces coming together

What does it take to host a good conference? A clear vision, solid planning, careful budgeting, and sticking to timelines are non-negotiables. But above all, it is about the team. A team that is dedicated, adaptable, and ready to go the extra mile is what truly brings an event to life.

For Frappeverse Africa, this was truly a cross-continental collaboration. Prisca handled on-ground coordination, ensuring we found the perfect venue and reliable T-shirt and video vendors. Muchai brought invaluable insights and managed cash flow seamlessly. Meanwhile, our team focused on building the website, curating talks, managing schedules, and securing sponsors. It has been a collective effort in every sense. This collaboration with Navari, is what truly made this event possible.

Looking ahead

This will be my first visit to Africa, and I am beyond excited to meet the community there, experience the culture, and see all the talks on community and success stories by customers and partners and product updates by Team Frappe.

Frappeverse Africa is just the beginning. With the help of our partners and local communities, we hope to host more events like this outside India, celebrating the spirit of collaboration and building stronger connections within the Frappe ecosystem.

To everyone who has been part of this journey so far, thank you. Here’s to a successful Frappeverse Africa, and many more such milestones to come!