Reference number  
DRS  347: 2017 
 
© RSB 201 7 
 
 
 RWANDA 
STANDARD  DRS 
347 
 
First edition  
2017 -mm-dd 
 
Convention centres  ― Guidelines  
 
 
  DRS  347: 2017 
©RSB 201 7 All rights reserved                  ii 
 
 In order to match with technological development and to keep continuous progress in industries, 
Standards are subject to periodic review. Users shall ascertain that they are in possession of the latest 
edition  
 
 
 
 
 
 
 
 
 
 
© RS B 2017 
All rights reserved. Unless otherwise specified, no part of this publication may be reproduced or utilized 
in any form or by any means, electronic or mechanical, including photocopying and microfilm, without 
prior written permission from RS B. 
Requests for permission to reproduce this document should be addressed to  
Rwanda Standards  Board . 
P.O Box 7099 Kigali -Rwanda  
Tel. +250 586103/ 582945  
E-mail: info@rsb.gov.rw  
Website: www.rsb.gov.rw  
 DRS  347: 201 7 
iii                 ©RSB 2017 All rights reserved  
 
 Contents  Page 
1 Scope  ................................ ................................ ................................ ................................ .............  1 
2 Normative references  ................................ ................................ ................................ ...................  1 
3 Definitions  ................................ ................................ ................................ ................................ ..... 1 
4 Guidelines  ................................ ................................ ................................ ................................ ..... 2 
4.1 Convention hall  ................................ ................................ ................................ .............................  2 
4.2 Skilled manpower  ................................ ................................ ................................ .........................  3 
4.3 Regulation of temperature  ................................ ................................ ................................ ...........  3 
4.4 Regulation of noise  ................................ ................................ ................................ ......................  3 
4.5 Mini convention halls  ................................ ................................ ................................ ...................  3 
4.6 Exhibition  ................................ ................................ ................................ ................................ ...... 3 
4.7 Restaurant s ................................ ................................ ................................ ................................ ... 3 
4.8 Parking  ................................ ................................ ................................ ................................ ..........  4 
4.9 Accommodation facilities  ................................ ................................ ................................ ............  4 
4.10  Other infrastructural facilities  ................................ ................................ ................................ ..... 4 
4.11  Safety requirements  ................................ ................................ ................................ .....................  6 
4.12  Sustainability management  ................................ ................................ ................................ .........  7 
4.13  Waste management  ................................ ................................ ................................ ......................  7 
4.14  Ancillary facilities  ................................ ................................ ................................ .........................  7 
 DRS  347: 2017 
©RSB 201 7 All rights reserved                  iv 
 
 Foreword  
Rwanda Standard s are prepared by Technical Committees and approved by Rwanda Standards Board (RSB) 
Board of Directors in  accordance with the procedures of RSB,  in compliance with Annex 3 of the WTO/TBT 
agreement on the preparation, adoption and application of standards.  
The main task of technical committees is to prepare national standards. Final Draft Rwanda Standards adop ted 
by Technical committees are ratified by members of RSB Board of Directors for publication and gazettment as 
Rwanda Standards.  
RS 347 was prepared by Technical Committee RSB/TC 33 on Tourism  and Hospitality ,  
In the preparation of this standard, referen ce was made to the following standar d (s): 
1) KS 2363:2012: Convention centers -Guidelines  
The assistance de rived from the above source is hereby acknowledged with thanks.  
Committee membership  
The following organizations were represented on the Technical Committee on Tourism and Hospitality  (RSB/TC 
33) in the preparation of this standard.  
Rwanda Standards Board (RSB) – Secretariat  
Ministry of East African community Affairs  
RWANDAIR  
Mount Kenya U niversity  
Institute of National Museums of Rwanda  
UMUBANO Hotel  
Rwanda Development Board  
International Tours and Travel  
Rwanda Tourism University College  
Ministry of Sports and Culture  
Rwanda Utilities Regulatory Agency  
Hotel Des Milles Collines  
  DRS 347: 2017 
1                 ©RSB 2017 All rights reserved  
 
 Convention centers — Guidelines  
1 Scope  
This Rwanda standard prescribes requirements to ensure that:  
a) the facilities required in the convention centres  regarding structure, layout and technical facilities are 
available , and  
b) Enhanced event services  are provided in a sustainable and professional manner that respond s to 
current and future customer expectatio ns applicable to the local and international  event management 
industry.  
2 Normative references  
The following referenced documents are indispensable for the application of this document. For dated 
references, only the edition cited applies. For undated refere nces, the latest edition of the referenced document 
(including any amendments) applies.  
RS ISO 25639 -1, Exhibitions, shows, fairs and conventions — Part 1: Vocabulary  
RS EAS 153: 2014; Ed 2: Packaged drinking water — Specification  
RS 186 -3, Code of practic e for fire safety of building -- Part 3: Fire safety in hotels  
RS 219:2014, Hotels, restaurants and related establishments — Requirements  
RS ISO 20121:2012, Event sustainability management systems — Requirements with guidance for use  
RS 115 , Building construction -Design of facilities for people with disabilities -- Code of practice  
RS 181 , Solid waste -Handling, collection, transportation and disposal  
RS 110 , Water quality -- Tolerance limits of discharged domestic wastewater  
RS 186 -3, Code of practice for fire safety of building -- Part 3: Fire safety in hotels  
RS 236:2014,  Acoustics  – Noise pollution – Tolerance limits  
3 Definitions  
For the purposes of this standard, the following definitions and those provided in RS ISO 25639 -1 shall apply.  
4.1 
ambience  
a feeling or mood associated with a particular facility in respect of the interior design, fittings and fixtures, and 
decor   
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 4.2 
convention centre  
a large civic building or group of buildings designed for conventions, industrial shows, and the like, having  large 
unobstructed exhibit areas and often including conference rooms, hotel accommodations, restaurants, and other 
facilities  
4.3 
exhibition facility  
a large venue suitable for major trade shows with enough open space to host public and private business and 
social events  
4.4 
incentive  
a payment or concession to stimulate greater output or investment  
4.5 
procedure  
the documented way to perform an activity or task  
4.6 
product  
the outcome of certain activities or processes  
4.7 
record  
a document that furnishe s objective evidence of activities performed or results achieved  
4.8.  
conv ention  
organized meeting of industry, profession or organization to share knowledge and experience  
4.9  
event  
planned gathering with respect to time and a place where an experience  is created and/or a message is 
communicated  
NOTE: Terms used herein and any other definition not included in the foregoing listing but relevant to this standard shall be  
in accordance to United Nations World Tourism Organization (UNWTO) definitions.  
4 Guidelines  
The convention centre shall create a positive ambience and shall contain at least one convention hall, two mini 
convention halls, one exhibition hall, appropriate number of break -away rooms, one restaurant and parking 
facilities as per details, given below : - 
4.1 Convention hall  
The convention hall shall have audio visual conferencing equipment at various levels. The seating capacity shall 
be in the hall and may be in a theatre style in the following category: - DRS 347: 2017 
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 a) Above 1500 persons;  
b) 1200 -1500 persons;  
c) 800-1200 persons;  
d) Not less than 300 -800 persons.  
4.2 Skilled manpower  
4.2.1  The convention centre shall be supervised by a highly trained and experienced person assisted by 
several persons with relevant professional qualification in their respective fields . Comprehensive training and 
staff development programmes shall be in place.  
4.2.2.  All operative staff shall possess professional qualifications and appropriate experience to maintain 
satisfactory services for guests at all times. At least 90 % of the staff s hall possess qualifications from industry 
recognized institutions.  
4.3 Regulation of temperature  
Through natural ventilation or mechanical means, the target shall be to maintain comfortable levels –considered 
to be between 15oC-29oC. 
4.4 Regulation of noise  
The convention center shall comply with RS 236:2014 and other applicable requirements of the relevant 
regulatory authorities with regards to regulation of noise pollution.  
4.5 Mini convention halls  
The convention center shall have at least 5 Mini Convention halls for various seminars, committees, meetings 
etc. The seating capacity therefore, may be in a theatrical or classroom style -to seat as follows:  
a) 200-300 persons;  
b) 100-200 persons;  
c) 50-100 persons;  
d) 20-50 Persons.  
4.6 Exhibition  
The design of the exhibition facility shall have a capacity to accommodate at least 20 booths of 3 m by 3 m in 
size excluding circulation space.  
4.7 Restaurants  
Restaurants in the convention centre shall conform to RS 219:2014 and the requirements of the relevant 
regulatory authorities.   
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 4.8 Parking  
The convention centre shall provide adequate parking space. There shall be parking facilities for not less than 
100 cars and 20 coaches. Designated parking for the people with reduced mobility shall be  provided.  
4.9 Accommodation facilities  
This shall be appli cable only, if promoters desire to have residential accommodation in the convention complex 
and shall conform to the existing standards and guidelines laid down by the relevant authority in respect of star 
category hotels.  
4.10 Other infrastructural facilities  
4.10.1  Reception area  
The reception area shall be appropriate to the size of the convention center to receive and welcome visitors.  
The reception area shall have a lobby designed in a way that consider the needs of people with reduced mobility 
as provide by appli cable laws and standards .  
4.10.2  Landscaped surrounding environment  
The convention centre and its landscaping  shall be in harmony with the natural and/or built up environment and 
in conformity with the building and development regulations applicable to the local ity and shall be certified by 
relevant authority.  
All facilities shall be accessible to children and people with reduced mobility in  compliance with RS 115, and 
with other relevant statutory regulations, including provision for those with sight and hearing deficiencies  
4.10.3  Administration and management  
A defined management with an administrative department shall be in place. There shall be  a documented and 
appropriately updated human resources management policy specifying:  
a) terms and conditions of services; schemes of services; employment reward scheme; incentives  
b) scheme(s);  
c) in-house and external training programmes;  
d) sexual harassment deterr ence in line with the statutory requirements.  
The administrative department shall ensure that there is a maintenance workshop, complete with relevant 
equipment and stores to carry out in -house routine maintenance and repairs.  
4.10.4  Service providers  
Service prov iders for tourist office, financial services, info/ travel  desk, press lounge, VIP lounges etc. shall be 
available and qualified on the basis of appropriate education and training.  DRS 347: 2017 
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 4.10.5  Technical facilities  
Facilities such as plant room, electric substation, sto res, electric power back -up system, fire hydrant etc shall 
be available.  
4.10.6  Electricity and power supply  
4.9.6.1  Compliance to applicable electrical safety laws and standards shall be ensured  
4.9.6.2  The convention center’ electrical installation shall be ap proved by relevant authorities.  
4.9.6.3  All electrical installations shall be well maintained and inspected regularly and an audit record 
maintained.  
4.9.6.4  There shall be provision of appropriate reliable alternative sources of power able to cater for all the 
energy requirements of the convention centre in the event of failure of main supply.  
4.10.7  Gate complex  
There shall be a gate complex for stipulating entry and exit. The natural settings shall be sustainably preserved 
and conserved.  
4.10.8  Communication and inf ormation booths  
4.10.8.1  There shall be adequate and functional internal communication system including public telephone 
services.  
4.10.8.2  Appropriate and relevant guest information shall be available and provide the following:  
a) emergency and fire exit procedures;  
b) information on services rendered;  
c) telephone extension;  
d) information on transport services;  
e) medical and other social services available within the locality; and  
f) events calendar.  
4.10.8.3  All information shall be in English/ Kinyarwanda and French  and at least one other internationally 
recognized language.  
4.10.8.4  The convention center shall have public information display facilities (e.g. wall screens)  
4.10.8.5  The convention center shall have a simple, functional paging system  
4.10.9  Entertainment fac ilities in public area  
The convention center shall have entertainment facilities in public areas (reception, lobby, conference halls, 
restaurants, etc)   
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 4.10.10  Public convenience  
4.10.10.1  Cloak rooms shall be proportional to the capacity of the convention centre.   
4.10.10.2  Gender privacy shall be assured with segregated access and clearly marked. All doors shall be 
fitted with appropriate locks.  
4.10.10.3  There shall be an adequate number of special designated cloakrooms for people with reduced 
mobility.  
4.10.11  Statione ry shops and kiosks  
A convenience goods shop  with perfectly adequate design and arrangement shall be available . 
4.10.12  First aid with doctor on call facilities  
4.10.12.1  First aid kits, appropriately stocked (where applicable including anti snake venom serum) and  
strategically located on premises.  
4.10.12.2  There shall be a first aid staff team, well trained in application and techniques.  
4.10.12.3  There shall be an arrangement with medical service providers, including  an emergency numbers 
of clinical officer, nu rse or doctor on call, as well as ambulance services be posted therein.  
4.10.13  Security office and booths for security arrangements  
4.10.13.1.  There shall be adequate security system including:  
a) a documented security  program  in place;  
b) strict and courteous control of movement in and out of the premises;  
c) a functional alarm system connected to external rapid response system;  
d) adequate, properly trained and equipped on -site (communication and protection) security personnel;  
e) emergency security contacts available a functi onal, discreet electronic surveillance system in place.  
4.10.14  Storage complex  
There shall be a secure lost  and found facility appropriately located near the lobby.  
4.11 Safety requirements  
4.11.  1. Fire fighting services shall be provided in accordance with local fire fighting and prevention by laws and 
as per RS 186 -3 
4.11.12  The convention centre shall have a comprehensive insurance against all hazards including fire hazards. 
Notification, detectio n and extinguishing devices shall be installed and regularly maintained.  DRS 347: 2017 
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 4.12 Sustainability management  
4.12.1  The Convention center shall recognize the relationship  that exists between its services  with and impact 
on society, and society's expectations of even ts by:  
a) Identifying unfavorable social, economic and environmental impacts that may arise from the provision of 
those services ,and  
b) Taking, implementing, and continually improving appropriate actions to reduce the impact may arise from 
the provision of those services.  
4.12.2  The Convention center shall have documented information showing unfavourable social, economic and 
environmental impacts , and appropriate actions to be taken.  
Note: Further guidance on sustainability management may be obtained from RS  ISO 20121  
4.13 Waste management  
4.13.1  The convention center shall plan for adequate regular and ongoing training to all staff on the importance 
of hygiene  so that they understand the hygienic precautions necessary for waste management  Records of these 
trainin gs shall be kept.  
4.13.2  The convention center shall:  
a) comply with RS 181 pertaining with handling, collection and disposal of solid waste , and  
b) comply with RS 110 pertaining with the management of discharged domestic waste water.  
4.14 Ancillary facilities  
The convention center shall have the following ancillary facilities  
a) handicraft shops, souvenir shop;  
c) facilities, for the people with reduced mobility  
d) where a building is four floors and above, lifts .stair cases; escalators shall be provided;  
e) other facilities  for enhancing customer satisfaction.  
 
 
 
 
 
  
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 Bibliography  
[1] AIPC Convention Centre Evaluation Criteria checklist 2012  
[2] East African Community grading systems – The EAC Criteria,2009  
 [3] IACC International Association of Conference Centres — Quality Assurance Checklist  
 
 DRS 3 47: 2017 
ICS 03.200.10 
 
 
©RSB 2017 All right s reserved