Planning a corporate event in Dubai requires close attention to every detail. In a city that the International Association of Congresses and Conferences (ICCA) has recognized as a leading destination for international meetings in 2021, the bar of expectations of participants is really high. To prevent possible risks from escalating, it is important to discuss key issues with contractors, suppliers, and project managers at the start.
Checking Off the ListÂ
The first important question to ask is what the goal and objective of the event are. Without mapping this out, you will not be able to engineer an action plan and evaluate your success. It is crucial to understand what the end goal is, whether it is to increase brand awareness, collect 100 new leads, or mark sales achievements. This helps provide a clearer picture of the type of venue suitable for the event, determine the program, and plan the involvement of participants.
Budgeting and risk assessment will require no less attention. Some of the expenses in Dubai are often disguised in the fine print in the contract. In addition to the standard budget items, account for the 5% VAT applicable to almost all services and goods. Some sites separately include fees for maintenance, installation of decorations or late cleaning, and these amounts can suddenly turn into a significant expense. To prevent the bill from catching you off guard, it is advisable to request a detailed estimate with a breakdown of all the points immediately. A reserve of at least 10-15% of the total amount often becomes a relief when unexpected expenses appear. When choosing a venue, ask questions about the capacity, accessibility, and availability of necessary amenities.
Prioritize LogisticsÂ
Special attention should be paid to the logistics and planning of the event program. Check with the venue or event management company on who will be responsible for transporting the guests, working with the speakers, and coordinating the catering. These clarifications add transparency to the process. When the event management team demonstrates readiness for non-standard situations during initial discussions, this is a sign of a serious approach. Eliminating uncertainty at an early stage helps to avoid a chain reaction of problems that can snowball during the event itself.
Cultural and religious peculiarities also play a huge role. For example, if an event is held during Ramadan, you will have to take into account the changed work schedule of suppliers and possible time limits. Be sure to ask if the contractors can arrange a halal menu and provide prayer breaks.
Another important issue is how the engagement of participants and personalized experience will be organized. The event should not turn into a boring series of reports. Consider including interactive formats such as live polls, Q&A sessions, workshops, or entertainment numbers. Many companies point out that it is these elements that help create a memorable experience.
When you discuss the details with an agency or contractor, be sure to find out who your main contact person will be. It is unacceptable that after signing the contract you are “handed over” to third parties without clear communication. Ask the question: “Who exactly is responsible for the project from start to finish?”. This will avoid confusion and loss of control.
Do not forget to put forward any queries you may have about quality control and final inspection. Before the day of the event, it is important to carry out a detailed inspection of the site. Conduct a recce with a layout and element list, test the microphones, make sure that the lights are set correctly, and check whether all the equipment meets expectations. Professional event organizers in Dubai prepare checklists, along with an itemized list with any information about artist performances as well. If a major artist is performing, then be sure to ask about any technical rider requirements. There will be a dedicated coordinator from conceptualization until disassembly.
Critical Pointers that Make an Event SuccessfulÂ
The issue of feedback and evaluation of the event’s success also deserves attention. Specify how information from participants and sponsors will be collected. Many companies use questionnaires and automated systems to analyze satisfaction. Such data will help you prepare a report for management and take into account errors in the next project.
Also, discuss the cancellation and refund policy in advance. Even the most reliable planning will not insure against force majeure. Professional agencies always specify in the contract how the cancellation of the event or changes in key parameters will be resolved.
If you ask the right questions in advance and get clear answers, you will avoid unpleasant surprises, control costs, and ensure participants’ comfort and engagement.
Remember that a professional approach to planning, attention to cultural peculiarities, and the use of data logging and analysis technologies are the very components that make an event successful and visible in Dubai’s busy business calendar.
