Dubai is the destination for many, not just for holidays but also for many other events. Planning an event in Dubai can be most beneficial decision one can ever make as Dubai event planners have the capability to organise super quality seminars/concerts that attract delegates. From a small trading port to a flourishing business city, the metamorphosis of Dubai has been spectacularly unbelievable. A place that has the best of everything. This metropolis offers one of the most striking architectures in the world, sand-dunes and a beach life to complete the experience of Middle East.
Organising a conference from the initial status requires a tremendous amount of forethought and data gathering. By following given steps for planning an event in Dubai, you can definitely organize your next event successfully.
Step # 1. Determine your Budget:
As we know Dubai is all about experiencing extravaganza and luxury, so firstly you need to analyze how much can you invest in launching an event in city like Dubai. Don’t just estimate a budget number; actually break down your proposed budget into categories and determine exactly how much your company or group can spend on facilities, catering, printouts, and even “small” items like lanyards and name tags.
You need to get an estimated budget for various elements, right from the venue charges to décor, from food to stage arrangements and any additional requirements, is crucial.
While planning an event in Dubai, don’t forget to add a contingency line; your event is probably going to cost more than you expect, and building contingency into your budget ensures you don’t accidentally overspend.
Step # 2. Understand your audience and accordingly get the blue print design done
As you begin planning an event in Dubai, ask yourself “what does your audience expect out of this event?” Remember, if your guests are local people, then you need to take time to research about Dubai audience. Understand what your audience is looking forward to learn, when the audience leaves the seminar, they would be able to incorporate their learning at their workplace. While planning an event in Dubai, especially networking event, make sure you include plenty of time for audience members to interact with one another. Basis your agenda and audience, you have to guide your Graphic Designer to make the blueprint of event.
You can build a substantial list of potential attendees by doing some homework first. Here is a great post on finding your audience through LinkedIn, the biggest B2B online social networking platform.
Step # 3. Obtain a team
While planning an event in Dubai, you need to have team effort to handle all of the minute details. Consider identifying one key Event Manager as well as individual Chairpersons for subcommittees, such as:
- Venue management
- Volunteer management
When you plan an event in Dubai, you must also hire presenters to do the actual teaching and talking. Sometimes there is someone in your own office or within your corporate relationship who is perfect for the presenting job, otherwise you might need to turn to third-party sources to hire your presenter. Look for someone who is engaging & who can speak expertly on the assigned topic in an entertaining manner.
Step # 4. Set the date
When you plan an event in Dubai, you will find that the date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following before firming up your date:
- Give yourself enough time! Ideally, you should have 4-6 months to plan
- Be aware of statutory & religious holidays in Dubai
- Check dates with key participants – E.x – Speakers, Presenters, VIP Guests, etc.
Step # 5. Select a venue
Any event management company in Dubai can help you out in searching appropriate venue based on your goals and objectives, but only the best event organizers in Dubai like Promo Events will be able to show you true gems of locations. The venue plays a pivotal role while planning an event in Dubai. The foundation for the event can determine future of the event. The event venue requirements vary depending upon the event type and size. If the event is going to be a combination of a gala dinner, a product launch, a concert or business conference – Dubai International Convention and Exhibition Centre serves as a multi-purpose venue.
You can also find innumerable exotic resorts in Dubai like Radisson Blu, Hilton Fujairah Resort, Fujairah Rotana Resort & Spa, Marjan Resort & Spa, Cove Rotana Resort, Danat Al Ain Resort Hotel and Asfar Resorts at famous places –Fujairah, Ras Al Khaimah & Al Ain . They all have good guest hospitality, thematic décor, food & a great atmosphere to enjoy your event in the most relaxed way.
In summer months, you can plan your event in luxury hotels like Dubai Polo & Equestrain Club, The Address Montgomerie Dubai, Bab Al Shams, Atlantis The Palm Hotel, The Crowne Plaza, Conrad Dubai, Armani Hotel, Dubai and The Ritz Carlton Dubai.
In some cases, you can even use your office’s conference facilities for your meeting. However, if you are planning a larger event that will not fit into your existing conference space, you will need to select and confirm another venue. Many venues are booked months in advance, so secure your venue as soon as possible.
Don’t forget to consider factors such as location, parking, and offered amenities before making your final decision.
Step # 6. Hire all required equipment’s, furniture, finalise caterers & get arrangements for customised gifts for participants
Events do not happen on their own, you need to hire required equipment’s & furniture to make it done. If your venue can’t provide everything you require for the event, & you need bespoke items such as branded banners, then you will need to search an external supplier to hire additional equipment’s and tools.
You will also be required to make arrangements for caterers, printers, audio/visual equipment companies, banner designers, and a host of other staff and suppliers to get the job done. While planning an event in Dubai, you are also required to consider other important things in context of hospitality – whether coffee should be served when guests arrive or tea? Will lunch be served – Would it be local based – Dubai Special Food or any other cuisine? Will each guest receive a complimentary pen, mug, diary or other corporate swag? The more items you include in your event, the more suppliers you will need to secure.
Step # 7. Source your entertainment/Make Travel Arrangements
Whether you opt for a series of keynote speakers, a line-up of Dubai live bands, or you simply want to play some music in the background while your event takes place or you want to organize Dubai Special Arabic/Belly Dance, you will need to plan this as early in the process as possible.
While planning an event in Dubai, if you would need to book a live performer or speaker, you will also need to take their notice period into consideration. While some may only need a few weeks’ notice, others may require to be booked months in advance, so choosing who will provide the entertainment is something you don’t want to leave until the last minute. You must also look for premier event management companies in Dubai which can provide MICE services for the event. You can approach Promo Events for this, one of the experienced event planners in Dubai for MICE tours.
Step # 8. Brand Your Event
If you want your event to stand out, you need to choose a timely and compelling theme that sets you apart from your competition. This means that while planning an event in Dubai, you need to come up with a dynamic overall theme and you need to take great care with the name you want to choose – since it can be a key attention-getter, especially in online media.
- Choose a Brainstorming name for event:Think about a unique name different from events happening in your sector. Also, think what is the name conveying through this event.
- Create a Tagline:Once you decide a name, also try to craft a catchy tagline – a short & crisp memorable branding slogan that describes the event.
- Design a Logo:The final step will be having a logo created to represent your event. A logo can be an effective branding tool – offering immediate recognition of your event in all of your publicity and promo items (e.x., T – shirts, Sippers, Bags, etc.)
Publicity is an important thing to include while planning an event in Dubai. Event promotion starts with the initial notice or a specific page on your website, note in your newsletter or an email to save the date, and then builds to include online and off-line publicity, media relations and on-going outreach to encourage registration. And no plan is complete without the post-event thank-you’s, sponsor acknowledgements and articles about the event’s key messages or fundraising success.
Step # 9. Manage Administrative Process – Registration, Invite Speakers, Notify Attendies & Establish Sponsorships, Book Photographers
You need to be on your toes while keeping track of your planning, registration, budget, guest and speakers lists. You must also search for organizations that can partner with you or you can call for sponsorships to defray costs and increase potential participation. When you involve other people or groups in your event, they have a stake in helping spread the word and making the event a success.
While planning an event in Dubai, you can partner with corporate sponsors to fund a portion of the event. Whereas partnering with community organizations in Dubai might be able to offer a venue and/or assistance with organizing or staffing an event.
Step # 10. Pre-Planning
Dubai event agencies are best at pre-planning. In order to avoid last minute hiccups, it’s best to have everything jotted down in a plan. Precaution is better than cure. Make notes of everything including scripts to prevent any mishaps and help result in making the event a big success. Dubai is a very convenient place and you can get just about anything up to the very last minute, so having a little bit of assistance in knowing where to get what from will definitely keep you more calm during the event.
Step # 11. Set timeline for the Event Day
Once you get secured with speakers, venue, & suppliers, you need to think seriously about the event schedule. Having a definite timeline is equally essential & will almost tell if the event is going to be successful or not? You need to clearly define priority of work, so that events can run smoothly.
While planning an event in Dubai, a little bit of homework is essential to eradicate obstacles to last minute necessity.
You must draft out the overall arc of the day while planning an event in Dubai
- When guests will arrive?
- When the session will start?
- How many and of what duration and of what time, breaks will occur?
- When meals or refreshments will be served?
- When the event will end?
Then, work with your corporate client and your selected speaker to plan the smaller details of the day. For instance: How long will the first session run before there is a breakout activity? Ideally, you should change focus every 20 minutes – from lecture to breakout, or from lecture to Q & A, since this is generally the length at which people can focus their attention before needing to recharge.
While planning an event in Dubai, don’t forget to send your schedule to the attendees well in advance.
Step 12 # Confirm all details before the event
You will be surprised to know how many miscommunications can happen before a major event. While planning an event in Dubai, always re-confirm numbers and details with your clients, venue and suppliers a few days before the event occurs. Check function space 1 hour in advance. That way, you can make sure that there aren’t any surprises. This also includes confirming registration processes and details; many new event planners forget about this important part of the event, which often sets the tone for the entire day. Check out what kind of contacts you will be required to be ready when you plan an event in Dubai:
b. Sound System
d. Stage Decor
e. Seating & Carpeting arranagements
f. Stalls & food arrangements
Step 13 # Evaluate Event Success
One good way of getting feedback is through feedback form. To make sure that your clients give you feedback, make the feedback form part of your Exit pass form.
To get feedback from guests, make feedback form part of your gift voucher. A guest can redeem the gift voucher only when he/she fills the feedback form and give it back to an attendant. These tactics are required to get feedback, as people are generally reluctant to give any feedback in writing.