Tips For Choosing The Right Event Staffing

When you plan an event, you create an experience. One of the most important aspects of this experience is the event staffing you plan to bring. After all, these individuals collectively represent the face of your event. In order to ensure participants will have a fantastic time at your next event, you must find the perfect hires to set the right mood. Following are some of the tips for choosing the right event staffing:


1. Ask Industry Experts for Recommendations

Consult with colleagues who can make you meet promising individuals or recommend you about job fairs or websites. If you are too overwhelmed to find the top talent you require, consider using a reputable staffing agency in Dubai.


2. Interview Thoroughly

Interview each candidate yourself, briefing them on the role and its responsibilities. If anyone doesn’t seem interested to do the task, just move on. If possible, arrange some form of group interaction to see how potential hires behave with each other.


3. Hire Staff that represents your brand image

Hire Staff

Event staffing helps you build new relationships with your potential clients. If you are willing to find those perfect people, you must open up a line of communication with them. The events staff you hire for your next conference have to do more than just smile and answering questions. Ask potential candidates how will they represent your brand, or what approach they would take to align your ideas.


4. Know their knowledge about the industry for which the event is being organized:

Undoubtedly events staff must have a presentable image but their knowledge also plays an important role. For example: If you are a mobile phone provider, then technical skills on the part of your events staff is a must. On the other hand, healthcare or cosmetic companies require other types of people. Seek those with expertise or certifications related to event responsibilities.


5. Always overbook your staff in order to avoid unpredictable situations

It is always wondering if your entire events staff arrive at your Dubai event on time, in good health and ready to go, but event planners know that rarely everything goes precisely as planned. Sourcing the right events staff may seem like a costly proposition,  but it’s always worth the spend to eliminate any worries you may have in case any unpredictable event happens, and you may end up with a shortage of staff. It is always far better to ensure your peace of mind by booking a few more staff than you actually need, as flat tires, transit delays, etc. may happen, in spite of the best of planning. Before the event, confirm attendance with your staff members, be updated with the local news and weather reports for any events that could hinder a strong turnout.


6.Do background checks:

Google each and every candidate you hire and check the results. Make sure there is nothing out of the ordinary. Also, view their social media profiles to ensure the way they represent themselves is true. You must ensure that their photos and credentials are verified & up to date, their educational degrees must also be genuine.


7. Incentivize your event staff

Everyone loves a treat! It is really important to make your staff feel valued to ensure a better experience for everyone. You can offer your events staff food right after the event, invite them to watch live entertainment off the clock. Show the team how much you admire their efforts by letting them meet with a noted speaker or get their own event gift bag. This gratitude of appreciation will mean a lot to your staff members and will boost team morale and loyalty.


8. Share your company & product information

After hiring events staff, it is mandatory to provide them the necessary information about your company background and product information. Doing so will keep your events staff well -informed and prepared to answer any questions.


9. Avoid hiring friends and family to staff your event.

This will make it harder to act as their boss and will decrease the professionalism of the entire events staff.


10. Consider Logistics

If a great candidate lives far from the venue, doesn’t have dependable transportation or is occupied with other responsibilities, he or she might not be the best fit for your event. However, if your event in Dubai is in an out-of-the-way place for most staff, consider arranging for transportation or other assistance.


Top 7 best practices to ensure safety at events

Safety at events always needs to be a top priority for event planners. A disrupted event leads to negative publicity. Security has actually become an event trend as more planners begin to place a heavier emphasis on safety. Being an event organizer or planner, an important part of your responsibility is making sure that everyone in attendance at your event is in a safe environment. With a large number of people gathered at events, it’s really important to be alerted from a security point of view. From threats, protests, mishaps to general emergencies, there are a lot of scopes to ruin your well-planned event. Don’t let it happen, follow few tips to ensure safety at events.


1. Choose a Responsible Venue

Choosing a responsible venue is the first step towards ensuring safety at events. You must always visit potential venues to check out the security facility with your own eyes. You must ask the following questions to the venue administrator: Are there sufficient emergency exits spaced out evenly? Is the building on par with local codes, & when was the last building inspection? Are there access points for paramedics to enter the premise? How about an emergency parking spot for a fire truck & police vehicles?

It is also important to answer the following questions:

  • Is your event unusual for the space or similar to those that have taken place in the past?
  • How can you ensure that such routes are both accessible and visible?
  • Will usual safety routes be compromised in any way by physical obstacles or lighting issues?

This may seem like a lot of questions, but you don’t ever want to compromise safety at events. Most of the event management companies in Dubai keep a note of all the nearest police station, hospital & fire department.

It is also essential to consider whether or not any large events will be concurrent with yours in the area that may impair exiting the larger city or town. Especially crowded areas can lead to additional safety concerns in terms of risk of attack and ease of large – scale evacuation.


2.Know your audience

For many events, the actual number of people attending fluctuates widely for many events. Those who plan to attend the whole time arrive late, or leave early can have a huge effect on the number of persons occupying your venue at any one time. It is essential to remember that an overcrowded venue can be as dangerous as an overt attack, making number-based planning critical. Make sure to answer the following questions to ensure safety at events:

  • Would unforeseen incidents like the blocked access ramps, the shutdown of elevators, or other issues leave disabled persons vulnerable and in need of extra assistance in the case of an emergency evacuation?
  • Will the people with mobility issues, including those with physical disabilities, the elderly, and children, be able to exit the venue independently?
  • Will any animals be present who may put crowds at risk if left unattended?
  • Will any guest be at particular risk of physical harm as a result of celebrity?
  • Is there a performer who may excite your crowd?
  • Is there content in any presentations (video, speaker, slideshow etc.) that is potentially divisive or likely to rile up your audience?
  • If food is provided, is there a plan in place for food service to avoid people rushing the table or forming unsafe queues?

Know your audience for safety at events

Before your event takes place, speak with all the planners to ensure that such issues are addressed and that a safe exit is guaranteed for all participants. Most of the event management companies worldwide including event planners in Dubai anticipate scheduled activities or presenters at the event that may generate particularly emotional or rowdy responses.

Dietary restrictions and food consumption is another area of concern with large events. Make sure that food offerings are clearly labeled, especially if you are aware of certain food allergies among event attendees.


3. Have a Backup Plan

You should have the mindset that anything that can go wrong will go wrong. This will make you prepared and ready to act accordingly in a worst case scenario. The way we do a lot of research to select the theme of an event, similarly we must also work on a contingency plan in case of any natural disaster or bomb threat? If guests have to be evacuated, then will you be able to organize it & keep attendees calm as they exit in an orderly fashion? In order to ensure safety at events, you must develop a security plan that outlines the steps to take in an emergency. For example: If a guest is injured, then the plan should include steps like calling an ambulance, locating a room for the injured guest while awaited with medical arrival. You must also make sure that the venue staff is well equipped to respond such a situation that involves dozens of injuries.


4. Know your Exit plan

Everyone involved in the planning of your event & crowd management on the day should also be briefed on contingency plans. This will ensure that guests can be guided from enclosed spaces without becoming panicked by a lack of direction. This type of traffic direction also ensures that crowds utilize efficient and clutter-free exit routes. Make sure to have the following two key components in place to ensure safety at events:

  • Clear instructions for staff on where and how to guide guests in the event of an emergency
  • Backup escape routes in case preferred exits are unusable

Such exit plans can be more widely disseminated through the use of certain print and electronic sources. An Incident Command System or ICS can greatly ease this process both in terms of planning, access, integration of resources, and ensuring a chain of command.

Know your Exit plans for safety at events


5. Hire a Security Firm

Some event organizers in Dubai hire their own security staff to ensure safety at events. However, higher profile events require security personnel from an actual security service. Having actual personnel complete in uniform and gear also sends a more imposing message to people who may think about crashing your event or acting unruly.

Much like picking out a venue, you should also be asking multiple questions when selecting a security firm for ensuring safety at events. Questions to ask should include:

  • Can they name an incident where their personnel had to act in an actual emergency?
  • Do members have experience using items like a metal scanner, zip cuffs, etc.?
  • Has the company ever been sued?
  • What kind of certification and training do personnel go through?
  • Who are some of the company’s previous clients?

While you may be providing private security for your event, it is often useful to keep in contact with emergency response services in the area. Such organizations can be immeasurable resources in terms of communicating potential safety issues, ensuring that their forces are properly staffed to deal with any potential issues, and even helping you remain in accordance with local ordinances.


6. Check Staff and Guest ID

Check Staff and Guest ID for safety at eventsYou must arrange a mechanism to verify anyone who enters the venue; that’s another great step to ensure safety at events. There should be a list of everyone that’s attending and cross them off as they register. If you have walk – ins, then there must be a speedy process for getting them verified. If you are handing out official name tags, ask that guests have them visible at all times. Staff should also not hesitate to approach occupants that don’t have a visible tag. You must also be ready to call in security personnel if a guest refuses to show verification.


7. Search all Bags

Apart from undergoing a metal scanning, another way to ensure security at events is to let the guests prepared to have their bags searched. Just before the event, be sure to inform guests that attendees will be subject to an inspection of their belongings. Searches & scans must be done by security rather than by your own staff.

Guests must be more willing to go along with the process if it is carried out by uniformed personnel. There should also be an area for tagging and storing contraband items and of course a well-defined process where guests can retrieve them once they leave.



8 Innovative Event Tech Trends In Dubai

As technology continues to connect people and engage them in valuable interactions, it’s a no surprising fact that the event industry has started leveraging experiential technology to facilitate greater attendee engagement. While UAE is constantly pushing itself to be the hub for the technology worldwide, event tech trends in Dubai is shaping the future of event planning. With the advanced event trends, Dubai event management companies are continually changing the perspective how the attendees are viewed. Event technology helps event planning companies in Dubai to view event crowd not as a passive audience but as engaged participants. Given are some of the biggest event tech trends in Dubai that are leading the way and making an impact on Event Industry:

  1. Real Time Event Management using Cloud based software:

Social media has integrated into our lives deeply and with that everyone has an open platform, to communicate their experiences. Because of this, corporate event management companies in Dubai have become more concerned about attendee satisfaction than ever before. Attendee satisfaction is the reflection of how valuable, well-planned and managed an event is.

Radio frequency identification technology & beacons technology make it easy to collect attendee data in real-time and event production companies in Dubai can adjust to traffic patterns and more.  Event management software that is cloud based and mobile friendly is a new event tech trend in Dubai ensuring that changes can be made on the fly and viewed by those essential to the planning and implementation. This allows event planners to seamlessly plan their event & make sure nothing falls through the cracks or gets miscommunicated.

Adapting & making the necessary changes in real-time allows for a more seamless, positive experience for attendees. Ideally, innovative event planners utilize web-based event management software that can be used on many devices and in collaboration with people in real-time.

  1. Digital Swag Bags

As the green movement is taking a strong hold on the events industry, event management companies in Dubai are trying to find ways to reduce waste during their event. One of the most efficient & economical ways to reduce waste is to eliminate the traditional event swag bag and replace it with a digital swag bag. Rather than carrying a heavy bag throughout the event, attendees will receive a digital swag bag via email, text, app or a link on your site. Not only this option is green, but by being digital, it is also measurable. Attendees must be compelled to take advantage of the offers, view the content and so on. When the contents of the bag are targeted and marketed correctly, the exhibitors and sponsors will see a return. There is a strong opportunity to immerse the attendees in an experience and engage them in interactions; that can live on social media long after the event is over.

  1. Crowd Streaming

Live streaming is another event tech trend in Dubai.  Social media based live streaming has introduced “crowd streaming.” No longer event attendees need expensive software and equipment to broadcast their experiences at events. All event attendees require is to merely have a smartphone to share their experiences in real time. Apps like Periscope and social media features such as Facebook Live put the power of live streaming into the hands of your event attendees. The organic feeling of personal live streams opens the door for more interested and engaged viewers. Open up the spotlight on your events this year and encourage crowd streaming.


Crowd streaming

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  1. Email & Marketing automation

Email…really? Yes, it is! With social networks’ growth slowing (even declining) and the rise of messaging apps (which are hard to use as a marketing tool), email is once again being seen as a new event tech trend in Dubai to be the part of any organizers’ promotional plan. What can really make it stand out is to use it in conjunction with marketing automation software like Hubspot, Marketo, Pardot, and Eloqua. Marketing automation enables you to send more personalized, relevant and effective emails to prospective attendees, giving you the technology to move away from spammy broadcast email practices, towards a more value-led approach.

  1. Wearable Technology

Event marketers are always looking for new ways to upgrade experiences & measure their impact. And these days, wearable technology is quickly becoming one of the most innovative event tech trends in Dubai. From Fitbits and smart glasses to wristbands and even tracking devices, wearable technology has the power to do everything from providing biometric data on attendees during an event to reducing time spent waiting in line. If you have an event marketing goal, chances are there is a wearable that will help you achieve it.  A recent study estimates the wearable market will be worth $34 billion by 2020.

Wearable Sports Tech watch
Wearable Sports Tech watch

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Here are four of the latest wearable technology options and their potential uses at events.

  • Snapchat Spectacles

The smart glasses, which look more like a colorful pair of shades, allow the wearer to capture memories from their personal perspective.

  • Oculus Touch

The devices intuitively mirror the user’s hand gestures, helping to further immerse them in the virtual world. What gives them an edge is their ability to detect the smallest hand movement, right down to pointing a finger or giving the thumbs up sign.

  • The Camo Collective

From fitness experiences to outdoor events and beyond, items from the Camo Collective have the ability to provide consumers with seamless, tech-driven experiences without the need for bulky equipment or how-to tutorials.

  • Intel Curie Module

The devices measure heart rate and variability, brain wave activity and include a microphone to monitor breathing rates. Combined, the setup offers real-time feedback on the wearer’s stress levels.

  1. Facial Recognition Tool

Facial recognition tool is another event tech trend in Dubai that provides flexible biometric verification. It is a powerful technology being used by corporate event management companies in Dubai serving a broad spectrum of security applications. Facial recognition software has the ability to help detect threats more efficiently than relying on standard video surveillance and security personnel. Facial recognition software is able to determine the moods of event attendees as well as cross-referencing faces with criminal databases, looking for signs of potential dangers to your event.  Face scanning biometric tech is incredibly versatile and this is reflected in its wide range of potential applications.


Facial Recognition Tool
Facial Recognition Tool

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  1. Virtual Reality

No matter what theme Event Management Companies in Dubai are choosing, Virtual Reality is another relatively new form of technology that can change the future of events. Virtual information booths are a new event tech trend in Dubai, mostly found at meetings and conferences. Virtual reality is a three dimensional, completely computer generated environment. Usually, users need to wear a Virtual Reality headset & may also need compatible gloves or handsets to be able to effectively interact with this world. The virtual event space brings plenty of opportunity for co-branding and partnerships. A deeper level of immersion can bring a deeper level of engagement. Subsequently, this leads to lots of opportunities for sponsorship and branding. The ability to live stream VR content straight to viewers’ social feeds also makes it easier for that branding to reach a broader audience in real-time. VR is a perfect way to up attendee engagement during event ceremonies.

  1. Augmented Reality

Augmented reality is another event tech trend in Dubai different from virtual reality. Rather than transforming the user’s world entirely, it alters particular aspects of the environment they are already in.  Augmented reality is the combination of both computer generated elements as well as the reality to create an augmented world. With augmented reality, viewers interact with computer generated overlays as they move within the real world.



Tips for choosing right Event Theme in Dubai

Dubai always experiences an calendar filled with events all year around. The city receives several thousand visitors from every corner of the world.  Whether you are a corporate event planner or an administrative person, the basics of event planning require you to have strong organizational, communication, and documentation skills. Above all, you must be really peculiar about picking up right event theme in Dubai for your next conference or a meeting. The theme is the first impression people will get when they see your event. It offers a condensed version of what you are interested in accomplishing.  You must consider given points for choosing right event themes in Dubai:

1. Consider your Target Audiences age, demographics, designations & industry

 Before deciding event theme in Dubai for your next conference, you need to analyze who is going to be attending this event – Employees along with their families, Investors/Donors, Stakeholders. What’s the age range of the guest lists? Is majority of visitors coming from Europe, India, Africa or are local based. What’s the working background of the visitors – Are they belonging to IT industry, Medical industry, Electronic Industry or Entertainment Industry. Think what would be relevant to them.

In past if you have organized events and you had invited same set of audience, then it is the right time to review their feedback given last time, analyze what worked and what didn’t from previous year’s themes, on the basis of this scrutiny, decide your next event theme in Dubai.

2. Event Theme should be in sync with the content of the event

Many internal company events have two overarching purposes: Build company culture & Increase employee engagement. On the other side, external corporate events almost always have a branding or a marketing purpose. If you are organizing an event to open up new doors for your business through push brand messaging or gained sales leads, then your event theme should be selected accordingly – It must be engaging, attractive yet professional. However if you are running a charity event where you want to emphasize on the mission of the organization it supports, then your event theme in Dubai should subtly evoke these messages. Don’t derail your event’s purpose by selecting an unrelated or worse conflicting theme. Promo Events is one of the premier event management companies in Dubai that can help you select best themes for your next event. In past, Promo Events has executed flawless events for some of the most branded clients.

 Make sure that the message of the event should be easily incorporated into whatever theme you choose.  Are you rewarding your employees for a great sales year? Are you hosting a golf tournament for prospective investors? Are you launching a new product? All of these things need to be taken into consideration as you choose your event theme in Dubai.

Event Theme in Dubai for VPS-Penn

3. Stick to the budget

One of the main deciding factors when it comes to selecting an event theme in Dubai is money.

Events can be expensive, and themes often heavily depend on budget. Consider how your choice will affect other event details. For instance: if you are planning a futuristic party, people may expect robots. Robots are expensive. For a safari party in Dubai, your attendees may expect real animals.

If you are attempting to organize an event on a shoestring, there is no point trying to pull off a lavish Monte Carlo-themed event with a black tie dress code, champagne fountain and late night casino. Be realistic about what your budget is and take it into account when drawing up a shortlist of ideas. Everyone is willing to organize successful extravagant events that guests continue to gossip about afterward. However you need to check out your budget before selecting any of the event themes, many companies just don’t have that kind of budget. When choosing an event theme in Dubai, be realistic about what you can afford.

4.Check out the latest trends

One good potential source for theme ideas is to look at what is popular while you are planning your event. This could be a particular film which is breaking box office records or a color scheme straight off the catwalk. Choosing a trendy event theme in Dubai will make the event seem up-to-date and current.

Here are some of the famous corporate event themes in Dubai:


#1. Masquerade

This is a famous theme for all kinds of events. You can arrange everything in your reception to resemble an en grande masquerade hall filled with elegant lighting and royal drapes. You can also ask your guests to bring a mask or two (minus the ballgowns).

 #2. Jack Daniels Theme

This theme is good if you have a keen eye for small details and you are willing to use props to really engage your guests. You can design the venue with bar signs, wooden tables, and some wine barrels for chairs and bring in a great rock or blues band.

#3. Aviation Theme

Your guests don’t really have to dress up as pilots for this one, although you can get the service crew to wear steward and stewardess outfits.

#4. Workshop Theme

The workshop event theme in Dubai is tough, brooding and atmospheric. So, if your event goal revolves around this theme, then definitely the workshop theme must be your best option.

#5. Quay/Seafood Theme

If you can’t bring your guests to a tropical gateway for your event, why not choose a venue overlooking the sea. A boat or river cruise venue is even better if you want to give your guests that vacation feeling. Top it off by serving sea foods and tropical drinks.

#6. Under the Sea

By choosing a variety of deep blues for your décor & food items, this nautical theme can really bring the sea to life. Table centerpieces consisting balloons in the shape of dolphins or arranged seashells and other sea creatures create a stunning atmosphere. Some of the Caribbean gala dinners are even held at aquariums, so that guests can also enjoy the beauty of the ocean.

#7. Black and White Formal

The black & white formal theme allows a great scope of creativity to be implemented, as the only constants are the contrasting colors. Mixing these colors is relatively simple and centerpieces, tablecloths and artwork in these colors are relatively easy to find. Event planners can use dim white lighting to set the mood, and black tablecloths and streamers to create a unique atmosphere.

Event Theme in Dubai for Forbes

5. Choose the right color combination

One of the simplest event themes in Dubai you can choose is a color scheme. A black and white ball oozes sophistication and glamour, while red and green are perfect for a Christmas party. They are also ideal for charity fundraisers if the good cause is already associated with a particular hue. A color theme gives you a great starting point when thinking about decorations for the venue, dress code and even the catering.


Make theme colour match your event objectives:

White:  It creates a sense of space, so consider draping a small or dark room in white. It represents purity, cleanliness and innocence.

Black: This color is appropriate color for high – end, black tie events. It represents sophistication, power, and elegance; in some cultures it represents life or rebirth.

Red: One can select its event theme in Dubai in Red color as it is the most attention grabbing color that represents excitement, passion, intensity and strong emotions.

Orange: This color creates a playful environment for your guests. It is a great color to use at a fundraiser, especially in a silent auction area. This color represents vibrancy, energy, and excitement.

Yellow: This color increases the metabolism, so it’s a good choice for a breakfast meeting or brunch event. This color is probably best to use with another color or as an accent and should not be used as a major backdrop.

Green: It’s a natural, healthy & a tranquil color that creates a calming effect, it relieves stress and helps heal.

Blue: It’s a perfect color to use for a business meeting or a corporate team training function. It signifies peace, trust, loyalty. It is a popular and a neutral color on a global level. It lowers pulse rate, body temperature and creates productivity.

Purple: This color can be used in creating special effects with lighting, royalty, wisdom, wealth. It is an exotic color that is associated with luxury and extravagance, but it also signifies a spiritual connection; For example: This color can be used when designing a VIP lounge area.

Event Theme in Dubai

6. Weigh Other Event Elements – Caterings, Giveaways, Graphic Representation with the selected theme

The event theme in Dubai should influence everything from your meeting logo to your catering & snacks. Event attendees must be able to glance at components & collateral in a large conference center with multiple conferences occurring at once and know which ones are yours merely by scanning. Your conference theme must be matchable with all visual aspects of your event including logos, apparel, giveaways, and other graphic representations of your event.

7. Link your event with the season

Depending on what time of the year your event is being held, you must link your event theme in Dubai with the season. Christmas, Easter, Eid, Diwali and Halloween are always popular themes you can select if your event is going to be held around these festivals.

Top 10 Reason To Hire a Event Management Company for your MICE

Hiring an event management company for your next MICE conference could end up saving you several days of stress! MICE tourism is nothing but business tourism. MICE tourism presents ultimate opportunities for business development, whether it’s an informal conversation with old partners, meetings with prospective investors, introduction to new technologies or information exchange.

MICE are usually affiliated with large corporate agencies; they must hire an event management company if they want their MICE Tourism to take place in the most standardized way, here are the reasons why:

1. Better choices of location

Fabulous locations are most important to consider during MICE planning than anything else. By hiring one of the best event management companies for MICE, you get better choices of locations to conduct MICE meetings while you might just have idea of 2-3 locations.

Event management companies understand your purpose behind conducting MICE tour i.e. whether you want to organize corporate conferences for extended period of days or the trip is planned as a reward or training for employees or want to organize cultural & sporting events, trade shows & exhibitions.

After understanding the broader purpose of conference, further they analyze the theme & topic on which your well-planned agenda is centered. Then, finally important details like venues, potential experiences, off-site excursions and memorable dining possibilities are decided.

For example: If you are planning a conference, seminar, staff incentive program or want to participate in an exhibition, then Dubai can be your best MICE location. However, if you are willing to pamper your employees with best tourism incentives, then you can definitely think of India, from the icy Himalayas to the tropical islands and from barren  deserts to desolate jungles it is a world in itself. India is also popular for yoga & ayurvedic centers, health club & herbal spa facilities.

Promoevents: Hire an Event company for MICE

2.Cost Advantage

Planning a tour by own can be bit expensive, particularly if yours is a large group. Generally the company managers are not aware of prevailing rates in terms of hotels, logistics, sightseeing etc. while event management specialists do this on a daily basis, they have good contacts and that’s why can suggest destinations within your budget. They possess good negotiable skills and therefore can manage the MICE tour smartly, you will be saved from the arrangement headaches and can concentrate on other important things.

Promo Events offer customized MICE tourism at a budget most suitable to you whether you are planning for a tourism event in your own country, Dubai, India or any other peninsular country like Singapore.

3.Hotel bookings

Generally, MICE tourism is meant to incentivize more than to educate employees or do serious business talks. Booking the right hotel is important in such a a scenario, you must hire an event management company for MICE tour planning. They understand your purpose behind meet, the number of attendees and ofcourse the budget, the event management companies book the resorts/hotels in advance and ensure that when the team arrives no time is wasted in doing formalities & they rather move towards their respective rooms peacefully and start getting the vibes of upcoming fun.

4.Food arrangements

Hiring an event management company is important for your MICE because it can plan food arrangement systematically as per attendee’s choice. They inform venue people about the choices of people, how many are non-vegetarian,  eggitarian or pure vegetarian. How many take drinks, also categorically what drinks. What’s the choice of food – Chinese, South Indian, North Indian, Thai, Continental, Japanese etc.  The MICE planners set the menu for each day with variety, handling by own becomes a tedious task.

Hire an Event Company for your MICE with excellent food arrangements

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5.Manage Logistics

An event management company helps you in managing logistics for your upcoming tourism.  It arranges transportation facilities like picking you from airports, dropping you to the conference/event venues, taking you to other sightseeing locations.

They are expert in understanding traffic flow of the decided city and hence make route planning effectively.  They ensure that only those bus/taxi vendors should be hired that have satisfactory safety records, meet federal & state operational requirements. You must hire an event management company for MICE tourism as it also helps you in negotiating best rate on your behalf. Coordinating with local authorities for necessary permits, requesting police assistance for special events, and understanding local laws that may have an impact, are being taken care by Event management companies. A good event management company offers One-stop shopping for all types of transportation, from shuttles and airport transfers to special event and VIP transportation.

Take a glimpse, when & where transportation facilities can help you out during MICE planning

  1. Airport to Hotel on 1st day
  2. Hotel to MICE event venues
  3. Venues to various site visit spots
  4. Hotel to different attractions
  5. Hotel to client’s office if needed
  6. Hotel to central business district
  7. Hotel to airport on last day of the tour

6.Better Delegate Experience

Delegate experience is the crucial part of any MICE tourism. Event management companies make arrangements by anticipating general & specific needs of the intended audience during complete tour. They help in arranging special amenities for elderly people and physically challenged people as well.

By hiring event management companies for MICE, you can think of arranging emotionally intelligent events spaces such as recreational rooms, sensory lounges and experience zones facilitating greater partnerships. Event management companies can create all possible arrangements including rooms with movable partitions and furniture, or extensions onto a rooftop venue gardens, rooms with views, or an entirely out-of-the-ordinary locale.

A conference is meant to take delegates outside of their regular office routines, that’s what event management companies take care of.  They provide clients a healthy menu options, mineral water, access to gyms, yoga classes and fresh outdoor air. Guests should be able to select activities, talks, meetings, and spa sessions in advance to customize their ultimate conference experience and create the journey that suits each individual.

Promo Events MICE planning is done in such a way that can boost work-life equilibrium and  make a distinct mark in the industry. At Promo Events UAE., we have handled some of the largest MICE and Tourism events and have executed them to perfection.

7.Conference Support

Organizing conferences in a different city is not an easy task. There are many things that are too difficult to be managed by own. In such situations, event management companies play a great role.

Event Management Companies offer complete event planning services that can be customized to fit your needs and budget. Specialized event organizers have decades of experience in handling all the details that make your event memorable and seem effortless to your guests! From registration management to A/V equipment & support, a specialized event management company can manage all. Event planning experts work closely with the client to design an event that reflects the client’s vision of the gathering and meets the event’s objective. Clients hire event planners to plan all aspects of the event, including related details and action items, and to see that event go through in a hassle-free manner until its completion.

Conference planning include the following:

  • Selecting an overall theme for the event
  • Developing a budget
  • Selecting a venue
  • Negotiating hotel contracts
  • Hring outside vendors
  • Planning the menu
  • Hiring a caterer
  • Arranging for guest speakers or entertainment
  • Coordinating transportation
  • Choosing the color scheme
  • Developing invitations

By hiring event management companies for MICE, you can create informal areas with comfortable, even movable, seating or simply take the weight off your feet while you enjoy your takeaway coffee. Instead of the usual, theatre-style seating and the often uncomfortable, venue-supplied furniture, conference planners can bring in clustered seating, or even sofas.

8. Better Understanding of  Local flavor

Event management companies have huge experience in arranging MICE tourism for various clients belonging to different industries in different cities. This results in maintaining good networks with local people. They easily understand their lifestyle, common slangs, culture and mindset. That’s why hiring an event management company for MICE is definitely a wise move as that can work as the best local partner for you. With event management companies, your MICE tour is planned smoothly, saving your precious time, money & avoid any frustration creeping in between of MICE tour.

9.Sightseeing Planning

When you plan a MICE tour,  it’s not only conferences or conventions for which you take your guests to a different destination, but it’s also about taking your guests for sightseeing everyday just after finishing up conferences or conventions. An event management company create a list of all the tourist destinations to be covered on a daily basis.

They do prior research before taking the guests to the destination, they note the timings of different places, make prior bookings, update about the specific clothing to be worn for specific places. For ex: In Dubai, if you are planning to go Jumeirah Mosque, then the hands of ladies must be covered fully.

Promo Events arrange complete sightseeing requirement professionally, they have been successfully doing this as a chore and have won trust of many high profile clients. Their extensive sitesseing planning has won us many accolades from clients world over.

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Hire an Event Company for your MICE including sightseeing packages 10.Arrange Photography sessions

Event Specialists also arrange photographers during the complete tour. Photographers take images from conferences to sightseeing to hotel chilling.  Later on, the photographs can be used for business purpose. Event planners make sure that copies of all the photographs are sent to all the guests once the tour gets finished to treasure the memory of an awesome trip forever.


These days Dubai is considered as an ultimate destination for planning MICE. It is a unique destination combining variety of first-class hotels, excellent infrastructure, shopping, dining and entertainment facilities. This vivacious city brings together the highest standards of comfort and convenience with the traditional adventure of Arabia. From vast deserts to the towering skyscrapers and to the bustling souls, Dubai is an ideal location for any business event.




10 key Event Trends in 2017

New Year is not only the time to reflect on the past year and recall about the wonderful new people we met and experiences we had, no matter bad or good, but it’s also time to look forward to the NEW YEAR and check out what’s NEW it has in store for us. The Event Industry in 2017 is also likely to witness changes as these new event trends catch up with event managers in 2017

Here is our compilation of key event trends that are likely to be top of mind with event managers in 2017.

1.Increased use of Data Capture Tools

One of the key event trends would be the increased use of data capture tools .As technology continues to grow and evolve, it will be considered as a primary requirement for event of the future. It will serve as an important tool to collect quantifiable data. The data will become a driving force for increasing ticket sales and sponsorship.

From an event planning perspective, the ideal technology solution would handle all the technological needs – booking meeting space, planning event logistics, developing an event website, housing, online registration, travel, marketing and exhibition management. A single solution would be easier to buy, to learn, to manage, to extract and utilize the data collected. Definitely, in 2017 mobiles will dominate internet for browsing event websites or purchasing online tickets.

 In addition, there has been recent event trends – a veritable explosion of event data sources including:

  • · Easy mobile polling and surveys
  • · Measurement of dwell times (how long and which exhibition booths and sessions attendees spend their time)
  • · Social media sentiment analysis
  • ·Attendee influence analytics
  • ·Mobile event apps (where every touch is trackable)

·Beacon technology (both fixed and wearable – where every movement can be trackable), with state-of-the-art cloud-based systems and robust, well-documented API’s will be possible to collect and to analyze data from a myriad of sources. As cloud-based systems get more powerful every year, big data tools are opening a new world of predictive analytics that can have huge impacts on events. In addition, machine learning and artificial intelligence (AI) tools will be more powerful, helping to sort through the blizzard of data.

2.Use of Virtual Reality will be a key event trend

One of the key event trends that will continue to evolve in the years to come will be virtual reality. We will most likely start to see virtual attendance tickets becoming available and the most exciting part is that one would not need expensive head gear to participate. This will extend the audience and revenue streams for future events. Sponsors will also be maximizing on this platform with branded environments and tours. Furthermore, it will be a great tool for event professionals to create room designs and layouts with clients during planning stages of an event. Innumerable destinations and hotels are already moving to VR to deliver event attendees and others the most realistic site inspection.

Use of mobile will be a key event trend in 2017

3.Live Streaming

According to Digitell, 30% of people who watch a livestream of an event attend the same event in the following year. Video content will be on the rise and new tools will make it easier than ever for event professionals to get involved.

Social Media networks like Facebook, Snapchat and Instagram will empower attendees to share their experiences with live videos. We may also see more live video streaming as a key event trend as we head into 2017. Furthermore, events will continue to provide share-worthy backdrops designed specifically for attendees to take selfies and live videos to post on their social networks. In 2017 we should see an increase in the use of Facebook Live – giving event professionals the opportunity to broadcast live event video to their existing audience. Most events will have a larger presence on Facebook than Twitter, so this presents a new way of connecting with fans. Instagram has also confirmed that they are working on a live video feature. Will Snapchat still be a platform to implement for events in 2017? Absolutely, if your event targets a youth audience. Live video will be the future of content.

Live streaming will be a key event trend in the years to come

4.Off- Site Conferencing

Gone are the days when conference centers and expo halls were much in limelight. Industry professionals are already seeing a rise in requests for a unique space outside conventional venues. From wine distilleries to airplane hangars, the key event trends of 2017 will see event managers exploring venues of that are ordinary yet distinctive.

Event specialists have confirmed that when people attend offsite meetings, they are not distracted and are more fully engaged. Taking meetings offsite is important to consider when you are making strategic decision, or want to promote brainstorming. When conferencing happens in a room with fixed dimensions, people tend to take the same seat and stare out the same window. By moving your meeting to an offsite location, you lift some of these barriers that stifle creativity. Offsite venues also enable employees to smash their office personality and relate to one another in different ways that generate meaningful and creative ideas.

Offsite meetings and conferences will be a key event trend

5.Conferences paired with vacation time

Event participants are not mere corporate machines who just take interest in discussing about business matters, even they love to socialize, want to make new friends, desire to spend good time with other delegates and wish to form new & healthy relationships. Surely, 2017 will not be about attending monotonous conferences and bragging about unpredictable economic environment but this time would be leveraged at its best to plan vacations.

Business travelers would love to break shackles of board rooms and talking about business forecasts but would also love to eat good food and visit luxury spas. The event organizers understand that conferences paired with vacation time nurtures good networks and rapport that may stay for longer period of time and can bring better benefits to all. Events will no longer be about having a pen on hand or business card to be exchanged with attendees, but rather giving them something that will mesmerize their in-the-moment experience and later continue to connect emotion with the event/brand. From among all the key event trends this one is likely to find the best flavor in an increasingly overworked population.

Holiday conferences will continue to grow as a key event plan

6.Vintage Designs 

Rustic design will make a comeback.Edison bulb lighting, wooden furniture and natural decor will take its way into our events, there would no more space to fancy and larger than life designs, rather people would love exotic outlook. Designing an event in 2017 would be all about ditching mass production, and making each guest feel special.

Vintage designs in Event Industry

7.More leisure activities

In the recent past, most people who attended an event, exercised or practiced yoga or aerobics in their free time. But in 2016, we saw more and more events incorporating leisure activities into the schedule & event trends in  2017 will see this blossom even more. This would be a wonderful thing, as these interludes will not only provide “brain breaks” for attendees but also provide them a chance to interact with each other in more relaxed environments where they can recharge themselves.

Event breakouts

8.Facial recognition, biometrics and sentiment analysis

 Technology has developed to the point where face recognition systems can determine attendees’ ethnicity, mood, gender, approximate age, and even specific individuals in a photo database. Postings on social media can be analyzed for sentiment analysis as well. We will see these tools used at events and exhibitions to measure engagement, demographics, and even spot potential troublemakers.

Facial recognition will be used to identify event attendees

9.Introduce Chill Zones

As we have become more aware of our need to slow down, practice mindfulness and be present in our daily lives. We can expect to come across more ‘chill zones’ at events. An area to sit, relax and meditate. We will also see rise in speeches and presentations that echo the need for clarity and silence of the mind. In this new era, well-being at events will be the focus. Instead of trending colors, pastel colors will be more be into picture. People would be offered healthy organic drinks, rather than providing alcoholic options.

Event execution will involve having relaxation techniques

10.Emotional Connection with local flavor

Another way to boost the attendee’s experience will be usage of local aspects such as locations, cultures and even cuisines, to evoke an emotional connection to the event. By creating an authentic and memorable experience, brands will find a home in people’s consciousness.

Event Destination in Dubai

Dubai will definitely be most preferred destination in 2017 to organize events especially when it’s about food and hospitality events. Due to outstanding facilities, services at Dubai Hotels, more and more delegates would show keen interest to visit this multicultural city. Surely, Dubai will be the destination for all those extended seminars coupled with MICE tourism.