How To Plan The Perfect Corporate Event In Dubai!

This 9-step guide to planning an attractive and successful corporate event in the Dubai is meant to serve as an overview of the general steps taken in planning any large event, and shouldn’t be considered comprehensive on the matter. Each individual event will have its own variables that affect the overall outcome.

9 Steps To Get You Started On Corporate Event Planning In Dubai

1.     Start By Developing Your Goals And Objectives

The first step in the process is to determine what the event’s goals and objectives are going to be. This step is the most crucial since it develops the basis for all the activities that will follow.

Get in touch with the senior level management at your team, and ask each of them one simple question:

Why are we organizing this event and what do we do hope to achieve from it?

 Make an achievable list of aims that you’ll use to gauge the event’s success once the dust has settled.

2.     Get A Team Together

Any event requires the dedicated effort of a team if it is to be successful.

Consider getting in touch with professional corporate events Dubai based planners, and ask them to arrange all the relevant details, such as:

·         The vendor

·         The caterers

·         A location and venue manager

·         A publicist

·         An entire marketing team

·         Sponsors

·         Volunteers

·         Attendance managers

·         Guest speakers

·         An entertainment system

·         An interior decorator

·         A security team

For the most part, your hired event manager will take over most of these responsibilities, but you’ll still need outside help.

3.     Start Looking At Potential Dates

If the function already takes place on an annual basis, the date will already be decided.

However, if you plan on pulling a one-off corporate dinner or seminar, you’ll need to take a few considerations into mind before you start handing out the invitations:

• Give yourself an ample amount of time to prepare and plan everything. Professionals in the industry usually recommend at least 4-6 months, depending upon the nature of your event.
• Keep government and religious holidays in mind. The desired speakers might have alternate plans for these days
• Avoid school holiday periods, as people might be out of town.
• Make sure you confirm availability with all the VIP guests and speakers

4.     Begin The Branding Process

Events that manage to stand out do so because of exceptional branding. It’s one of the many unspoken truths of event planning world, and the quicker you realize this, the more effective your efforts will be.

Prepare an overall package that draws in people. The easiest way to do this is by coming up with catchy names, creating a tagline, and getting a professionally designed logo.

Once all of these details are sorted, you can start advertising the brand by designing custom T-shirts, mugs, water bottles, bags, etc.

5.     Create A Master Plan

A final plan will put all the details in place, and get your team working towards one organized goal.

This plan should include:

• The budget with each element listed
• Details of the venue, logistics, caterers, transportation to and from hotels/guest houses
• Speaker and guest lists
• All the scheduled activities and the time allotted for each.
• The setup of entertainment systems
• Online and offline publicity and promotional strategies
• Registration details and deadlines
• A list of sponsors and the marketing plans for each
• Members of the team and their respective responsibilities.

6.     Make Use Of Professional Event Management Software

While a simple pen and paper can do the job, experts in the industry will always recommend that you make use of professional software.

These management tools will allow you to keep track of the budget, deadlines, progress of specific tasks, registration, guest and speaker lists, and so much more!

7.     Market Like Crazy

There’s no point having a lineup of incredible speakers and guests if you can’t get people to attend the event.

Sit down with your publicist and the marketing team, and go to work on creating a foolproof strategy. Design TV adverts, online content, social media posts, and targeted emails.

Make sure everyone in your locality is aware that this function is happening, and give them a reason to attend.

8.     Plan For The Worst

Accidents can and will happen. It’s just the nature of the industry!

On your part, you should be fully prepared for any possible mishap, and backup plans should always be kept in place in case the light suddenly goes out, or one of the speakers/microphones stop working.   

9.      Prepare An Evaluation Strategy

When all is said and done, an evaluation sheet will help you determine if the event was a resounding success or a disappointing failure.

Ideally, you will have incorporated this factor in the list prepared earlier when establishing your goals and objects.