Looking to stand out in the UAE’s crowded event scene? Planning a corporate function, but I’m not sure where to begin? These days, everyone’s competing to grab the attention of their clients and potential customers. 

What you need is the assistance of the best event planner in the UAE and while our dedicated events organizing team is happy to assist you in planning your next corporate or luxury event, we thought we’ll peel back the curtain and reveal how a great event comes together.  

With this ultimate checklist, your next event will be the triumph it deserves to be.  

Define your objectives from the start 

Every successful event begins with a clear understanding of its purpose, and who it is meant to reach. 

Begin your event planning by asking yourself the following questions: 

• What is the brief of the event? Examples include:  
• New product launches  
• Off-site management team meetings  
• Internal awards ceremony  
• Industry seminars  
• Who is your event for – internal staff or external clients? 
• What is the expected outcome?  
• New customers 
• Positive press or social media attention 
• Internal team motivation  

Your answers to these important questions will define the path of the event – and ultimately, its success.  

With our expert event planning services, we can help you define and track these objectives to keep your event on track.  

Pick the right moment  

Dubai’s event calendar has never been more crowded, so picking the right time to stage your activity is crucial. Your answers to the questions above will guide your event planning process.  

For instance, take locations. A hotel can be the perfect venue for a conference or serve as the ideal starting point for a new automotive introduction.  

Do not limit yourself to ballrooms and meeting rooms either – a helipad could be the ideal attention-grabbing location for a new tech product.  

Timing is everything. The UAE’s event season runs from October to March – makes sure your event does not end up taking place at busy festival seasons like Ramadan or either Eid, unless your marketing strategy specifically calls for it. You’ll simply be lost in the noise. 

Gear Up’s track record of executional excellence means our team can secure those dates at those desirable venues; on the dates you need to make the maximum impact.  

Build a real-world budget  

An event budget can be bewilderingly complex, from venue hire to catering, to permits and branding. Don’t forget the costs of necessary permits or underestimate the unexpected costs of logistics.  

And remember: a smart corporate event planner always has a 10% contingency budget for when the unexpected strikes. That’s how our team always delivers events on time, and under budget.  

Don’t underestimate vendor management 

A poorly organised events planner’s phone will never stop ringing, with fires that constantly need fighting.  

Take our advice: hire the right vendors for your event from the onset. They may not be the cheapest option, but when you need your images on time, catering to be perfect, and you’re lighting to reflect your corporate image, the right vendor will positively shine. 

Or, you could just dip into our pool of trusted vendors, who have delivered exceptional quality for us year after year.  

Get your permits in order 

Every event in the UAE is required to be correctly licensed. This may involve permits from the Dubai Department of Economy and Tourism, especially if your event is ticketed in nature or involves external speakers.  

With our help, you’ll stay on the right side of the law – and without unnecessary legal issues.  

Build a magical experience 

The key to a truly successful event is doing things differently from the rest. At Gear Up, we’re always looking for new and innovative ways to showcase your experience or product. From live activations to AI and augmented reality, take advantage of the latest trends to leave a lasting impression on your guests.  

And don’t neglect the basics: the welcome hosts are the first contact point for your guests, so ensure they’re perfectly rehearsed, speak the right languages and can conduct a seamless registration process.  

Logistics is the key 

Every event is a complicated cocktail of precise entrances and exits, from guests to AV and transportation. Add into the mix unexpected variables like weather and traffic, and it’s clear having an expert production manager on-site is the key to this logistics puzzle.  

Naturally, Gear Up’s specialist team is well-versed to coordinating all these pieces in real time.  

Remember your guests after the event  

Your post-event care is just as important as the event itself. Send personalised messages to your guests or participants, share their testimonials on social media, and gauge their feedback via targeted surveys. Don’t forget to debrief your team to find out what lessons they learned during the event.  

With the list above, you’ve got everything you need to build your next successful UAE event.  

Or, you could make it even easier on yourself and contact the Gear Up team; we’re ready to create the bespoke event of your dreams: perfectly aligned with your business objectives, flawlessly executed, and full of unique local touches that your guests will adore.  

Gear Up Events we’re just a message or a phone call from creating your next perfect event.