Event Setup Tips for Business Events in GCC (2024)

Trade shows, conferences, speaker sessions, product launches, and VIP experiences are essential business marketing tools. They let businesses meet buyers, customers, and suppliers. Events are big business, too, generating significant revenues for event organizers.

Organizing a business event in the Gulf Cooperation Council (GCC) region requires careful planning and a deep understanding of local customs, regulations, and logistics. If you’re planning an event, consult a professional event setup and design contractor to create an excellent floor or event hall layout. To ensure your event stands out and achieves its goals, consider these essential tips for business events.

Why Event Design and Setup Are Crucial to Events

A well-executed event attracts more attendees, generates buzz, and creates a positive experience that encourages repeat attendance.

Engaged and satisfied attendees are more likely to become loyal customers or partners, ultimately benefiting the bottom line. How your event hall has been set up and designed contributes to your audience’s engagement and satisfaction.

The following are specific reasons why event setup and design are important:

1. Create a good first impression

How the booths, the stage, and even the registration tables are designed makes and leaves an impression on attendees. A visually appealing and well-organized venue sets a positive tone when guests arrive. Thoughtful stage design, engaging booth layouts, and aesthetically pleasing décor create an inviting atmosphere that draws in and satisfies attendees.

2. Engage guests and participants

Interactive booths in a central area, mainly where the stage is, can encourage guests to linger. Wide aisles, bright signages, installation art, and experience islands distributed throughout the exhibition floor can induce visitors to roam around. In conferences, comfortable seating can stimulate conversations and participation in sessions.

3. Reinforce your brand identity

With the latest technology in event branding, you can bring your brand to life.

In a VIP event for its best clients, a luxury airline like Emirates can set up a central pavilion with a dining area and open kitchen; guests can sit down to a tasting menu prepared by a Michelin-star chef in full sight of the guests. The guests can relax on designer couches while sipping free-flowing, top-tier drinks.

At the outer edges, there can be exhibits of iconic paintings, sculptures, and designer items; at the front can be a stage for musical performances. There can be islands of activity throughout the hall, with leisurely sessions on pottery, flower arranging, tea ceremonies, coffee brewing, etc. This type of event setup and design gives guests mini-experiences that reinforce the airline’s lavish, opulent, and extravagant brand identity.

4. Encourage networking and collaboration

Effective event setup promotes networking and collaboration among attendees, ensures returns for exhibitors, and makes them more likely to become repeat participants.

Dedicated networking spaces, comfortable lounges, and strategically placed refreshment areas encourage informal interactions. Providing well-equipped breakout rooms for smaller sessions or meetings can enhance collaboration and foster valuable business connections.

5. Enhance the speaker, presenter and audience experience

A well-designed stage and presentation area enhance the experience for speakers, presenters and everyone in attendance. Proper acoustics, professional lighting, and easy-to-navigate stage layouts ensure that presentations run smoothly and are well-attended.

Tips for Business Events

Creating the Perfect Setup for Events

Creating the perfect event design and setup requires attention to detail, creativity, and strategic planning. Below are specific tips for planning trade shows, conferences, speaker sessions, product launches, and VIP experiences.

Trade Shows

  • Design an engaging and functional stage for presentations and demonstrations.
  • Use dynamic backdrops and multimedia displays.
  • Ensure the stage is visible from various angles, and that sound and lighting systems are top-notch.
  • Position key exhibitors near entrances or main aisles to attract and draw in attendees.
  • Create a mix of large and small booths to maintain interest throughout the venue.
  • Set up dedicated networking areas with comfortable seating and refreshment stations.
  • Provide relaxed, inviting spaces away from the hustle and bustle of the main exhibition floor to encourage informal interactions.
  • Hire a contractor to conceptualize and set up your stage and exhibition floor. You can contact exhibition stand contractors in the UAE and the Middle East that also provide event design services.

Conferences

  • Incorporate branding elements in the stage décor.
  • Use large screens to display presentations.
  • Ensure the stage is well-lit and easy to navigate.
  • Create well-equipped breakout rooms for smaller sessions; include AV equipment, comfortable seating, and refreshments. They should be easily accessible from the main conference area.

Speaker Sessions

  • Ensure the venue has excellent acoustics. Hire professional sound engineers to manage microphones and speakers, ensuring every word is clear and audible.
  • Arrange seating to facilitate engagement. Use tiered seating or semi-circular arrangements to ensure all attendees have a good view of the speaker.
  • Provide comfortable seating to keep the audience attentive throughout the session.
  • Offer robust support for speakers, including prompt technical assistance and a dedicated green room for preparation.

Product Launches

Note: You can schedule your launch to maximize attendance. When choosing a date and time, consider industry events, holidays, and competitor activities. Provide exclusive previews or early access to key stakeholders and media before the main event; this can help build anticipation and generate buzz for your product launch. While not related to event setup, these tips are excellent strategies to boost publicity for your product launch.

VIP Experiences

  • Design the event hall with your VIP audience in mind. Carpeting, exquisite fabrics and expensive marble can be good furnishings for your event.
  • Create exclusive areas like private lounges and session rooms for VIPs.
  • Provide luxury and premium seating.

Note: Additional tips (albeit not event setup-related) are offering meet-and-greets with keynote speakers, behind-the-scenes tours, gourmet catering, and high-quality swag bags. You can also customize every aspect of the event to cater to VIPs. From personalized invitations to bespoke gifts, ensure every detail makes attendees feel valued.

Get Your Event Setup and Design Right

Planning a business event in the GCC involves understanding and integrating local cultural, regulatory, and logistical considerations. By focusing on these essential tips—cultural sensitivity, venue selection, legal compliance, technology use, catering, logistics, networking, promotion, security, and evaluation—you can ensure your event is a resounding success. Embrace the unique opportunities the GCC offers and deliver an impactful and memorable experience for your attendees.


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