Any UAE public event, such as an exhibition, a trade show, or a conference, is usually one of the most prominent opportunities to market your company and stand out from the crowd, especially if your company is the organizer. However, finding the right UAE venue can be a lengthy process just because there are so many event-related requirements that need to be taken into account. Even experienced companies sometimes have trouble having all their event-related needs met, which is why hiring event management professionals can be a wise idea.

Whether or not your company will be working with a professional event management service provider, here is what you should do once you have defined the characteristics of your event:

  1. Draw up a list of potential venues which seem appropriate to your needs. Search engines can be a good starting point. Publiseek is a great resource for companies, as it provides information about UAE venues and vendors. It is a one-stop shop where you can find a great location, as well as great event-related service providers.
  2. Book an appointment with the venue’s event sales representatives. This will give you the opportunity to learn more about the venue, as well as to get firsthand experience with the venue’s customer service team. The first impression you will be left with should be factored in when deciding in favor our against a venue.
  3. Ask about everything you need to know before you sign any contract. There are many things that matter, so don’t be afraid to ask as many questions as you see fit. For your convenience, have a question list ready, to make sure you don’t forget anything.

Here are the essential venue-related questions you must absolutely ask your event management service provider or the sales representative of your selected venue:

  1. Is your venue the right choice for the type of event we are hosting? Some of the important points to consider include location, accessibility, size, facilities, technical equipment, and catering options.
  2. Do you have experience hosting such events?
  3. Can we see a portfolio or client references/testimonials from past events which were similar to our event?
  4. How much does it cost to rent the venue?
  5. What is your general payment policy?
  6. Does the rental cost decrease if we host a multiple-day event or at least two one-day events over the next 12 months?
  7. Does the rental fee include all the technical equipment?
  8. If additional equipment is needed, apart from the venue’s current options, will you assist us with finding and renting extras at a reasonable price?
  9. What is your general cancellation policy?
  10. Do you provide for cancellation of force majeure grounds?
  11. Is your venue insured? How does your insurance impact our event?
  12. Do you have a list of required suppliers? Can we bring in our own suppliers?
  13. If we have the option of bringing in our own suppliers, will you charge us extra?
  14. Are there any catering options?
  15. Do you work with a specific on-site provider?
  16. If not, will you assist us with finding a provider?
  17. If we already have our own provider, can we bring them in?
  18. Will you charge us for bringing in our own caterer?
  19. Does your venue include wait staff?
  20. How many staff members will be available to assist us and our guests during the event?
  21. Will we have a designated event manager to work with us before and during the event?
  22. Will we be assigned a safe storage area?
  23. What are your parking facilities?
  24. What other transportation options are there?
  25. Will we and our guests be able to use on-site computers, printers or scanners?