How To Organize An Event In Dubai

Although exciting, planning a concert or large-scale event in Dubai can be daunting.

Thousands of steps and elements are involved in making an event successful – from venue management, people management, talent acquisition, and so much more. And the most challenging part? Each element has to work cohesively with the other, or you have a disorganized event and an unhappy crowd at hand.

Whether it’s your first or fifth, planning any event properly is the key to success. A poorly planned can have a long-term impact on your reputation as an event planner or manager, which is why it’s not a matter than can be taken lightly.

However, there is no need to worry because all you need are the right steps and a proper plan to ensure every event you host is a grand success. To help you, we have compiled a simple guide to plan and organize a concert, including a fool-proof formula to ensure that your next event is your best.

Looking for a ticketing partner for your next event? We can help you! Get in touch with us to get started now.?

Make a Plan

Creating a plan as the first step to organizing an event can help you in many ways. It sets the tone for the entire process and ensures you are on the right track. Every event organizing plan should include a few things.

• The goal of the event
• The target audience
• All the steps that must be taken to make the event a success.

Having a solid plan will not only help you ensure that no important steps are missed but also help you foresee and overcome any possible issues that may cause bottlenecks in your event-organizing process.?

For instance, at this step, you can determine the permits and legal paperwork that must be completed for the event and the time required to receive the permits to ensure that you file them in time. Without proper planning, you may miss the deadline and end up without a required permit at the event.

Setting your event goals and target audience at this step will also allow you to make important decisions, like the budget and marketing platforms, in an informed manner.

Pro Tip:?Start planning your event at least 6 months in advance so that you can start marketing it to your audience as early as possible, allowing both locals and tourists to make plans and travel arrangements accordingly.?

Set a Budget

Looking into your pockets before you start planning an event is crucial. Setting a budget should be one of the first steps of your event-organizing process, as it will impact all the decisions moving forward. What talent you can acquire, which venue you can choose, and the amount you will charge for tickets all depend on your budget and forecasted revenue.

Without a budget, you may spend too little or too much, which can be equally harmful to your event. Spend too little on important things, and you may have an unorganized event. Spend too much, and you will end up losing more money than you planned to make.

A profit and loss statement is a great tool to ensure your spending is on track. They also give event organizers the ability to plan and predict the financial outcomes of an event. Creating a P&L statement for each event will help you better understand your expenses. This practice will improve your planning accuracy and help you make informed strategic decisions for future events that will reduce cost and improve revenue, maximizing each event’s profitability.?

At this step, you can also determine any sponsorship or funding opportunities that can be undertaken for the event and kickstart the corresponding processes accordingly.

Pro Tip:?Keep track of your budget throughout your event-organizing journey to ensure that you are not going overboard with the expenses.

Hire Talent

Given that your entire event revolves around the performer, it’s safe to say that choosing the right talent is important for your event’s success. The right performer will be able to entertain the audience and set the right mood and atmosphere for the night. Here are a few things to remember when picking a performer for your event.

• Keep your target audience in mind and choose a performer that caters specifically to them. For instance, if your event targets youngsters and teenagers, you cannot fill the seats in a venue with an old-school performer.
• Make sure that the talent falls within your determined budget.
• If choosing multiple artists, ensure that all of them are comfortable working with each other to avoid any issues on the day of the event.
• If choosing an artist out of town, clarify details about travel and living expenses during their visit to the event.

If you want more insight into the kind of performers that do well in your city, look back at past events and concerts to find out which ones were most popular and loved by the public. This will give you a sense of the performers likely to draw a big crowd in your location.

Finalize Date & Time

Once your talent is locked and loaded, it’s time to finalize the dates for the event. While this may seem simple, there are a few important things to remember.

• Ensure all the artists in your lineup are available on the chosen date.
• Although you cannot finalize the venue without a date, both processes go hand-in-hand. You must create a list of your desired venues and inquire about their available dates before you finalize.
• If it’s busy season, ensure that your event date is not clashing with another popular event, as this may reduce your audience number.
• Ensure that no other public holidays, dry days, or other activities that may affect your event clash with your event date.

Try to finalize your event date as soon as your talent is secured so that you can get a head start on marketing the event to the public. The quicker you can get the date out to the people, the better.

Secure a Venue

As mentioned earlier, the event’s date and venue must be finalized simultaneously. You don’t want to decide on a date for the event and find out that none of the good venues are available.

To choose the right venue, first determine the following things:

• What is the expected audience for the event?
• Is it an indoor or an outdoor event?
• Is the venue’s layout suitable for your event?
• What permits are required for the event? Will the chosen venue be able to secure them?
• What audio/visual equipment is required for the event? Does the venue have it available?
• Do they have the correct health and safety protocols in place?

You want to ensure that your chosen venue is not too big or too small for the event. If it’s too small, you will lose out on potential revenue; if it’s too big, you will not be able to fill the seats, leading to a boring and dull crowd and atmosphere on the event day.

Additionally, the venue’s layout should also be suitable for your event. For instance, is the stage large enough for the show? Is the seating arrangement suitable for the audience? These are important points to consider before selecting a venue.?

You also want to ensure that your venue has all the equipment you will need for the event, or you may have to spend extra to secure it, increasing your expenses.

Venues tend to get booked quickly, so try to secure yours as soon as possible.

Finalize a Ticketing Partner

Your talent is secured, and your venue is sorted. Now, it’s time to sell the tickets.

Choosing the right concert ticketing partner is crucial for running a smooth event. Think of it this way – your ticketing partner will be the first touchpoint between you and your potential customers. They set the tone for your audience’s entire event experience.

Make sure you pick a ticketing system to help you provide your audience with a smooth experience while purchasing and redeeming the tickets at the venue. If you run a large-scale event, ensure they have the bandwidth and team to manage the audience. The last thing you want is a server crash when people try to buy tickets.

Every ticketing partner works differently. When choosing yours, ensure they can meet all your event’s needs. Here are a few things included in Platinumlist’s event ticketing packages:

• Set up in 48 hours
• Brandable white label design
• Event website creation.?
• Box office cash management software
• Ticket printing
• Seat blocking and refund panel
• Advanced sales reports
• Advanced Google analytics statistics
• Appear in our event guide
• Constant software upgrades
• No expensive hardware required
• Customer support solution
• Fully automated billing panel

Interested in learning more about Platinumlist’s ticketing solutions for your next event? Get in touch with us now.?