HomeExploring Event Opportunities in Saudi Arabia

Expanding Horizons: Scope and Successes

The events sector in Saudi Arabia has witnessed exponential growth, boasting a diverse array of offerings from sports extravaganzas to cultural showcases. Notable successes in 2023, like the Formula E World Championship and Riyadh International Book Fair, set the stage for an even more exciting 2024, with events like the Jeddah Film Festival and Saudi Esports Summit on the horizon. With ongoing investments and strategic initiatives, the Kingdom’s events calendar promises to captivate audiences worldwide.

Envisioning the Future: Opportunities and Benefits

Looking ahead, Saudi Arabia’s events industry presents boundless opportunities for entrepreneurs and investors alike. The Kingdom’s strategic location, robust infrastructure, and burgeoning economy make it an ideal destination for hosting diverse events. By leveraging government support, adhering to regulatory requirements, and tapping into the EIF, event management companies can flourish and contribute to Saudi Arabia’s burgeoning events ecosystem.

Understanding Event Categories and Regulations

In Saudi Arabia, orchestrating events demands adherence to stringent government regulations, with each event category governed by its unique set of rules. It’s essential for event organizers to grasp these distinctions to navigate planning, organization, and compliance seamlessly.

• Conferences: Formal gatherings dedicated to specific topics, featuring presentations and discussions.
• Forums: Interactive platforms fostering idea exchange through workshops and discussions.
• Symposia: Deep dives into specialized topics, often gaining media attention for shared expertise.
• Conventions: Comprehensive showcases encompassing various components like exhibitions, conferences, and forums.
• International Events: Global gatherings requiring additional considerations like logistics and cross-border regulations.

Regulations for Conferences organized by chambers of commerce, scientific societies, universities, and private sector institutions.

• Specialized conferences held by government agencies, subject to Resolution dated 22/3/1431 AH.
• Conferences and events organized by embassies and diplomatic missions accredited in Saudi Arabia, following Royal Orders dated 6/10/1432 AH and 21/10/1431 AH.
• Cultural events such as religious lectures and poetry evenings, subject to Royal Order dated 15/4/1426 AH and the Circular of Crown Prince, Deputy Prime Minister, and Minister of Interior dated 18/9/1436 AH.

General Conditions for Organizing Conferences

• Conferences in KSA require SECB licensing.
• Compliance with KSA regulations is mandatory.
• Arabic is the official language, with interpretation available.
• Titles must adhere to Arabic language and decency standards.
• Minimum attendance: 50 persons.
• Organizers must be licensed entities or institutions.
• No promotional activities before SECB licensing.
• License cannot be assigned or sub-licensed.
• SECB bears no liability for organizer non-compliance.

Date and Venue Regulations

• Conference duration: 4 hours minimum, 7 days maximum.
• Venue contracts require SECB license.
• Temporary venues must meet civil defense requirements if no conference halls available.

Event program guidelines

Following key guidelines is crucial for a successful conference. Appointing an experienced supervisor with expertise in the conference theme. It’s crucial to choose speakers with clean records to demonstrate proper behavior. It’s important to steer clear of sensitive subjects and follow intellectual property laws.

Guidelines for Accompanying Programs

You can complement your conference with social, cultural, or recreational events. If including an exhibition for sponsors and collaborators, secure an independent license for trade or consumer exhibitions. Ensure that all accompanying events seamlessly align with the conference’s duration.

Mandatory Regulations

• Adhere to Ministry of Labour and Social Development’s Saudization guidelines for job opportunities.
• Provide a registration platform for participants.
• Video record all sessions and lectures, providing copies to SECB upon request within two years.
• Ensure all attendees wear ID cards displaying their name, job, and affiliation.
• Furnish an equipped office for conference management and appoint a dedicated official during conference hours.
• Provide first aid services, an information center for visitor queries, complaint/suggestion boxes, designated smoking areas outside, and prayer areas with activity pauses during prayer times.
• Distribute Saudi handicraft souvenirs and display SECB license number on all promotional materials.

Conference Closure Guidelines

Ensure the conference ends on time as per the licensed schedule and submit a comprehensive report to SECB within 15 working days. The report should include details such as the actual opening and closing dates, speaker names, organizer participation, exhibitor and sponsor information, and total attendance figures from inside and outside KSA. Additionally, provide photos of the event, media coverage summary, conclusions, recommendations, and financial outcomes.

Navigating the Licensing Process

Organizing events in Saudi Arabia involves complying with regulations set by the Saudi Exhibition and Convention Bureau (SECB) and other authorities. Before diving into the licensing process, organizers must furnish essential documents, including venue booking confirmation, action plans, speaker details, and adherence to decision-making timelines. Understanding these prerequisites ensures a smooth journey through the licensing procedure.

Parameters for Conference License Approval

• Update profile and select “Licensing Conference” to apply on SECB portal.
• Attach venue booking confirmation and a detailed action plan outlining conference objectives, topics, target audience, organizational structure, budget, and logo.
• Pay the conference licensing charge set by SECB Supervisory Committee and coordinate any attendance fees with SECB.
• SECB may contact relevant public entities for recommendations or support related to the conference theme.
• SECB will respond within 5 days, but reserves the right to reject applications based on theme alignment, scheduling conflicts, or authorities’ instructions.
• SECB will issue the license and send the original copy via email to the organizer, while also providing relevant authorities with a copy for monitoring and documentation.

Violation ConsequencesTop of Form

Upon first offense, a written warning is issued, necessitating amendments during the conference, with an organizer’s pledge not to repeat the violation. Subsequent offenses incur a three-month ban, with scheduled events cancelled or postponed. For a third offense, the ban extends to six months, while the fourth offense results in commercial registration suspension and event cancellations. Reinstatement is possible after one year, subject to organizer’s pledges and additional requirements.

Penalty and Appeal

• SECB recommends penalties for approval.
• Organizer can appeal within 10 days.
• SECB reviews and responds within five days.
• If appeal rejected or no response, organizer may file claim with courts.

Exploring event management in Saudi Arabia unlocks endless opportunities. Whether it’s a corporate conference, cultural celebration, or sports spectacle, our detailed guide provides you with the knowledge and resources essential for triumph in this thriving industry. Join us as we embark on this exhilarating journey together, shaping the future of event management in Saudi Arabia and beyond. Let’s unlock the potential, create extraordinary experiences, and make a lasting impact on the global stage. Welcome to the world of event management in Saudi Arabia – where dreams become reality and success knows no bounds.