Conference Planning Checklist for Dubai (12 Months to Event Day)
A month-by-month checklist for planning a conference in Dubai — venue, DET permits, speakers, sponsors, ticketing, matchmaking, onsite operations and post-event follow-up.
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Dubai hosts some of the world's biggest conferences, so venues, hotels and good dates book up early. Use this checklist to stay ahead.
9–12 months out
- [ ] Define the audience, goals and format
- [ ] Set the budget. See event budget in Dubai
- [ ] Shortlist and book the venue. Avoid clashes with major city-wide events
- [ ] Draft the sponsorship deck. See sponsorship ROI
6–9 months out
- [ ] Confirm keynote speakers
- [ ] Prepare permit documents. See DET permits
- [ ] Design ticket tiers. See pricing strategy
- [ ] Choose your event platform
3–6 months out
- [ ] Get permit and ticket approval
- [ ] Launch the event website and open ticket sales
- [ ] Open matchmaking profiles. See AI matchmaking
- [ ] Sign exhibitors and sponsors
- [ ] Block hotel rooms
1–3 months out
- [ ] Publish the agenda
- [ ] Run a WhatsApp campaign to registrants
- [ ] Design badges and accreditation. See accreditation
- [ ] Book AV, catering, security and the onsite check-in crew
Final 2 weeks
- [ ] Send the know-before-you-go message
- [ ] Rehearse check-in with every device
- [ ] Brief staff and volunteers
Event day and after
- [ ] Command centre live
- [ ] Daily wrap-up with the team
- [ ] Feedback survey within 24 hours
- [ ] Sponsor reports within two weeks. See post-event metrics
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Planning an event in Dubai or the UAE?
Pyalm Events & Ticketing sells your tickets, checks guests in by face or QR, sends tickets and updates on WhatsApp, supports your permits and ticket approvals and puts an onsite crew at the door. Hotels and venues: see what we do for you.
💬 Chat with our events team on WhatsApp or call +971 56 938 0690. Tell us the date, the venue and the crowd size, and we'll come back with a plan, usually the same day.
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