Choosing an Event Company in Dubai: Questions to Ask + Timeline

1. Define your event requirements

2. Checklist to compare event companies

3. Questions to ask before hiring

4. Typical planning timelines (Dubai)

5. Budget & pricing models (what impacts cost)

6. What a good proposal should include

7. Red flags to avoid

8. How to shortlist quickly

9. Quick FAQs

1) Define Your Event Requirements First (So You Compare Fairly)

Before you contact agencies, clarify these basics:

• Event type: corporate / conference / launch / activation / exhibition / private

• Guest range: e.g., 50–150 / 150–500 / 500+

• City & venue preference: Dubai (or UAE scope)

• Production level: basic / medium / heavy (AV, stage, fabrication)

• Success goal: leads, brand awareness, employee engagement, PR, footfall

• Decision timeline: when you need the final vendor confirmed

Why it matters: agencies can’t quote accurately without scope. A strong event agency will ask these questions early and propose a structured plan.

2) Quick Checklist: Compare Event Companies in Dubai (10 Points)

Use this checklist to shortlist properly:

1. Clear deliverables (what’s included/excluded)

2. Timeline with milestones (and approvals needed)

3. Single point of contact (project manager + on-ground lead)

4. Vendor management depth (who sources, negotiates, coordinates)

5. Production readiness (AV/stage/fabrication if required)

6. Run-of-show plan (rehearsals, show cues, guest flow)

7. Budget transparency (line items + assumptions)

8. Venue understanding (rules, access, timing, restrictions)

9. Risk planning (backup options, contingency)

10. Proof signals (real photos, references, verified reviews when available)

Pro tip: Ask all agencies the same questions. Compare answers, not just cost.

3) Questions to Ask Before Hiring (Copy/Paste)

Ask these 12 questions before signing:

1. What exactly is included in your fee—and what’s excluded?

2. Who will be the assigned project manager and event-day lead?

3. What timeline milestones and approvals do you need from us?

4. How do you shortlist vendors and control costs?

5. Do you handle run-of-show and rehearsal coordination?

6. How do you manage last-minute changes on event day?

7. If production is required, how do you coordinate AV/stage/fabrication?

8. What are your cancellation / date-change policies?

9. How do you manage venue rules, access timings, and loading constraints?

10. What are the top risks for our event type and your contingency plan?

11. What documents/deliverables do we receive before event day?

12. How will you measure success for our objective (KPIs)?

Tip: Shortlist 3 agencies max. More options often slows decisions and creates confusion.

4) Typical Planning Timelines in Dubai (Practical Ranges)

Timelines depend on event complexity:

Small event (low production)

• 1–3 weeks (venue + vendor availability dependent)

Medium event / activation (some production)

• 3–6 weeks (branding + coordination needs time)

Production-heavy event (AV/stage/fabrication)

• 6–10+ weeks (approvals, build, rehearsals)

Rule: The more production, the more time you need to keep quality high and costs controlled.

5) Budget & Pricing: What Impacts Cost in Dubai

Dubai event pricing varies, so focus on pricing model + cost drivers, not just the final number.

Common pricing models

• Fixed management fee (scope-based)

• Percentage of total spend

• Retainer (brands with recurring events)

• Hybrid (base fee + production coordination)

Key cost drivers

• Guest count + duration

• Venue complexity and restrictions

• AV/stage/lighting requirements

• Fabrication/branding scope

• Staffing/security needs (if any)

• Timeline urgency (rush planning costs more)

• Vendor quality tier (standard vs premium)

Note: Good agencies clearly state assumptions—so you don’t get surprise add-ons later.

6) What a Good Proposal Should Include

A strong proposal should include:

• Deliverables list (clear inclusions/exclusions)

• Timeline milestones (planning + execution checkpoints)

• Responsibility matrix (agency vs client responsibilities)

• Budget framework (major line items + assumptions)

• Production approach (if required)

• Event-day operations plan (run-of-show, guest flow)

• Next steps + approvals required

If a proposal is only “one number,” ask for the breakdown.

7) Red Flags to Avoid

Be careful if you notice:

• “Everything included” but no scope list

• No timeline or milestones

• Vague pricing with no assumptions

• Too many “top/best” claims with no proof

• No event-day plan or rehearsal flow

• Unclear vendor responsibility

• Slow response time before contract

8) How to Shortlist Quickly (Simple 3-Step)

1. Choose 3 agencies max

2. Send the same brief + ask the same questions

3. Select based on:

• deliverables clarity

• timeline readiness

• production coordination ability

• budget transparency

• communication speed

Need a proposal now? Request one here

9) Quick FAQs

Is an event planner different from an event management company in Dubai?

Often yes. Planning may focus on coordination, while event management usually includes execution operations and production coordination. Always confirm scope.

Do all event companies in Dubai handle production?

Not all. Some coordinate specialist vendors. Ask how AV/staging/fabrication is handled and what’s included vs optional.

What’s the safest way to choose the best event company in Dubai?

Compare deliverables, timeline clarity, vendor management depth and event-day control—not just price or marketing claims.