Saudi Arabia has mandated event organizers to implement governance rules for hosting events and submit a report to the Events Committee under the Council of Economic and Development Affairs within 30 days of an event’s conclusion, Asharq Al-Awsat has learned.
The report must detail the application of governance regulations, challenges encountered, and recommendations for improvement.
The kingdom hosts numerous events throughout the year as part of efforts to expand its exhibitions and conferences sector. The initiative aims to enhance the industry, attract global events, promote Saudi Arabia’s unique opportunities and advantages, and reinforce its leadership in the international exhibitions and conferences landscape.
The Events Committee Secretariat under the Council of Economic and Development Affairs will update event governance rules as needed in coordination with relevant authorities, according to available information.
Saudi authorities have mandated event organizers to adhere to strict governance rules covering program content, security, logistics, and promotion. The regulations aim to ensure compliance with national values, streamline operations, and enhance Saudi Arabia’s global event-hosting capabilities.
Event Program and Content
Before hosting an event, organizers must implement measures including drafting a charter outlining the commitments of local and international participants and guests.
This charter must align with Saudi values and principles and prevent the invitation of delegations known to hold positions contrary to the kingdom’s stance, in coordination with the Interior Ministry, State Security, and other relevant entities.
Additionally, organizers must prohibit any banners, slogans, writings, or graphics deemed offensive or inconsistent with national values.
After the event, organizers must submit a final report detailing key takeaways, addressing any violations in coordination with relevant authorities, and documenting non-compliant content, identifying causes, and outlining corrective measures for future events.
Logistics Management
Organizers are required to develop a comprehensive logistics plan before the event, covering guest and participant management, hospitality arrangements, and designated entry and exit points, including VIP access and emergency exits. The plan must also ensure the provision of dedicated transport services to and from the venue.
During the event, organizers must oversee visitor and participant movement, set up multilingual signage for smooth crowd flow, and deploy a specialized team to manage on-site mobility.
They must also ensure real-time schedule monitoring, rapid response mechanisms, and technical support teams capable of addressing unexpected issues such as power outages, sound or lighting failures, and adverse weather conditions.
Security Measures
Event organizers must implement strict security protocols, including developing a support plan tailored to the event’s scale, nature, and location, in coordination with the Interior Ministry and other relevant agencies.
Security screenings for guests, official delegations, and participants are mandatory, along with venue capacity assessments and emergency exit planning.
Additionally, all stakeholders involved in the event must coordinate with security authorities, relay any relevant information to the operations center, and enforce participant screenings to prevent the display of political or otherwise non-compliant symbols.
Media and Promotional Strategy
Ahead of an event, organizers must design a strategic media plan to maximize exposure, select appropriate communication channels, and collaborate with media partners, influencers, and ambassadors based on the target audience.
They must also launch campaigns across designated platforms and establish a crisis management strategy to handle criticism, mitigate risks, and respond to negative feedback.
In collaboration with the Saudi Tourism Authority, organizers must develop customized tourism packages for international visitors and provide marketing materials and event tickets at least 90 days before the event date.
Saudi Arabia established the Saudi Conventions and Exhibitions General Authority in 2018 to enhance the industry’s capabilities, streamline its development, and strengthen its role in the national economy.
The authority aims to boost the sector’s efficiency and remove obstacles to its growth while adhering to best global practices.
