Read: Rules and Procedures for Establishing Commercial Exhibitions in Saudi Arabia

Rules and Procedures for Establishing Commercial Exhibitions in Saudi Arabia

Organizing trade exhibitions in the Kingdom of Saudi Arabia requires following a set of organized rules and procedures aimed at ensuring events run smoothly and effectively, and enhancing the experience for both exhibitors and visitors. Below, we explain the most important rules and procedures for organizing trade exhibitions in the Kingdom.

1. Obtaining the Necessary Licenses:

License from the Ministry of Commerce and Investment: The organizing entity must obtain a license from the Ministry of Commerce and Investment to hold the exhibition. This involves submitting a formal application accompanied by required documents such as the organizing entity's commercial register, the exhibition plan, and a list of potential exhibitors.
License from the General Authority for Exhibitions and Conferences: After obtaining approval from the Ministry of Commerce, an application must be submitted to obtain a license from the General Authority for Exhibitions and Conferences, which oversees the organization of exhibitions and ensures compliance with specified standards.

2. Selecting and Preparing the Venue:

Venue Selection: The exhibition venue must be suitable in terms of space, facilities, and available services. It is preferable to choose venues known for hosting commercial events and that are fully equipped to host major events.
Venue Preparation: The venue must be equipped with necessary facilities such as electricity, internet, air conditioning, and health and safety facilities. Additionally, suitable exhibition spaces that meet the needs of exhibitors must be provided.

3. Promotion and Marketing:

Early Promotion: It is important to start promoting the exhibition well in advance to attract exhibitors and visitors. Traditional and modern media can be used, such as newspapers, radio, television, and social media.
Collaboration with Sponsoring Entities: Promotion for the exhibition can be enhanced by collaborating with sponsoring entities and major institutions that can support the event and increase awareness of it.

4. Registration and Visitor Management:

Registration System: An electronic registration system must be provided for exhibitors and visitors to ensure ease and speed of registration. This can include providing electronic entry cards and offering complete information about the exhibition and accompanying events.
Visitor Management: It is essential to establish clear plans for managing visitor flow, including providing reception and guidance points, and information about facilities and activities.

5. Security and Safety:

Comprehensive Security Plan: A comprehensive security plan must be prepared in cooperation with security authorities to ensure the safety of visitors and exhibitors. This includes providing trained security personnel and a camera surveillance system.
Emergency Procedures: An emergency plan must be provided to deal with any emergency situations such as accidents or fires, including having ready ambulance and firefighting teams.

6. Compliance with Health Regulations:

Health Requirements: All applicable health requirements must be complied with, including providing clean sanitary facilities and continuous sterilization of the venue, especially in light of the COVID-19 pandemic.
Preventive Measures: Preventive measures must be implemented, such as wearing masks and providing hand sanitizers throughout the exhibition.

7. Evaluation and Follow-up:

Post-Event Evaluation: After the exhibition concludes, a comprehensive evaluation of the event must be conducted, including surveys for exhibitors and visitors to gather feedback and suggestions.
Follow-up Reports: Detailed reports on performance, challenges, and achievements must be prepared, and this information should be used to improve future events.

In Conclusion:

Organizing trade exhibitions in Saudi Arabia is a significant opportunity to enhance trade relations and exchange knowledge. By following the specified rules and procedures, organizers can ensure the success of events and achieve the desired goals for both exhibitors and visitors. Commitment to accuracy in planning and execution contributes to enhancing the Kingdom's reputation as a leading commercial hub in the region.