Planning an event in Riyadh comes down to four decisions: the format, the budget, the permits, and the calendar. Get those right early and production gets simple. Below are working tables for each, plus the official links to file.
Pick the format
| Format | Typical scale | Best for |
|---|---|---|
| Conference / summit | 200–500 guests | Thought leadership, policy, sector gatherings |
| Exhibition / trade show | per m² of stand | Lead generation, product demos, distribution |
| Brand launch | 150–400 guests | Press moment, product reveal, brand reset |
| Festival / activation | multi-zone, public | Mass reach, footfall, seasonal campaigns |
Match the format to the outcome before you brief anyone.
What it costs
| Format | Rough budget (SAR) | What drives it |
|---|---|---|
| Conference / summit | 250k – 700k | Venue, AV, speaker logistics |
| Custom exhibition booth | 2,500 – 6,000 / m² | Fabrication, height, finishes |
| Brand launch | 200k – 800k | Set build, talent, production value |
| Festival / activation | 500k + | Zones, footfall, run days |
Planning ranges in SAR only. Venue, build and AV move the number most.
Permits you will need
| For | Authority | Lead time |
|---|---|---|
| Entertainment / event permit | GEA | 4–6 weeks |
| Trade exhibition / conference | SCEGA | 6–8 weeks |
| Tax invoicing · 15% VAT | ZATCA | Ongoing |
Lead times are indicative; file early. A producer like Vista handles these in-house.
The planning timeline
| When | Milestone |
|---|---|
| 10–12 weeks out | Lock format, budget and venue; start permit filings |
| 8 weeks out | Confirm SCEGA / GEA submissions; sign suppliers |
| 6 weeks out | Approve creative, set and booth build drawings |
| 3 weeks out | Production schedule, AV checks, run-of-show |
| 1 week out | Rehearsal, load-in plan, on-site crew brief |
| Event day | Live production, on-site management, teardown |
A workable backward plan from a fixed event date.
“Plan backward from the date, not forward from the idea.”
Common questions
How early should I start? Ten to twelve weeks for anything needing a permit. Exhibitions and conferences through SCEGA need the most runway.
Can one company handle everything? Yes. Vista United produces the event, builds the booths and prints the collateral as one brand, so permits and production sit under one roof.