Exhibition and Conference Coordination

We offer exhibition and conference coordination services from planning to on-site operation, including hall layout and visitor routes design, speaker and schedule management, reception and registration, audiovisual technologies, crowd management and logistics. If you are looking for exhibition and conference organizing companies in Riyadh or an exhibition and conference organizing company that covers Saudi Arabia, you are in the right place.

Why Art Space for organizing exhibitions and conferences?

Operational experience in halls and spaces

Logical distribution of wings, platforms, and movement paths.

Careful program management

Setting up timetables, transfers, and speaker appointments.

Professional reception and recording

Clear entry points, cards/wristbands, and organized attendance lists.

Full integration with services

Event design, exhibition booth design, technical and artistic equipment, and crowd management.

Post-event report

Summary of attendance, interaction, key lessons and recommendations.

Service scope What does the offer include?

Before the Event

Floor Plan: Distribution of platforms, display areas, and rest areas.

Program schedule (Run of Show): Session times, openings, and hospitality breaks.

Supplier coordination: platforms, hospitality, photography, gifts, decoration.

Visual and instructional materials: directional boards, cards, screen backgrounds.

Risk and Emergency Plan: Alternative Scenarios and Evacuation Routes.

During the Event

Reception and registration: Separate entry points, orderly queue, hospitality team support.

Speaker and session management: platform setup, precise scheduling, technical support.

Audio-visual (AV) equipment: lighting, sound, LED screens, interactive displays.

Crowd management and logistics: visitor movement, clear signage, assembly points.

Operations room: Immediate time monitoring and handling of any emergency on the ground.

After the Event

Orderly site closure: dismantling, sorting, and clean handover.

A brief performance report: attendance, interaction, key observations and practical recommendations.

Selected documentation: Images/short clips as agreed.

Supporting services (optional)

Event design: A coherent story, visual identity, and scenography.

Design of exhibition booths: (exhibition booth, perfume booth, coffee booth, wood booth) with suggestions for materials and implementation.

Technical and engineering preparations (AV): Equipment selection and preliminary commissioning tests.

Crowd management and logistics: traffic maps, signage, and emergency routes.

Who is this service suitable for?

Trade fairs that require coordination of booths, visitors, and partners.

Conferences with many speakers and detailed schedules.

Gatherings and launch events that require a central platform and a consistent attendance experience.

What will you get?

One project manager and a clear point of contact.

A feasible hall layout and visitor routes plan.

A detailed program schedule and support for the speakers.

A list of suggested AV equipment and pre-running tests.

Post-event report with recommendations for improvement.

Work Methodology

FAQS

What is the difference between “exhibition and conference coordination” and “event organization”?

Coordination focuses on venues, schedules, speakers, and day-to-day operations, while organization encompasses the entire project management process from concept to post-event. We offer both services together or separately.

How long does it take to prepare for an average conference?

Typically 2–6 weeks, depending on the number of sessions, speakers, and venue size. We will provide you with a preliminary schedule after the introductory session.

Does your service include booth design?

نعم، نوفر تصميم بوثات المعارض وتنفيذها عند الحاجة، مع مواءمة كاملة لمخطط القاعة ومسارات الزوار.

Is the work limited to Riyadh?

We focus on Riyadh and cover the rest of the Saudi cities according to the requirements and the available schedule.

We are ready to plan and manage your event from the first idea to the last minute of operation.

Phone/WhatsApp

966553840448+

Email

info@artspaceev.com

966502928884+

Saudi Arabia - Riyadh - Dhahrat Laban District - Najd Street

art.space.ev@gmail.com

966502928884+

art.space.ev@gmail.com

Saudi Arabia - Riyadh - Dhahrat Laban District - Najd Street