Different types of exhibitions and mandatory procedures for each type

Exhibitions are held for many reasons and motives, and the General Authority for Exhibitions and Conferences has set the controls and procedures that must be adhered to if you want to hold an exhibition. We will explain in this article or contact Reaya Al wofood about the service of holding exhibitions in all cities of the Kingdom.

Types of exhibitions

• Trade fairs
• Introduction exhibitions
• Consumer goods fairs
• Charity fairs

Rules and procedures for holding trade fairs

Required Documents

• A copy of the hall reservation in which the exhibition will be held.
• Business plan for the exhibition.
• A detailed plan of the exhibition showing the distribution of exhibitors.
• The statutory period for issuing a license is five days. Provided that the event license application is submitted at least (seven days) prior to its due date.

General Conditions

• It is prohibited to hold commercial exhibitions in the Kingdom that fall within the competence of the General Authority for Exhibitions and Conferences without obtaining a license from the authority.
• The general regulations and instructions in force in the Kingdom must be maintained during the implementation of the trade fair.
• It is forbidden to offend any of the state’s symbols or policies, or engage in any political, security, tribal, or sectarian matters that stir up strife and strife in society or lead to disruption of public order during the trade fair.
• The Authority’s Board of Directors determines the fee for the Authority’s services related to trading fairs, and it is reviewed periodically.
• The trade fair must be named with an appropriate title that is consistent with the Arabic language and public morals. That name expresses what is displayed in it while adhering to all intellectual rights according to the applicable regulations. A short name may be added to the trade fair in Arabic and English.
• It is prohibited to carry out any promotional activities for the trade fair, including advertising in all its forms. Before obtaining a license certificate for the trade fair from the Authority.
• The trade fair license may not be sublicensed or sold to others. It is possible to subcontract with other institutions to provide supply or marketing services for the trade fair.
• The Authority shall not bear any responsibility, whether moral or financial or the like. In the event that the organizer fails to implement the rules and procedures regulating trade fairs.

Conditions for issuing a commercial exhibition license

• You must register, open an account for the organizer, and update the data in the Authority’s electronic portal. After that. A selection is made from the list of e-services in the Authority’s e-portal, and a license application form is filled out.
• A trade fair license application must be submitted through the Authority’s online portal 7 days prior to the date of its establishment.
• The following shall be attached to the license application:

1. A list of the entities participating in the trade fair (the name of the entity, its activity, its headquarters, and the type of exhibits)
2. Sketch of the distribution of posts on the exhibition space, indicating the total area of the exhibition.
3. A copy of the confirmation letter for booking the conference venue.
4. A business plan and detailed visualization of the trade fair, including the following:
5. Objectives and general themes of the trade fair.
6. The target audience for the trade fair.
7. The number of targeted attendees of the trade fair from inside and outside the Kingdom.
8. The organizational structure of the executive management of the trade fair. With the names of key officials in the fair management mentioned.
9. Estimated budget for the trade fair.
10. Trade show logo.

The rest of the conditions

• The financial fee for licensing the trade fair approved by the Authority’s Board of Directors must be collected.
• The authority communicates with the government agency related to the trade fair specialization (if necessary) before obtaining the license, and their views are taken and the extent of their support for holding the trade fair (if necessary). Direct contact with the government agency to convince them of the feasibility of the conference.
• The Authority may reject a request to organize a conference based on data related to the topics of the conference, its implementation plan, the scheduling of conferences, their conflict with other conferences or events, or instructions issued by the competent authorities.
• The organizer may set fees for attending the conference after coordination with the Commission before holding the conference.
• The Authority shall study the application, and shall respond to the Organizer within (5) days with acceptance, rejection, or acceptance with conditions.
• In the event that the Authority approves the application, the organizer shall pay the finance fee for the service.
• The Authority issues the conference license certificate, and the organizer delivers the original copy of the license via e-mail.
• The authority provides the competent authorities with a copy of the license to arrange, supervise, monitor, and monitor any violations that occur during the organization of the conference, each according to its competence.

Rules and procedures for holding exhibitions

Required Documents

• A copy of the hall reservation in which the event will be held.
• Proof of product agency or product ownership.
• The statutory period for issuing the license is (5) days, provided that the event license application is submitted at least (7) days before its due date.

General Conditions

• It is prohibited to hold introduction exhibitions in the Kingdom that fall within the jurisdiction of the Commission without obtaining a license from the Commission.
• The general regulations and instructions in force in the Kingdom must be maintained during the implementation of introduction exhibitions.
• It is forbidden to offend any of the state’s symbols or policies, or engage in any political, security, tribal, or sectarian matters that stir up strife and strife in society or lead to disturbing public order during the introductory exhibition.
• The Authority’s Board of Directors determines the value of the fee for the Authority’s services related to introduction exhibitions, and it is reviewed periodically.
• The introductory exhibition must be named after the product, service, or organization organizing the introductory exhibition. Must be consistent with the Arabic language and public morals while adhering to all intellectual rights according to the applicable regulations.
• It is prohibited to carry out any promotional activities for the introductory exhibition. Including advertising in all its forms, before obtaining a license to hold the exhibition from the Commission.
• The license of the product introduction exhibition may not be sub-assigned or sold to third parties. The organizer may subcontract with other institutions to provide supply or marketing services for the product introduction exhibition.
• The Authority shall not bear any responsibility, whether moral or financial or the like, in the event that the organizer fails to implement the rules and procedures governing introduction exhibitions.

Conditions for issuing a license for exhibitions

• All procedures for licensing introduction exhibitions are carried out through the authority’s online portal (www.scega.gov.sa) in the electronic services section.
• The organizer should not have any remarks from the Authority or the competent authorities that impede the practice of the activity when submitting the application or when implementing the introductory exhibition.
• An agency for the product, proof of ownership, or an agreement is required when submitting the application.
• The organizer shall not have any financial obligations under the Authority’s regulations.
• The fee for licensing the introductory exhibition as approved by the Authority’s Board of Directors must be collected upon issuance of the license for the exhibition.
• It is not permissible to change the name of the introduction exhibition or its content after obtaining the license. In this case, a new application is required.
• The introduction exhibition license does not exempt the organizer from any responsibility or legal or judicial prosecution related to the rights of others if submitted by one or more parties inside or outside the Kingdom before, during, or after the exhibition.

Holding consumer goods exhibitions

General Conditions

• The applicant to implement the exhibition should be one of the companies or establishments licensed to organize exhibitions.
• The number of exhibitions licensed and held by the organizer should not exceed six exhibitions per year as a maximum.
• The application for a license to hold the exhibition must be submitted at least (7) days prior to the date of its holding.
• The fees for licensing the exhibition must be paid.
• In the event that the organizer amends or changes the date or location of the exhibition or cancels it, a fee for financial services will be collected. The authority must be notified in writing at least (5) days before the original authorized date. The justifications for the change must be clarified, and the approval of the authority must be obtained.
• The exhibition organizer shall be fully responsible for the exhibition before the General Authority for Exhibitions and Conferences. The license may not be subcontracted or sold to others.
• The duration of the exhibition shall not exceed (30) days.

Read more conditions

• That the Arabic language is the official language in the exhibition.
• That the exhibition is named with an appropriate name and is compatible with the standard Arabic language while adhering to all intellectual rights according to the applicable regulations.
• Entrance fees may be imposed on visitors wishing to attend the exhibition. After coordination with the Authority prior to holding the exhibition, and obtaining the Authority’s written approval.
• It is prohibited to advertise or carry out any promotional activities for the exhibition before obtaining a license from the Authority.
• Maintaining the general regulations and instructions in force in the Kingdom during the implementation of the exhibition.
• The Authority may reject a request to organize an exhibition based on data related to the scheduling of exhibitions or their conflict with other exhibitions or events, or instructions issued by the competent authorities.
• The Authority shall not bear any responsibility, whether moral or financial or the like. In the event that the organizer fails to implement the policies and procedures regulating consumer goods exhibitions.

Procedures for obtaining a license to establish consumer goods exhibitions

• The application for licensing the consumer goods exhibition must be submitted through the Authority’s online portal (7) days prior to its holding date.
• It is necessary to register, open an account for the organizer, and update the data in the Authority’s electronic portal. After that, a selection is made from the list of electronic services, “Consumer Goods Exhibition Licensing”, and the electronic form is filled out.
• The following shall be attached to the application:

1. A valid commercial register for the activity of organizing exhibitions.
2. A certificate of participation in the Chamber of Commerce and Industry, a zakat certificate, and a social insurance certificate.
3. Office rental contract or proof of ownership of the company or organization organizing the exhibition.
4. A copy of the initial booking confirmation letter for the venue of the exhibition.
5. A copy of a valid civil defense license for the facility where the exhibition will be held.
6. A work plan and detailed visualization of the exhibition. And a plan for the exhibition site showing the distribution of exhibitors.

The rest of the procedures

• In the event that the exhibition is in a temporary facility, an integrated plan of the exhibition site must be submitted indicating the entrances, exits, and parking spaces. Approved by (the Municipality / Municipality of the region) and (the Department of Civil Defense in the region). Taking into account the policies specified by the authority regarding the temporary facility. Submitting proof of the approval of the owner The land on which the exhibition is located.
• In the event that the exhibition is in a temporary facility. The facility must be inspected by the Civil Defense immediately after its construction is completed. And proof that the temporary facility conforms to the requirements of the Civil Defense must be submitted.
• In the event that the application is completed and submitted electronically to the Authority. The Authority will then send a message confirming receipt of the application.
• The Authority studies the application and documents and responds to the organizer within (5) days with acceptance, rejection, or acceptance with conditions.
• In the event that the Authority approves the application, the organizer shall pay a fee for the licensing service for the exhibition. Shall submit proof of that.
• The Authority issues the exhibition license certificate, and the organizer delivers the original copy of the license.
• The authority provides the competent authorities with a copy of the license to arrange, supervise, monitor, and monitor any violations that occur during the organization of the exhibition, each according to its competence.

Regulations for holding charitable exhibitions

• A license to hold charitable exhibitions is granted to charities licensed by the Ministry of Social Affairs.
• The charitable association must contract with a company or institution licensed for the activity of organizing exhibitions to organize the charitable exhibition.
• The charitable association shall be responsible before the emirate of the region. The General Authority for Exhibitions and Conferences, and other relevant authorities for the charitable exhibition.
• That the charity exhibition is held in cities and provinces in which exhibition centers or halls are available only or at the association’s headquarters. In cities that do not have exhibition centers or halls
• Licensed hotels may be held in wedding halls with an area of not less than (4000 square meters). It shall be approved by the Civil Defense.
• The charity association contracts with the management of the licensed exhibition center or hotel halls located in the region or governorate. After obtaining a license from the General Authority for Exhibitions and Conferences.
• That what is offered for sale be limited to the association’s products. Or what it receives from donations from others, or national products, handicrafts, and traditional industries.
• The association undertakes to submit an integrated report on the charity exhibition. After the end of its activities (one month at most) to the General Authority for Exhibitions and Conferences.
• The duration of the charity exhibition should not exceed seven days.
• The organizer of the charity exhibition must allocate an area of no less than (50 square meters) free of charge for productive families.
• An association that violates the conditions referred to above is not allowed to hold charitable exhibitions for a period of two years.

Procedures for applying for a permit to hold a charity exhibition

• The charity association fills out the forms specified by the Authority. Then sends them via e-mail at least seven days prior to the date of the charity exhibition.
• The charity association shall present a copy of the association’s license. And a recent and sealed bank certificate from the bank that it has and in its name a current and activated branch of its bank account in which the revenues of the charity exhibition are deposited so that it does not interfere with the main bank accounts of the association. This bank account is opened before applying for a license for the charity exhibition to the Commission.