This blog was updated on 2 Feb 2021.
2020 will be marked as a pivotal year in history - it's the year when the world as we knew it changed dramatically with no warning. With a surge in remote working and self-isolation, virtual networking became the new norm. From addressing daily personal needs to running business operations, we saw a seismic shift to the virtual space among both individuals and organisations. This was most apparent in the events industry, where organisations began embracing the opportunities offered by virtual events (check out our ultimate guide to virtual events).
While the event industry was navigating through the challenges of social distancing, we at Cvent have been working to further advance our solutions and services to help event planners not only manage their virtual events with ease but also be equipped to get back on top of their game when things return to normal. Keeping this in mind, we decided to become an integrated provider with the Department of Tourism and Commerce Marketing (DTCM) in Dubai.
Now that the world is warming up to the idea of meeting in larger groups, we can expect in-person events to make a comeback soon. This means that event organisers who plan to host events in Dubai will once again have to start thinking about complying their events with DTCM regulations. This is where our integration with DTCM saves the day! With this integration, you can leverage the power of Cvent’s end-to-end platform to be in accordance with the government regulations.
Plan your next Dubai event with Cvent.
Before we dive deeper into the technicalities of the integration, let’s take a step back and walk you through what is DTCM and why we integrated with them.
What is DTCM?
DTCM is the principal authority for the planning, supervision, development and marketing of tourism in Dubai. Following a decree issued in 2013 by the Vice President and Prime Minister of the UAE and Ruler of Dubai, His Highness Sheikh Mohammed bin Rashid Al Maktoum, DTCM was appointed as the body responsible for the development and management of an online e-permit system through which all procedures related to the application, processing and licensing of event permits would be operated.
What is an e-Permit system?
The Unified Electronic Permitting System, or the e-Permit system, is an electronic system that aims to unify the issuance of permits for different types of events held in Dubai. The system also includes a centralised platform for the sale and distribution of tickets for all events in Dubai.
All entities planning to hold an event in Dubai (barring the ones that are of a personal nature) are required to have an e-Permit. Entities must submit their application for an e-Permit together with all required documents and fees through the e-Permit system, following which they receive communications and approvals from the relevant entities accordingly.
To know the steps to apply for the permit, check out DTCM’s official website.
Does your event need an e-permit?
As per the 2013 decree, if you are hosting an event in Dubai, ticketed or non-ticketed, in the category of sport, entertainment, business, fashion, art, culture, you are required to get an event permit from DTCM through the e-Permit system. This includes all conference and exhibition events held in Dubai, regardless of the venue they take place in, be it a conference centre, exhibition centre, hotel, or a university/school auditorium.
That’s not all…
All events that require registration or ticketing also need to be linked to the DTCM e-ticketing system. The e-Ticketing platform issues a unique barcode for each ticket/registration record, which is printed on the registrant’s badge. When the barcodes are scanned upon the registrant’s entry into the event, the ticket details are passed through an API integration to DTCM. Based on the information obtained, DTCM collects 10% of the face value of each ticket/registration amount.
Why you need to comply to these rules
Non-compliance to DTCM’s regulations can prove to be a costly mistake. Entities organising an event without being listed on e-Permit, or entities that are not subscribed in the e-Ticketing system, or that sell tickets that do not display an e-Ticketing barcode, are subject to a fine of AED10,000! So it’s in your event’s best interest to ensure you have all the necessary permits in place and are 100% compliant with these regulations.
Ensure DTCM compliance at your next Dubai event with our help.
How Cvent’s integration with DTCM benefits planners
As we’ve already established, for any planner looking to host an event in Dubai, compliance with DTCM rules and regulations is mandatory, which requires you to register as an organiser and obtain an e-Permit. Once your e-Permit is approved, your event registrations need to be synced with DTCM, which issues a unique barcode to each registration.
This is where Cvent’s DTCM integration makes things a whole lot easier. Let’s understand how:
Planning an event without Cvent
For every registration at your event, you need to prepare a list of requirements from each registrant manually and send it to DTCM. Each registrant will then be issued a bar code, which you have to manually integrate with the badge provider. You will have to coordinate with multiple vendors for registration and badging to work in tandem with DTCM or do it manually. Both involve long hours, a lot of effort and risk of errors.
Planning an event with Cvent
Using Cvent’s Event Management Software, you simply need to put your e-permit number in the Cvent system and all your registrations will be uploaded to the DTCM servers. Each ticket/registration record will also be issued a unique barcode from the DTCM e-Ticketing platform. It is mandatory to have this barcode present on each attendee’s name badge. These barcodes can be pulled up by our OnArrival solutions which can then be printed onto the name badges.
After the event is over, you need to send a final list to DTCM about all the attendees and registrants with the prescribed fee within a week. Using Cvent, this data is automatically sent to DTCM without any planner intervention and you’re automatically notified about the payment to be made.
In short, with Cvent there are no manual tasks involved, no dealing with different vendors and no headache associated with multiple processes. You get everything done smoothly on a single platform without any hassles.
How to enable the integration between Cvent and DTCM, for your event?
Setting up the DTCM integration for your event on the Cvent system can be done in 3 easy steps:
| Step 1 | Step 2 | Step 3 |
|---|---|---|
| Enable the feature | Map the fields | Map agenda items |
|
Enable the DTCM integration feature in both your account and your event. For this, you’ll have to enter your e-Permit number (received from DTCM upon approval of your event) into the Cvent system. |
DTCM asks for a certain set of information for each attendee registering for your event. You need to map the fields needed by DTCM to the fields in Cvent and also make these fields mandatory for registrants to fill in so that the correct details are sent over to DTCM. |
Based on the e-Permit number you entered in the Cvent system, the latter will fetch all the approved ticket types from DTCM. You must map each of those ticket types with the Cvent products or agenda items. |
What makes Cvent’s latest integration special?
Cvent has always focused on providing complete, integrated event solutions to help you create richer, personalised event experiences with minimum manual effort. With the DTCM integration in place, you get the twin advantage of leveraging Cvent’s end-to-end event management software to address all your event planning needs as well as to simplify the processes required for becoming compliant with local regulations.
From using event registration software to sync all your registrations with DTCM to getting your approved badges printed onsite and generating automated attendee reports for payment, you can get it all done in just a couple of clicks. With Cvent, planning business events in Dubai has never been easier.
Plan your next event in Dubai with Cvent.
