How to organise a conference in Lebanon

This guide is for companies, associations, syndicates and public bodies that need to run a conference in Lebanon and want a clear order of work. It covers the main decisions in sequence: when to start, what to budget for, how to choose a venue, which approvals to ask about, how to handle sponsors, registration, speakers and security, and what to check on the day. It is written from the point of view of an agency that has organised events in Lebanon since 2015. It does not replace advice from the venue, your legal adviser or the relevant authorities, and where a requirement varies we say so and tell you who to ask.

Start with the purpose and the numbers

Before you call a venue, write down four things on one page: why the conference exists, who must attend, roughly how many people you expect, and how many days it runs. Every later decision depends on these. A conference meant to launch a professional body needs a different room, guest list and programme from a two-day industry meeting with exhibition space.

Timeline: how far ahead to start

Our own working lead times are these:

• Single-evening reception or similar one-off event: 6 to 8 weeks.
• Congress or multi-day conference: 3 to 6 months.

Starting later is possible, but it narrows your choice of dates, venues and speakers, and leaves little room for approvals. The table below shows a typical order of work for a multi-day conference planned over about six months. Compress it for shorter projects, and keep the order.

Budget: the lines to plan for

We do not quote figures here because costs depend on the venue, the dates, the number of guests and the specification. What matters at this stage is that nothing is missing from the list. A conference budget normally includes:

• Venue hire, including rooms, foyers, exhibition areas and any set-up or breakdown days
• Food and beverage: coffee breaks, lunches, receptions, dinners
• Audio-visual and production: sound, screens, lighting, stage, interpretation equipment if needed, recording or streaming
• Design and print: branding, signage, badges, programme, backdrops
• Website, registration platform and email or messaging tools
• Speaker costs: travel, accommodation, transfers, and any fees you have agreed
• Security, medical cover and cleaning
• Permits, insurance and any official fees the venue or authorities require
• Contingency

Set the contingency line at the start and protect it. It is the line that pays for the generator rental, the replacement speaker flight or the extra room you did not know you needed. List sponsor and ticket income separately and do not count it until it is signed or paid.

Choosing a venue

The venue shapes the budget, the capacity, the technical options and often the approvals process. Visit in person, at the time of day your event will run, and ask the questions below in writing so the answers are on record.

What to ask a venue

• Is the date free, and is it held or confirmed? What is the deposit and cancellation schedule?
• What is the real capacity of each room in the layout you need (theatre, classroom, banquet), not the brochure maximum?
• Which parts of the price are included: sound, screens, lighting, furniture, staff, cleaning, power?
• What are the load-in and load-out times, and can you access the rooms the day before for set-up and rehearsal?
• What is the power supply and is there backup power? How reliable is the internet, and can it be dedicated to the event?
• What permits or approvals does the venue handle itself, and which are left to you?
• What are the venue’s own security procedures, and who is the named contact on the day?

We have worked with Le Royal Hotel Dbayeh, Phoenicia and Casino du Liban, among others. They are different kinds of space: hotel ballrooms and meeting rooms, and a theatre. Choose by what the programme needs, not by name. A plenary-heavy congress needs a good main room. A conference with parallel sessions and an exhibition needs several rooms close together and a circulation space for stands.

Patronage and permits

Official patronage

Some conferences seek an official patronage from a minister, an institution or the Presidency. Patronage can add weight to the event and help with attendance, but it is a request, not a right, and it takes time. Ask early, put the request in writing with the event purpose, dates, venue, programme outline and organiser details, and expect that the answer may come late or with conditions. Do not print a patron’s name or logo on any material until the patronage is confirmed in writing.

Permits and approvals

What you need depends on the venue, the type of event, whether it has an exhibition, whether you broadcast or play music, whether you invite foreign delegations, and what the authorities require at the time. We are not going to list procedures or fees here, because requirements vary and change. The practical steps are:

1. Ask the venue in writing which permits and notifications it handles and which are your responsibility.
2. Ask the relevant authority directly about anything outside the venue’s scope, and keep the reply.
3. Write the permit lead times into your timeline as hard dates, not hopes.
4. Name one person on your team who owns the permits list and checks it weekly.

If you are unsure whether something needs approval, ask. It is much cheaper to ask than to be stopped on the morning of the event.

Sponsors and exhibitors

Sponsors and exhibitors can cover part of the cost, but they also have expectations, so treat them as clients with a deliverables list rather than as donors.

• Build the package first. Define what each level includes: logo placement, speaking slot, stand space, badge scans or attendee access, mentions in communication. Do not promise anything you cannot control, such as attendee numbers.
• Approach early and be specific. A sponsor wants to know who the audience is and what they get. Send the one-page purpose, the draft programme and the package.
• Put it in a contract. Include payment dates, what is delivered, what happens if the event is postponed, and the deadline for artwork and stand details.

Registration and invitations

Registration does two jobs: it gives you a reliable headcount and it gives you the data to run the event. Use a simple online form that collects only what you need: name, organisation, role, email, phone number, and any dietary or access needs. Send a confirmation immediately and a reminder before the event.

Email and WhatsApp are both widely used in Lebanon for invitations. Use them with care:

• Message only people who have opted in, or who have a clear existing relationship with you and know why they are hearing from you.
• Say who you are and why you are writing, and give a simple way to opt out.
• Do not add people to WhatsApp groups without asking them first. A broadcast list that people have chosen to join is better than a group that people want to leave.

Speakers and visas

Speakers are the part of the programme you control least, so confirm them early and in writing. For each speaker, record the topic, session format, length, technical needs, travel dates and a named contact, which is sometimes an assistant rather than the speaker. Ask for biographies, photographs and slides by a fixed date, and tell speakers what the deadline is for changes.

If you are inviting speakers from abroad, check entry requirements as soon as the name is on your list. Visa requirements depend on the traveller’s nationality, and the rules and processing times can change. Confirm what is needed with the relevant authorities, or ask the speaker to confirm with the nearest Lebanese diplomatic mission, and do not assume that one speaker’s experience applies to another. Offer an invitation letter if the speaker needs one, and plan travel dates with buffer time. Have a backup plan for each keynote: a remote link, a deputy or a reordered programme.

Security and contingency

Security arrangements for a conference should be agreed with the venue and, where needed, with the relevant authorities. Requirements vary with the venue, the guest list and the circumstances at the time, so confirm them rather than assuming. Points to cover:

• Entry control: who checks badges, where, and what happens to people without one
• Separate arrival routes and a holding area if officials or VIPs attend
• Emergency exits, an evacuation plan and a named person who can make the call

For contingency, plan for the failures that are most likely in Lebanon and elsewhere, and write down the response for each:

• Power: confirm backup power with the venue and test the switchover if possible.
• Internet: have a second connection or mobile backup for registration and any live stream, and keep an offline guest list.
• Speaker no-show or delay: have a moderator ready to reorder the programme.
• Date or access problems: agree with the venue and key suppliers what happens if the event must be moved, and read the cancellation terms before signing.

Day-of checklist

Print this and give a copy to each team lead.

• Team arrives before suppliers; everyone has a badge, a run of show and a list of phone numbers.
• Walk every room: layout, signage, power, screens, microphones, water for speakers.
• Run a sound and slide check on every presentation computer; keep a backup copy of all slides on a separate device.
• Registration desk is set up with printed badges, a printed guest list, a spare pen and blank badges.
• Venue contact, security lead and catering lead have each confirmed the start time.
• Speakers are greeted, shown the green room, and briefed on timing and the stage.
• Sponsor and exhibitor materials are in place; deliverables sheet is with a named person.
• At the close: collect feedback, thank speakers, check rooms for lost items, and record any damage or incidents.

Frequently asked questions

How early should we book the venue for a multi-day conference?

Our working rule is 3 to 6 months before the event for a congress or multi-day conference. Book the venue first, because the date and room determine almost everything else. If you want a specific hotel or hall on a popular date, ask as early as you can.

Do we need official patronage?

No. Many good conferences run without it. If you want it, ask early and in writing, and do not use the patron’s name before it is confirmed. LEBTECH 2026, which we are organising for 28 to 30 August 2026 at Le Royal Hotel Dbayeh, is under the high patronage of President Joseph Aoun, but that is specific to that event.

What permits will we need?

It depends on the venue, the type of event and the activities involved, and requirements can change. Ask the venue which permits it covers, ask the relevant authority about the rest, and confirm everything in writing.

Can we invite guests by WhatsApp?

Yes, if they have opted in or you have a clear existing relationship with them. Keep messages short, offer a way to opt out, and do not add people to groups without asking.

Should we hire an agency?

You can run a small conference in-house if you have the time and someone who has done it before. An agency is useful when the event is large, multi-day, includes an exhibition or official guests, or when your team has other jobs to do. We organised LEBTECH in 2018 and 2025 and the Lebanese IT Syndicate’s official launch at the Casino du Liban Theatre on 23 March 2018.

Next steps

If you are planning a conference, the most useful first step is to write the one-page purpose, audience, size and date range, then talk to two or three venues. See our event management service and our work on corporate events in Beirut. For a detailed example of a multi-day conference, read the LEBTECH case study, which covers the 2018, 2025 and 2026 editions, including the Dawlati panel hosted by OMSAR and the Startup World Cup Lebanon with Pegasus Tech Ventures, with a USD 1M prize. When you are ready to discuss your event, contact us.

Last reviewed: November 2026.