In short: when a SCEGA licence request comes back with notes, treat it as a short project. Copy every note exactly, sort each one by type, fix the cause rather than the wording, keep the whole file consistent, and only then resubmit. Approval remains SCEGA’s decision; a careful response removes avoidable delay but cannot guarantee a licence.
This guide is about one situation: you already applied and the request has been sent back to you with comments or requests for more information. If you are still preparing an application, start with the SCEGA requirements, fees and processing times guide instead.
What the official rules say, and what they don’t
SCEGA’s published rules and procedures describe the decision on a licence request as acceptance, rejection or acceptance with conditions. For meetings and workshops, the rules say SCEGA confirms receipt once the request is complete. In other words, an incomplete request is not treated as ready for decision.
SCEGA may also refuse a request for reasons connected with the event’s topic, its scheduling, a clash with other events or occasions, or instructions from competent authorities. For conferences, SCEGA may consult the government body related to the conference’s subject before issuing a licence.
The public rules do not set out a separate procedure, form or deadline for responding to comments. The status, the wording of the note and any response window shown in your e-portal account are what count. Read them there, and if anything is unclear, ask SCEGA through its official channels rather than guessing.
Sources: SCEGA rules and procedures (lectures, meetings and workshops; conferences) · SCEGA e-services list (last updated 8 September 2026). Checked 9 October 2026.
Step 1: Record the note exactly as written
Before anyone edits the application, copy the full note into a shared working file with:
- the request number, licence type and the date the note appeared;
- the exact wording, in the original language, with no paraphrasing;
- a screenshot of the request status;
- the name of the person who will own the response.
Paraphrasing is where most second-round problems begin. “Attach the venue booking” and “the venue booking does not match the dates” need different fixes.
Step 2: Sort each comment by type
One note often contains several separate points. Split them up and give each a type. These categories are BiliEvent’s working practice, not an official SCEGA classification.
| Type | Typical signal in the note | Where the fix usually sits |
|---|---|---|
| Missing document | A required attachment is absent | Obtain and attach the document listed for your licence type |
| Data mismatch | Dates, times, name or venue differ between fields and attachments | Correct the source data, then every document that repeats it |
| Venue or capacity | Venue not suitable, not registered, or capacity questioned | Venue confirmation, hall details, expected attendance |
| Programme or speakers | Agenda, work plan or speaker information is unclear or incomplete | Agenda, work plan, speaker information form |
| Licence type | The activity described does not fit the type selected | A decision on the right type, which may mean a new request |
| Organizer or account | Account details, commercial registration or authorisation | The organizer’s portal account and legal documents |
Step 3: Fix the cause, not only the field
For each comment, ask what produced it. If the venue booking shows different dates from the application, the booking may be out of date, or the event dates may have moved. Correcting the field without checking which is true creates a new mismatch.
Some comments cannot be fixed by editing. Under SCEGA’s rules for meetings and workshops, changing an event’s name, topic or main themes after a licence is issued, or increasing the target attendance or changing the attendee category, requires a new request. If a comment shows that the selected licence type does not fit the event, plan for a new application rather than a long exchange of edits.
Step 4: Build a response log
A response log keeps the work visible and stops the same point being answered twice in different ways. A simple version:
| # | Comment (exact) | Type | Action | Document and version | Owner | Checked by |
|---|---|---|---|---|---|---|
| 1 | … | Data mismatch | Align end time across form and agenda | Agenda v3 | Event lead | Second reviewer |
| 2 | … | Missing document | Attach venue confirmation for the booked hall | Venue letter v1 | Venue contact | Second reviewer |
Every row should end with evidence: a document version, a screenshot or a confirmation. “Done” on its own is not evidence.
Step 5: Control versions across the whole file
- Name files with the event, document and version, for example
EventName_Agenda_v3.pdf. - Keep one master sheet for the facts that appear in several places: event name in Arabic and English, dates, daily times, venue and hall, expected attendance and attendee category.
- After each fix, check every document against the master sheet, not only the one that was commented on.
- Keep superseded versions in an archive folder so you can show what changed and why.
Step 6: Check before you resubmit
- Every comment has a row in the log and a matching change or explanation.
- Names, dates, times, venue and attendance match across the form and all attachments.
- The venue appears in the portal as a registered host. If it does not, SCEGA’s FAQ says to ask the venue’s management to register it.
- The documents attached are the ones listed for your licence type on SCEGA’s service page.
- Nothing about the event is being promoted yet. SCEGA’s FAQ says promotion, including advertising, is not allowed before the licence or approval is issued.
- A second person has read the whole file, not only the changed parts.
When to ask SCEGA instead of guessing
Ask for clarification when a comment could be read two ways, when it seems to question the licence type, or when the fix would change the event itself. SCEGA’s service pages list a phone line (8004290004) and email (info@scega.gov.sa). Keep the question short, include the request number and quote the comment.
Hypothetical example
This example is invented to illustrate the method. It does not describe a real client or a real SCEGA decision.
A company applies for a one-day meeting licence at a hotel. The request comes back with two points: the agenda finishes at 17:00 while the form says 16:00, and the venue booking is not attached. The team logs both points, confirms with the hotel that the hall is booked until 17:00, updates the form to 17:00, attaches the hotel’s booking confirmation, and checks that the invitation draft (not yet sent) also says 17:00. A second reviewer compares the form, agenda and booking line by line before the response goes back.
Statutory requirement or good practice?
| Statutory, from SCEGA’s published rules or pages | BiliEvent’s recommended practice |
|---|---|
| A licence is required for events within the rules’ scope | Copy each note word for word into a shared file |
| Required documents depend on licence type | Classify comments and keep a response log |
| Name, topic, themes, attendance or attendee category cannot be changed after issue without a new request (meetings and workshops rules) | Use one master sheet for repeated facts |
| No promotion before the licence or approval | Second-person review before resubmission |
How BiliEvent can help
We help organizers prepare SCEGA applications and respond to comments: reading the note, sorting the fixes, aligning the documents and coordinating with the venue. BiliEvent is not affiliated with SCEGA, and licence decisions are made by SCEGA alone.
Start your SCEGA permit request and tell us the licence type, the comment you received and your event date. For an overview of the service, see SCEGA permit support.
Last reviewed: October 9, 2026