Of course organising a business event in a different country requires more work than organising a similar event in the UK. Different currencies, languages and legislation come in to play. There are different expectations and oversights can be very costly. Knowing all this can help you determine what kind of assistance you may require and what to ask for.
What is your reason? Are you holding a multinational conference, are you launching a product in a new country or market, or are you rewarding your best clients? The answer to this question determines the destination, the kind of program you can create, as well as the budget. It is important to be clear about the end goal so that the event organiser can work on achieving it.
Choosing the right destination can be difficult as well. How accessible is it? Are visas required? Is the country’s infrastructure reliable? Some destinations may look appealing in a brochure but may be very difficult to work with. A country may be incredibly beautiful and very appealing, however it may not have what you need to effectively implement your program. A team that knows the country may help point you in the right direction as they most likely know the venues that appear appealing but in reality do not deliver.
When working with a different culture, material may need to be translated and presentations interpreted. Meal times may be at different times. Many little things may vary and get the wrong impression. Be sure to prepare your presenters. Many little things may vary and get the wrong impression. Be sure to prepare your presenters. Many little things may vary and get the wrong impression. Be sure to prepare your presenters. Many little things may vary and get the wrong impression. Be sure to prepare your presenters.
Certain aspects of events, like contracts, insurance, and compliance, aren’t the most thrilling. Contracts with international suppliers may be subject to other laws. Payment terms may differ and exchange rates may differ by the time you pay. Find out what’s covered in the case of a postponement or cancellation and ensure your insurance covers the country in question. Keeping all contracts in one place eliminates a lot of confusion.
Where events are most likely to fail is in logistics. Flights, accommodation, transport and customs clearance all need to align. Allow plenty of time to ship your exhibition or event materials. Delays happen. Plan for the unexpected and know who to call if something doesn’t arrive as expected.
Providing information to delegates in advance, preferably in a format they can print themselves, helps ensure the smooth running of your event and eliminates last minute questions.
If you are planning a hybrid event, i.e. including a live streamed element to accommodate audiences who cannot travel, test the connectivity and ensure you can offer coverage at the times it is required. Time zones means not everyone will be on your live stream at the same time. Have a back up plan and someone on staff to manage the back end to minimise issues.
Making the right choice in partners is crucial to the success of your event and reduces stress on your end. Look for local expertise in your target countries, previous experience managing events of similar scale, and risk management. Ask for references, and how they would manage last-minute changes to the event. Plans changing at the last-minute is unavoidable and happens a lot in the events industry.
Most importantly keep the focus on the attendees. The work that goes into planning and running an event behind the scenes is what gives attendees the experience of effortlessness. As long as you have clear objectives and deadlines, and the right partners, you can plan and execute an event that will make a lasting impression on your attendees and help you achieve your organizational goals.
If you would like support from an international event company, it is worth speaking to a specialist early to talk through your requirements.