Holding an international event is a great way to connect people with industry leaders and experts in an exciting new environment. You increase the exposure and broaden the horizons of the individuals and businesses involved.
But planning such an event is a unique challenge with considerations you might not have dealt with before. Here are five keys to ensure your event proceeds smoothly.
While you can be more cost-efficient in many areas by working with local suppliers, there are times when you still have to ship certain materials and equipment for your event. For example, partnering with businesses in electronics or medical supplies for a conference may entail the proper shipping of their supplies to be presented as samples for the event.
To ensure that packages are handled safely and arrive in a timely manner without creating any issues with customs requirements, work with an experienced provider in the region. For example, a European road freight company with previous records of handling electronics or positive testimonials from medical businesses will have streamlined operations and an established network across Europe.
Vet your suppliers
As mentioned earlier, locally sourcing most of your needs for the event can help manage costs. It also promotes businesses in the area and helps to strengthen your event’s ties to your location. Food is a vital item that must always be sourced locally, giving participants a chance to partake of regional specialities.
Other needs, such as printing and signage, can also be handled on-site. Take time to vet your suppliers in each case – you always want to ensure quality standards are met.
Plan your security
As an event organiser, you’re probably familiar with the need for a security plan. But when you tackle international events, the scope and scale of risk management are significantly increased from what you’re accustomed to dealing with at local events.
Potential issues with inclement weather, social or political unrest, health and disease concerns, and sensitive topics affecting public relations are all new factors to be considered. Event security is one area, which cannot be handled poorly.
If you feel like you’re out of your depth, consult professional resources and local experts for risk assessment and crisis management.
Know the culture
Along with information on possible risks, it’s highly recommended that you prepare a primer on local culture and disseminate this information to attendees. Each culture has its own unique ways of handling business negotiations and navigating conversations.
By consulting with a local management organisation, for instance, you’ll be able to provide information which helps countless interactions go down smoothly during the course of your event – not to mention avoiding any cultural faux pas.
Destination events are never just an excuse for people to go travelling while conducting business. With technology continually offering the option of remote meetings, and many other industry events taking place in different locations, you have to be conscious of return on investment as far as participants are concerned.
How much value is your event bringing to attendees from various sectors? Aside from the quality of content, diversifying your line-up of speakers and widening the scope of networking events will create more opportunities for people to make connections.
This can be an X-factor in terms of providing value for their registration and the effort of travel.
Planning an international event is a huge undertaking with many other factors to consider. And if you nail these, you’ll be on your way to creating a successful and valuable experience for the many participants.