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Organising any event should be an exciting experience, but planning one that takes place overseas can be nerve-wracking as it is satisfying.
Offering unique opportunities to create memorable experiences for attendees is always a challenge, even if they're taking place in the same town. However, the complexities of planning events in a foreign country come with their own set of challenges.
From cultural nuances to logistical hurdles, successful execution requires meticulous preparation and attention to detail on an international scale.
In this blog post, I wanted to explore the do's and don'ts of planning overseas events that event planners should carefully consider.
Bear in mind that, being based in the UK, when I say 'overseas' I mean anywhere outside of the United Kingdom but overseas is of course relative to where you are, but these considerations are still pertinent.
With that in said, let's look at some of the do's and don't to consider when planning your event in another country.
Planning An Event Overseas - The Do's
Do Your Research
Before delving into any planning at all, thorough research is paramount.
Once you know where your event might be taking place, understand the local culture, customs and regulations.
Familiarise yourself with the destination's infrastructure, venues and local suppliers.
The more knowledge you have, the better equipped you'll be to navigate potential challenges.
Do Forge Local Partnerships
Forge strong relationships with local vendors, suppliers and event professionals as early as possible.
Local expertise can be invaluable in navigating the intricacies of a foreign market so having some local 'boots on the ground' can save you a lot of time and money in the long run.
Collaborating with reliable partners will ensure a smoother planning process and help you tap into resources you might not otherwise be familiar with.
Do Comply with Regulations
Ensure compliance with all local regulations, including permits, licenses and safety standards. These will obviously vary from place to place.
Different countries have varying legal requirements for events, and overlooking them can result in serious consequences.
Consulting with local authorities and legal experts is advisable to avoid any legal hiccups.
Do Communicate
Effective communication is crucial when planning an overseas event.
Clearly convey your expectations, timelines and requirements to all stakeholders. Utilise technology to bridge language gaps and ensure everyone is on the same page.
Regular updates and transparent communication can prevent misunderstandings and streamline the planning process.
Do Add A Budget Buffer
Create a comprehensive budget, factoring in currency fluctuations, unexpected expenses and taxes.
Having a financial buffer is essential to accommodate unforeseen costs that may arise during the planning and execution stages.
Be realistic about your budget and plan for contingencies.
Do Plan (Then Plan Some More)
Plan logistics meticulously, including transportation, accommodation and on-site management.
Consider the distance between venues, traffic conditions and transportation options for attendees.
Having a well-thought-out logistics plan ensures a seamless flow of events and minimises potential disruptions.
Do Be Aware of Cultural Sensitivities
Be culturally sensitive in your event planning. Understand and respect local customs and traditions, as they can significantly impact the success of your event. These should have come out through your research (see earlier).
For example, scheduling events around local holidays or considering dietary restrictions in catering can demonstrate cultural awareness and enhance the overall experience for attendees.
International Event Planning - The Don'ts
Don't Try & Do Everything Yourself
This is equally true for any event, but managing internationally means you're going to have many balls in the air.
Don't try and juggle them all yourself because sooner or later one's going to fall and that's when big problems occur.
Don't Underestimating Time Zones
Time zones can be a major source of confusion and disruption. Avoid scheduling crucial meetings or activities during inconvenient times for your overseas audience.
Be mindful of jet lag and give attendees sufficient time to acclimatise before the main event.
Don't Assume Universal Standards
Don't assume that what works in your home country will work seamlessly abroad.
Different cultures have different expectations and standards for events. Verify everything from audio-visual requirements, voltage, broadband speeds and seating arrangements and ensure they align with local preferences.
Don't Ignore Language Barriers
Language differences can lead to misunderstandings. Avoid relying solely on translation tools (although they can be useful) and consider hiring local interpreters or translators for important communications.
Miscommunications can have a significant impact on the success of your event, so invest in effective language support.
Don't Overlook Visa and Travel Requirements
Ensure that attendees are aware of and can easily fulfill visa and travel requirements. These may also vary depending on where the attendee is travelling from and to.
Providing clear guidance on visa applications and travel logistics is crucial to prevent last-minute complications that could result in attendees (including speakers) missing out on the event.
Don't Neglect Technology Considerations
Technology is a key aspect of any modern event, but different countries may have varying levels of infrastructure.
Confirm that the technology you plan to use is compatible with local systems and that reliable technical support is available. Have backup plans in case of technical glitches.
Don't Discount Weather Conditions
Weather can have a significant impact on outdoor events.
Don't underestimate the importance of checking local weather patterns during the planned event dates.
As you would in your home country, have contingency plans for adverse weather conditions, and communicate these plans to attendees in advance.
Don't Overload the Schedule
While you may want to maximise the experience for attendees, avoid overloading the schedule.
International travel can be exhausting and attendees may need time to rest and explore the destination.
Provide a balance between scheduled events and free time for participants to enjoy the location.
Conclusion
"You’ll travel safely, you’ll neither tire nor trip…Because God will be right there with you; he’ll keep you safe and sound." - Proverbs 3:23, 26
Planning overseas events is undoubtedly challenging, but with careful consideration of the do's and don'ts, event planners like us can navigate the complexities and deliver successful experiences for attendees.
From thorough research and cultural sensitivity to logistical mastery and effective communication, every aspect plays a crucial role in the overall success of an event abroad.
By embracing these guidelines, event planners can turn the challenges of international event planning into opportunities for creating unforgettable experiences. #BelieveInSuccess
We hope you've enjoyed this blog and would love to know what you think. Have you had any experience of planning an international event? What are your own do's and don'ts you've learned? Did we miss any? What do you think are the most important? Let us know in the comments below.
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