Planning an international event can create additional complexities and challenges. But, if you embrace this unique opportunity to create a memorable experience, you can elevate your international event from good to unforgettable with a few of the tips below.
Whether your audience includes company leaders, international clients, or university attendees, these events offer a unique opportunity to tap into local culture and create meaningful experiences for your guests. But successful event planning across borders takes careful research and attention to detail. Let’s dive into five tips to help make your next international event a hit.
1. Think locally: research your event destination’s culture and traditions
Understanding the culture of the country where your event will take place is essential. From local customs and business etiquette to dining preferences, small details can make a huge difference in the success of your event. In some regions, it’s important to begin meetings with formal introductions, while in others, a more relaxed approach is the norm. Incorporating local traditions into your event—whether through food, entertainment, or décor—can leave a lasting impression.
Even the speaker you book can play a role in reflecting this cultural awareness, particularly if they’re well-versed in the local customs or can tailor their message to the audience. Doing your homework on cultural norms ensures that your event resonates with local attendees and avoids any unintended missteps. After all, the goal is not just to host an event, but to create a cultural experience that’s respectful and engaging.
2. When planning an international event, utilize your hotel’s concierge for local insights
One of the most underutilized resources for event planners is the hotel concierge. These professionals know the area better than anyone and can provide invaluable insights into what’s happening locally during your event. Whether it’s recommending hidden gems for dining or giving you a heads-up about a large public event or political march that could cause disruptions, your hotel concierge can be an excellent source of on-the-ground information.
It’s also a great idea to check with the speaker you’ve booked to see if they have past experiences with your event location. Their insights may align with what the concierge shares or offer a unique perspective on the locale. Reaching out in advance can help you avoid any surprises and give you an insider’s perspective on what will enhance your event or what may need a workaround. This kind of foresight ensures a smooth event, and can even add value to your attendees’ overall experience.
3. Ensure compliance with travel regulations: ETIAS coming in 2025
For U.S. citizens traveling to the EU, staying on top of new travel regulations is a must. Beginning in 2025, U.S. citizens will need an ETIAS to enter 30 European countries, even for short trips. If your event takes place after this date, informing your attendees about these requirements early will be critical. You can start researching visa requirements for U.S. citizens traveling abroad on sites like Travel.State.Gov. The ETIAS process is expected to be straightforward, but it’s still important to plan for potential delays.
If you’re working with an international speaker, be aware that Visa needs should be discussed as early as when negotiating the contract so there’s ample time for applications, and the speaker understands their obligation to go through the necessary steps. In some cases, this process may require a visit to their country’s embassy, which can add to the timeline.
Let your guests know what’s required well in advance so they have time to apply and avoid last-minute hiccups. As always, keeping up with evolving travel requirements can help you mitigate any issues and ensure a seamless event for your attendees.
4. Find a local partner to assist with the logistics of planning an international event
Partnering with a local event planner can make a world of difference when organizing an international event. Local professionals understand the nuances of their market, from venue availability to local regulations and supplier relationships. They can help you navigate logistics, secure permits, and even negotiate better rates with local vendors.
A local partner can also assist in coordinating logistics for the speaker you’ve booked, helping ensure that transportation, accommodation, and any special requirements are well-managed. This support brings both expertise and peace of mind, allowing you to focus on the broader vision for your event while they handle the day-to-day details. Finding the right local collaborator is key to executing a successful, well-organized event that’s tailored to the area and your audience.
5. Plan for language and communication barriers
Language can be one of the most significant hurdles when hosting an international event. It’s important to consider how you’ll communicate with both your attendees and local vendors. Hiring bilingual staff, preparing multilingual signage, or providing translation services are all excellent ways to ensure smooth communication.
Additionally, if you’re bringing a non-U.S., non-EU citizen as a speaker to the U.S., be sure to check the necessary Visa requirements early in the planning process. You can find detailed information about business-related visas for speakers on the U.S. State Department website. This process sometimes requires the speaker to visit their country’s embassy, so plan accordingly.
Also, make sure the speaker you’ve booked is comfortable presenting in the language of the event or arrange for translation services if necessary. Taking these extra steps will create a more inclusive environment and ensure your event runs as smoothly as possible.
By following these tips, you’ll be well-equipped to manage the complexities of international event planning and create an unforgettable experience for your attendees. Ready to take your event to the next level with a global touch? Let our expert team help you book the perfect speaker to make your vision a reality, no matter where in the world your event takes place.