Hosting an event in a different country takes greater planning, given the many logistical concerns involved. Even communication, one of the most important aspects of event organizing, might be compromised by a language barrier. So as different parts of the world begin to reopen, it might be a good idea to start preparing for your next international event now. Start by covering these four essentials of hosting international business events:
Find reliable local partners
The first and most important step is to look for local partners that can help with the planning and execution stages. Maybe it’s the local office of your company or a client you’ve worked with before. These key partners on the ground have connections within the community that you’ll need, like venues and vendors. They can also speak the language and have a better understanding of local regulations.
In partnering with international groups, though, it’s important to note that their business practices might be different from your own. For example, Spanish people are known for not being very strict with deadlines and viewing them as loose guidelines instead. This can affect your event planning, especially if you have a rigid target date in mind, so it’s best to leave some allowance. While looking for reliable partners is key, their idea of what is ‘reliable’ might be different. Given that you’re the one who needs assistance, make sure you plan around how others conduct business matters.
Consider key practical differences
Business practices aside, consider how key differences can affect your event, too. For instance, different time zones mean different business hours. You need to choose the appropriate time to contact partners or vendors. Also note the currency exchange rates that can impact your budget, as well as taxation laws that may be imposed on business events. Another key difference is the system of measurement used. The US is one of only three countries using the imperial system, while the rest of the world relies on the metric system. That might seem like a minor detail, but you might have miscommunications regarding, say, poster sizes or space requirements, which can definitely take away from the full event experience.
Regulations surrounding the pandemic also vary from country to country, which is something you have to consider. For instance, The HR Director’s report on the impact of COVID-19 on the UAE notes that all events and conferences have been postponed for the time being. You might be able to find a better use of your time planning for an event in a location that is currently — or will soon be — allowing business events to continue, like New Zealand.
Understand the local customs
It’s also worth researching the local customs to get a better sense of each location. This will allow you to add a more personalized touch to your event, which will be appreciated by the participants. More importantly, you won’t inadvertently offend anyone and give your business a bad reputation.
Take Japan, for instance, which is a key member of the global market. ExpatBets’ guide to travelling to Japan outlines the different etiquettes and cultural practices observed in the country, many of which might be unfamiliar to people from other parts of the world. For example, Japanese people are known for their punctuality, and they consider being late a sign of rudeness. Make sure that the program starts on time to impress your audience. Knowing these norms and traditions — and applying them to your event where possible — shows respect to the local culture. Being sensitive to the culture helps you build meaningful connections that are beneficial to your business.
Arrange for transportation and accommodations
Because it is an international event, make sure that transportation and accommodations are prearranged. You might have participants coming in from other parts of the country, or from other parts of the world.
See if you can partner with hotels and car services so your guests can get discounts. Provide maps and even recommendations for things they can do around. For example, our guide to the bustling metropolis of Quebec City highlights its rich history. Even if your event is just for one day, going to a beautiful travel destination like Quebec can offer your guests another reason to attend. Planning their housing and transport arrangements also ensures that they get the best experience you have to offer.
Need help planning your business event? Contact our team here at GMS today.
