There is a fantastic variety of technology available that makes meetings and conferences easier than ever, but planning overseas events adds a whole range of complexity. There are plenty of different issues that you might need to tackle when it comes to planning an overseas conference, so let’s take a look at six things you may want to consider.
1. Look for local assistance
We cannot stress this enough. If you are planning a conference in another country then you will not be there to supervise all of the organisation. Hiring someone who is “on the ground” makes sense. You will be able to harness their expertise, knowledge and guidance of the venue, area, and local customs to say nothing of their understanding of the local language, to help you plan and organise a conference from which all of your delegates will benefit.
2. Language barriers
There is a good chance when you organise an overseas conference that many of those attending will not have English as their first language. It may also not be the native tongue of the country where you are holding the conference. This means that you will need to get help with your conference materials and maybe have them translated into other languages. You will also want to ensure that there are staff at your venue who can help your attendees with any issues, and the best way to do this is to ensure that there are people on hand who can speak a range of languages.
3. Leverage the host city
Having a conference overseas means having somewhere new to explore! Research restaurants, famous sites, and things of interest to do in the area. Maybe put together some information for those who will be attending so they can make the most of their spare time. For employees staying in the city for the duration of the conference consider their living environment. Whilst a hotel may initially seem like the best choice there are other options such as serviced apartments that provide the best of both worlds: hotel-like amenities with the space and comfort of home.
4. Government regulations
This is possibly one of the most complex issues you could face with an international conference. Official documentation can be complicated at the best of times and dealing with complex paperwork and regulations for another company could be even more difficult. Ensure that you are on good terms with your venue, ask them to assist with any procedural issues you may encounter and be prepared to dedicate some time to paperwork.
5. Time Zones
Whilst you will know that there are time zone differences when you begin to organise your overseas conference you may not realise how much of an impact this can have on your organising capabilities The same is also true if you have attendees coming from a number of different time zones. Be prepared for slow responses to emails due to this which can make organising an overseas conference a much more drawn-out affair than one at home.
6. Local rules and laws
What makes the world an incredible place is diversity, and this diversity can be found in the different rules and laws you will find in other countries. Ensure that you and your attendees are aware of any local laws and regulations that you should follow to make your stay an enjoyable one. Things like laws surrounding smoking for example, or noise regulations must be considered.