11 Tips For Foreign Event Planning. When it comes to running an event abroad there are normally a range of additional extra jobs which you may need to bear in mind. The obstacles can vary significantly depending on the host location. We hope our handy little guide helps you plan ahead:
1. Local laws and regulations. Can you legally hold the event there without any form of permit? Some countries require local or national permits, larger shows may require a business registration. Always check with the venue and national tourist organisation.
2. Visas. Is your event making a profit? If so you may need to apply for a work permit, temporary work visa or standard visa. We recommend checking in advance as these can be time consuming to apply for. Normally if you’re simply attending an event or if it’s not for profit then a tourist visa will normally suffice (again check in advance).
3. Insurance. Does your event insurance cover the specific country you are hosting the event in? Normally events in N.America will require additional insurance. Also, have you met all requirements by your insurer – health and safety, risk assessment etc.
4. Location. Are you near an airport, road or rail links? Think of the journey your attendee makes, will they be able to get to your event relatively easily?
5. Venue. Are you using a chain venue with international offices or a local venue? This can make a whole world of difference when it comes to negotiating, signing contracts, payment, dispute resolution. Ensure that all terms are fully agreed and understood by both parties
6. Local Knowledge. Ensure you carry out a site visit first and speak with locals. Understanding the layout of the venue, location and amenities is very important. Weather websites can vary significantly in accuracy, therefore, always check the venues thoughts. Ensure you ask about local holidays, are there any which could affect you?
7. Currency. Fluctuations in currency can make your event more expensive or cheaper for you and your attendees. From signing the contract to paying for the show can be a long process, ensure you’ve drawn up contingency plans.
8. Planning. If you can speak the local language it is always a huge bonus. If not ensure your local event planner speaks your language fluently, use them to help plan your show properly and deal with any other local suppliers or traders you may have.
9. Credit Cards. Pay on credit cards where possible to further insure any purchases should something go wrong. The UK has a very robust credit protection facility on each credit card.
10. Emergencies and contingencies. Plan out who is the point of contact on the day should there be an emergency or should the event need to change due to cancelled flights.
11. Holiday. We always recommend trying to treat the event as a holiday for yourself and any other attendee traveling to the show. Make it fun and light hearted and ensure you enjoy yourself, it will make the preparation far easier in the long run.