“Fly the great big sky
See the great big sea
Kick through continents
Busting boundaries”
From “Roam” by the B-52’s, Cosmic Thing, 1989
At some point in many organizations’ life cycles, the desire to move beyond national and regional boundaries and organize an international meeting arises. It’s a big step requiring careful planning, coordination, and a focus beyond the typical meeting planning components and considerations.
Let’s begin with a look at some key challenges.
Cost. An international meeting can be more expensive for the organization, participants, sponsors, and other supporters and stakeholders. But look beyond the perceptions of this. Depending on the location, costs could be similar or less than holding the meeting domestically. Hotel rates, airfares, labor, and food costs may be lower in other countries. The dollar may be stronger, with free Wi-Fi and no sales or room taxes. A comprehensive RFP process will identify these characteristics, allowing for a more robust comparison of the possible benefits of your international versus domestic venue candidates. Account for currency fluctuations in the meeting budget.
Cultural differences. The conduct and language of business and meetings can differ markedly from what we’re used to when organizing a meeting internationally. Different meanings of industry and common-use expressions and words can confuse organizers and participants alike. Know how the local culture deals with deadlines and prioritization of tasks and responsibilities, as well as the importance of local tradition and societal mores. Another example is how various hotel rooms and the rates assigned to them are worded. Getting clarity on terminology, tradition, and protocol is key.
Regulatory and economic considerations. Currency exchange rates, pricing differences, and regulatory, taxation, and legislative differences can significantly impact budgets, and the type of advice needed—legal or accounting—to execute your meeting.
Paving the way to a successful international meeting.
As with any meeting, begin by clearly identifying the goals and expected outcomes and how these align with the organization’s mission and vision. Also, determine who is expected to attend. Identify an individual or team that is local to the venue, understands the culture, and can assist with organizing the meeting, or consider partnering with a locally or regionally based entity or chapter.
Establish a comprehensive budget that includes contingencies for costs relevant to the international meeting venture, such as the currency used in that location. Account for local taxes and fees (e.g., VAT), possible exchange rate fluctuations, and overall balancing for higher international venue and services costs, where this is the case. Understand what will attract international sponsors and their expectations for involvement in the global space.
For the venue, select a location that is accessible, has the necessary facilities (including a stable information technology infrastructure), and can accommodate a wide range of dietary and cultural preferences. Assist participants with understanding visa and entry requirements, shifting travel rates, and how to use local ground transportation. Know and abide by local regulations, protocols, needed permits, and social etiquette. Ensure the venue is accessible to all attendees—remember that The Americans with Disabilities Act (ADA) applies only in the United States, and accessibility requirements can vary globally. Data privacy, insurance coverage, and local health and safety regulations are also critical.
For the program and meeting activities, include culturally relevant content, presenters from diverse backgrounds, inclusive and accessible activities, and networking opportunities. Note scheduling preferences and lay out the program accordingly. Consider hybrid or virtual participation options and translation and interpretation services where necessary and be mindful of coordinating events and sessions across different time zones.
Take responsibility for participants’ health and well-being. Choose a location with a low risk of conflict and natural disasters. Establish a robust contingency plan for cancellations, health emergencies, political unrest, and other disruptive occurrences.
The justification.
Top of Form
While holding an international meeting is complex and challenging, there are also enormous benefits. Taking your meeting on the global road can open new revenue streams and audiences and increase membership. An international destination allows attendees to experience a new place. It serves to internationalize the organization and expand brand awareness. Bringing together diverse cultures creates opportunities for innovation and the exchange of ideas. The organization gains a global perspective that enhances collaboration.
The question.
Do the benefits of taking your meeting internationally outweigh the challenges and complexity of doing so? If your goals include international expansion, global awareness of your brand, and geographical expansion of your membership, solid planning and cultural understanding can offset the challenges.
“One’s destination is never a place, but a new way of seeing things.”
Henry Miller
References
International Events | The Biggest Challenges Event Managers Face, Global Events Agency, April 15, 2023. https://globaleventsagency.com/international-events-the-biggest-challenges-event-managers-face/
The Challenges of Organizing International Events, ASAE, January 11, 2024. https://www.asaecenter.org/resources/articles/an_plus/2024/01-january/the-challenges-of-organizing-international-events
What are the 4 features of a successful conference? Corporate Travel Management, https://www.travelctm.com/global/blog/features-of-a-successful-conference/
What are the 4 Features of a Successful Conference? Global Conference Alliance Inc., March 13, 2025. https://globalconference.ca/what-are-the-4-features-of-a-successful-conference/