Making Your International Event a Success: What to Know Before You Go
August 17th, 2026Bringing your event to a new country isn’t just a change of scenery—it’s a chance to unlock new possibilities and connect with the world in a bigger way. Of course, with that opportunity comes a fresh set of challenges. Navigating customs, currencies, cultural nuances, and local logistics takes thoughtful planning, long before your first delegate steps off the plane.
As a destination that thrives on welcoming people and ideas from all around the world, we know what transforms international meetings into something memorable and meaningful.
Here are a few of our top tips to help your trip from around the globe to the Vancouver Convention Centre run smoothly.
Before You Arrive
The Border
Visa Requirements
Make sure you have the latest visa requirements based on where your delegates are coming from—this is more than a checklist item; it’s peace of mind for you and your attendees. A missed detail here can mean a missed connection or an empty seat.
If your event draws a global crowd, consider creating a dedicated webpage with travel requirements and a quick-hit FAQ. Offering the essentials up front helps everyone arrive ready, not rushed.
Use a Customs Broker
Great events rely on seamless logistics, and shipping materials across borders is a detail you can’t leave to chance. Exhibition booths, branded signage, registration supplies—each piece needs to arrive on time and clear customs without delays.
A customs broker who specializes in conventions can make the difference. They handle documentation, duties, and temporary import permits, and they know the timelines to keep your event moving forward. They’ll flag prohibited or restricted items before they become roadblocks, helping everything land right on cue at the Vancouver Convention Centre.
Customs Regulations
Check Canada’s rules for what can and can’t cross the border. Food items, giveaways, medical devices, batteries, and certain tech may need special permits or declarations.
Loop in your suppliers and customs broker early. When everyone’s on the same page, you can steer clear of last-minute surprises.
Currency
Currency Fluctuations
Exchange rates move fast—sometimes changing the bottom line overnight. For large-scale events, even small shifts add up. Consider locking in rates early to keep your budget predictable.
Understand Local Taxes
British Columbia charges a combined 12% sales tax on most goods and services. Here’s how it breaks down:
GST: 5% applied across Canada on most goods and services.
PST: 7% applied locally on tangible items, software, and specific services.
Combined Rate: 12% billed to the consumer on typical retail purchases.
Local Payment Practices
Payment expectations vary widely across countries. Some suppliers may require larger deposits, prefer bank transfers over credit card payments, or expect payment well before the event date.
Clarify all payment methods and expected banking fees (including international wire or currency conversion charges).
Planning for Arrival
Communications
Prepare Multilingual Resources
When the world comes together, everyone should feel right at home. If you’re welcoming delegates from different countries, translate essential details—like transportation info, emergency contacts, and registration instructions—so no one misses a beat.
Even simple, multilingual signage can make a big difference in how welcome your guests feel the moment they arrive. At the Vancouver Convention Centre, we use digital signage to help things run smoothly (and more green)!
Reliable Connectivity
Staying connected is non-negotiable for international guests. Ask your event manager about Wi-Fi options for every space and session.
For those staying longer or exploring beyond the city, share details on local SIM cards or eSIMs. It’s a simple way to help your attendees stay plugged in wherever their Vancouver adventure takes them.
Transit
Transportation
Make every arrival effortless by sharing clear, up-to-date transportation info with your delegates before they touch down in Vancouver.
Whether you are coming from the airport, a local hotel or elsewhere in and beyond Metro Vancouver, there are many convenient and green options to get here. Take the efficient transit system featuring the SkyTrain (Canada Line from YVR to Waterfront station), buses and the SeaBus; the plentiful taxis in the city; or even a scenic float plane to our doorstep.
And:
Ride-share and taxi services
E-bikes and E-scooters
Walking distances between hotels and the Vancouver Convention Centre
Visiting Vancouver
Destination Vancouver
Destination Vancouver is a world-class go-to guide for all things local—built to help every delegate explore with confidence. With their digital tools, guests can map out their route, discover must-see neighbourhoods, find the city’s best eats, or dive into local attractions.
These trusted resources make it easy for attendees to get the most out of Vancouver.
Celebrate the Local Culture
Let Vancouver’s culture shine at every turn. Bring in local entertainment, highlight Indigenous experiences, or set up a neighbourhood tour that lets attendees feel the city’s pulse.
Want to give guests a true taste of the region? Ask your event manager about our kitchens—where fresh, local ingredients and bold West Coast flavours always take centre stage.
Hosting an international event comes with its own set of hurdles, but with smart planning and local partnerships, these challenges become opportunities. By anticipating logistical challenges, communicating clearly with delegates, and embracing Vancouver's unique character, you can create an experience that runs seamlessly and leaves your attendees inspired, connected, and ready for what’s next.
