MEETING ABROAD: 5 TIPS FOR THE SAVVY GLOBAL PLANNER

Planning a meeting or convention is no easy task. And if the event takes place regularly at a new destination, that adds a whole new level of complexity for planners.

As a destination that welcomes events and delegates from around the world, we understand the challenges that meeting planners face. We have canvassed our team, clients and partners to come up with five helpful planning tips for consideration when organizing your next international event.

1. Assume Nothing

Planning a meeting is going to be different in different countries. The way we do things in North America is not the “right way”, just “our way”. Put everything in writing and ask endless questions.

2. Use a Customs Broker

Don’t chance your shipments being delayed or stopped at a border. Use a customs broker who specializes in conventions to handle the paperwork and ensure on time delivery.

3. Plan for Currency Fluctuations

Keep your eye on the currency and budget for fluctuations. Currencies can easily vary during the planning process and put strain on your budget.

4. Understand Value Added Tax (VAT)

Ask your local suppliers about the ability to reclaim VAT in their destination; what can you claim and how to go about it? You can also contract a VAT Recovery Agency to help manage the process for you.

5. Use the Local CVB or National Tourist Board

Tap into the local knowledge. Your convention and visitor bureau (CVB) is a huge resource. Check to see if they have a local office that may be able to help you in a more convenient time zone.

What other tips do you have for planners of international meetings? We would love to hear from you.