Organization of business events abroad

Organizing events abroad is a great way to expand your company's area of activity, present your services to a larger audience, and find new clients. Exhibitions, conferences, or simply negotiations with partners require careful preparation.

Everything is important - from choosing a location to determining the date and time. And if a large number of employees are needed to hold a meeting, consider the specifics of organizing corporate trips . We will tell you what you need to pay attention to first of all in order to successfully hold a business event abroad.

Define the format

The format of the event depends on your goal. Business breakfast, negotiations, meetups, master classes, seminars, presentations, conferences, exhibitions - each event has its own characteristics, so it is important to clearly define its type. For negotiations, you only need a business hall, papers and employees, but for a conference you will need much more.

Making a clear plan

Think through every detail - who, what and how will do and in what order. Even if you have not yet agreed with anyone, you need to imagine in detail what the event should be like. If this is business corporate tourism , consider the peculiarities of obtaining visas and logistical nuances.

Budget calculation

The next step is to make a budget. You need to roughly calculate how much money you will need, and then find out how much they can allocate. If the amounts do not match, adjust the event plan or convince them to expand the budget.

It consists of several main points: rent of the venue and equipment, promotion, food, filming or online broadcasting, speakers' fees, employee costs (travel, transportation costs, accommodation), printing, freight. If some tasks can be performed by your company's employees, use this to save on the venue. But the costs of business trips will increase .

Search for performers

When organizing and holding off-site events abroad, much depends on the employees. Room decoration, catering, equipment provision, hosts, employee coordination, preparation of printed materials - all this is done by people on the ground. Choose proven organizations with many years of experience and reviews.

Experts' Choice

If the event involves expert presentations, define the topic and approximate characteristics of the person. This will make it easier to find them at other thematic events, among colleagues or on social networks. Clearly define the conditions of the presentation so that there are no force majeure.

Arrival of employees

Your company's employees can also participate in a business event, even if it is not a corporate party abroad, but an important business event. In this case, you need to arrange business trips, think through logistics and provide accommodation. Corporate trips will help to unite the team and expand the range of employees' skills.

Selecting a site

This point also depends on the type of event and the number of participants. The most convenient options are business centers, lecture halls or research centers of universities, hotels, coworkings. Keep in mind that there should be at least 2 m² per visitor, otherwise there will be a crush. According to statistics, free events are attended by an average of 30% of those who registered, while paid events are attended by about 70% of those who bought tickets.

When renting a space abroad, it is very important to find the right approach to the organization. Write an official letter with a proposal and describe in detail what you plan to organize and for what purpose. Separately, check the availability of equipment. If the site does not provide it, then look for rental companies.

Catering

For business negotiations, it is enough to buy water and tea or coffee, but master classes or conferences cannot do without light snacks and waiters. Planning an event for the whole day? Then organize lunch for the participants.

Convenience of participants

Some less obvious points can be missed if you don't know about them: signs and markers, the presence of sockets for equipment and charging guests' phones, organizing Wi-Fi and finding suitable furniture.

Advertising

If your goal is to organize an event exclusively for your company's employees and partners, then advertising is not necessary. But when planning a larger event, it is worth investing in promotion. Announcements on social networks, posters, collaborations with experts - all this will help find visitors. When selling tickets, also consider taxes and costs for special platforms for online purchases.

These are the most important points to consider. To make the process of preparing an event abroad easier, use TravelHub's business travel services . We will also help you prepare tours for corporate clients on the best terms.