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Preparing for an international conference overseas is a major task that requires a great deal of advanced planning. Conferences on board are fun to schedule because it provides incentives for new international business contacts to connect with. Crossing borders, though, entails a whole range of new challenges that would not typically occur in your home country while organizing a conference.
You need to recognize variations in cultures, language, location, logistics, and customs if you want to host a conference abroad. We will lead you through the measures you need to prepare your next conference abroad in this blog post.
Select the right destination
The first critical step in the planning process is to choose the right location. Start by creating at least 18 months in advance a list of four to five possible conference locations with the help of conference management companies in Dubai.
- Is there an international airport in the city?
- Are there several hotels in the city?
- Does the destination city has ground transportation?
These are all questions to ask if future conference are to be narrowed down. It is just as necessary to choose the correct city and country where the event will take place as choosing the venue.
Get to the nearest conference and visitors’ office to employ an expert to lead your company through the selection process of the right venue. A local expert can help you note bank holidays, local events and any unforeseen hurdles you may encounter.
Work with a customs broker
When you intend to move products across the frontier, you will be spared from needless problems by employing a customs broker six to eight months in advance.
An official broker will help you navigate your way through customs abroad through the nuances of importing and exporting products. You should contact the customs agent as soon as the specifics of your place and destination have been confirmed.
Your customs broker will direct you and your attendees all along the way to any import and export specifications. A licensed customs broker will also support you in negotiating the changes of regulations, knowing the different taxes, fees, documents, and procedures to be submitted.
Understand the security and health landscape
Bringing the conference overseas raises several interesting security challenges. Wherever you are in the world, you should always be prepared for any crisis that might occur.
Visit the website of the local embassy to check the current list of high-risk travel areas before the conference.
Today’s attendees will feel safe coming to your event with so many risks impacting the global travel in the world. In the early stages of conference preparation, the first thing you need to do is to study the country in which you are doing business. Until joining the formal RFP phase, ensure that your host property shares the emergency plan. If you are planning for an international event abroad then event companies in Dubai will help you out to organize a productive event with the help of our professional team.
The venue must have several on-site security checkpoints and locations of medical assistance. It is also critical, in addition to security threats, that you evaluate the current health hazards for the destination. Look into any necessary vaccinations before entering the country and make sure that the attendees are also informed.
Determine what travel documents are needed
It can take weeks if not months to acquire visas and/or permits for your entire staff, depending on the country you are heading to. If conducting business overseas, several countries require a letter of invitation.
Begin by entering the Department of State to see how long it will take. A good rule of thumb is to start at least six months in advance looking at what travel documents are required.
Until mailing the invitation letter or beginning the visa process, your staff will need a valid passport.
Examine potential language barriers
Interacting around the globe involves possible language and cultural obstacles that could render interacting successfully difficult. Consult with a bi-lingual friend that is well versed in the local language and cultural environment to prevent some language barriers.
Consider local currency
You must set a budget before you start promoting your event. The exchange rate varies every day, rendering the planning of an event budget challenging.
Event organizers have to forecast projected revenues and expenses based on the value of the foreign currency and factor in any fluctuations in the global economy when they create a budget.
CONCLUSION
Organizing international events is a huge responsibility, but bringing their conference and trade shows overseas is becoming more and more popular for companies.
