Overseas events and meetings can be a great experience, offering unique opportunities to connect with international clients, partners, and colleagues.
Yet planning overseas events also comes with its own set of challenges that need perfect attention to detail. As an experienced meetings and events professional, Bien Venue’s Sam Rourke is excited to share his top tips to ensure your overseas events are memorable and seamlessly executed:
1.Objective
Before looking at the logistics of your overseas event, establish a clear and well-defined objective. What do you want to achieve? Whether it’s strengthening client relationships, launching a product, or nurturing teamwork among your international teams, having a clear goal will guide your planning process.
2.Budget
Overseas events can quickly become costly. Establish a realistic budget early in the planning process and account for unforeseen expenses. Allocate funds strategically, focusing on areas that align with your event’s objectives – this will allow you to prioritise.
The UK’s DDR (Day Delegate Rate) isn’t a thing in some countries, so expect a minimum F&B spend or room hire, and a separate catering package. And don’t forget you may need to cover local taxes, resort fees, and tourist tax, where applicable – many of which can regularly change.
Setting a clear budget can also affect your choice of destination…
3.Destination
Choosing the right destination is pivotal to the success of your event. Consider factors such as time zones, accessibility, visa requirements, and local customs.
According to Chen and Tsai (2007), visitors use the perceived image of a destination as a factor to form expectations before the visit and compare these with the results of the travel experience. So, a positive destination image will increase the tendency to positively judge the stay and enhance objectives to return and recommend the destination. This means, picking a destination with a good image can improve your delegates’ overall satisfaction.
4.Technology
Use technology to bridge the geographical gap. Consider virtual components like live streaming, video conferencing, or event apps to enhance engagement for attendees who can’t travel. This can also be a cost-effective solution.
According to Grand View Research, the global virtual event market will continue to grow by 21.2% annually until 2030.
5.Culture
Respect for local customs and traditions is essential when planning overseas events. A little cultural sensitivity can go a long way in building positive relationships with attendees and local partners. It can also avoid business disasters caused by cultural misunderstandings, many of which can come down to values and how cultures are shaped by the values they prioritise.
Commisceo Global has some terrifyingly cringeworthy examples of how easy it can be to cause upset, or in worse cases, lose business.
The 2022 State of Multilingual Collaboration illustrates that although inclusivity is important to corporate meeting and event planners, 40% are apathetic to audience needs. They believe attendees will understand the language “well enough” or choose not to attend.
6.Experts
Collaborating with event planners can save you time and reduce logistical challenges. They understand the market and can help you navigate the challenges.
As event experts, the Bien Venue team has built a network of suppliers and partners to support us in-country for overseas events. We also keep our international knowledge up to date by attending industry events such as IBTM in Barcelona or IMEX in Frankfurt – both of which were attending most recently by our Client Services Director, Mark Dixon.
In fact, we also act as destination experts for overseas clients and event planners visiting the UK with their events.
7.Language
Language barriers can be a significant hurdle. Hire interpreters or provide translation services to ensure effective communication. Additionally, prepare bilingual materials, such as signage and documentation.
According to the 2022 State of Multilingual Collaboration, 77% of event managers saw an increase in multilingual attendees in the previous 12 months, with 58% reporting that over 25% of their audience speaks a different language than the presenter.
8.Safety
Safety should be a top priority. Stay updated on travel advisories and local safety guidelines. Have an emergency plan in place and communicate it to all attendees.
9.Time Zones
Coordinate schedules thoughtfully to accommodate attendees from various time zones. This coordination might mean scheduling events at different times or allowing breaks to adjust to the local time.
Your attendees will appreciate events that consider time zone differences in scheduling. This Owl Labs time zone cheat sheet lets you select the perfect time for anywhere global.
10.Measurement
After the event, assess its success by measuring key performance indicators (KPIs) related to your initial objectives. Additionally, gather feedback from attendees to improve future overseas events.
11.Venue
The right venue is crucial – that’s why venue is in our name! It can make or break your event, so don’t leave the choice to a quick Google and chance. Our biggest tip? It would be easy to let your experience of particular UK hotels, venues, groups, or chain/brand styles affect your choice of overseas event space. But even cookie-cutter venues can be very different in another country. And with refurbishments, new builds, and resort changes happening all the time, an open mind could lead you to treasure!
And we left this one until last so we could share some of our recently discovered favourites with you – to give you an idea of the endless options:
Waldorf Astoria Orlando
- 1122 Maximum Capacity
- 22 Meeting Rooms
- 498 Bedrooms
The Waldorf Astoria Orlando is an unforgettable meeting resort, offering the finest amenities and personal service. Its innovative menus create a unique food and beverage experience for each event, and it provides plenty of choice for the backdrop of your event: 60,000 sq. ft. of multi-functional meeting space.
To accommodate meetings of varying sizes, the resort’s flexible space can be configured with 13 meeting rooms and two executive boardrooms. The venue also offers you the choice of two ballrooms, 3 breakout rooms, outdoor function spaces, and golf course.
Stunning outdoor space allows attendees to soak up the Florida sunshine or enjoy an intimate sunset-view evening. The Promenade and Signature Island feature views of the resort pool and a backdrop of the Waldorf Astoria Golf Course.
The resort’s Golf Pavilion with tented Gardens, overlooks the Waldorf Astoria Golf Club practice facilities and Bonnet Creek Nature Reserve.
The venue also offers fine-dining selection at six upscale restaurants and bars, and not to forget.
And one of its biggest draws, this luxury resort is surrounded by the Walt Disney World® Resort. So your event’s downtime itinerary can combine the venue’s soothing spa therapies and poolside relaxation with theme-park thrills and world-famous shopping and entertainment at Disney Springs®.
Stand out spaces:
- The Grand Ballroom is the epitome of luxurious events at Waldorf Astoria Orlando. Featuring 4,049 square feet of pre-function space with sweeping views of the resort pool and golf course, this ballroom is 7,945 square feet and divisible into two sections.
- The Central Park Ballroom is directly adjacent to the resort’s front drive with access entry. It features 8,436 square feet of space and is divisible into eight sections with 2,565sq. ft. of pre-function space with natural light from the Florida sunshine.
Hotel Du Louvre, Part of Unbound Collection by Hyatt, Paris
- 150 Maximum Capacity
- 8 Meeting Rooms
- 177 Bedrooms
Experience the City of Lights (Ville lumière) from your base at the Hôtel du Louvre, ideally located between the Louvre and the Opéra Garnier. The property offers over one hundred spacious and light rooms, including more than 50 suites, with some providing breath-taking views over unmissable Parisian monuments.
Between meetings, Officine du Louvre with it’s magnificently restored period glass roof, offers an inviting atmosphere in which to experience Napoleon III’s passion for botany. Enjoy herbs, plants, roots, French liqueurs and alcohol, and Chef’s seasonal creations – infusions, elixirs, and broths… all unique cuisine influenced by botany.
The venue’s meeting rooms, designed like workshops, pay tribute to the people who have marked its history, and can welcome up to 150 people. You really to see them to believe them – they are all stunningly decked out!
Stand out spaces
- The Honoré is a good-sized room on the mezzanine level, with an intimate lounge space. There is plenty of natural daylight and beautiful views over the Comédie Française. Wink to French writer Honoré de Balzac, its magnificent library offers a decor that enhances your meetings and private meals.
- The Victor is filled with natural light streaming through four large windows that offer views over the Louvre Museum. The space is a nod to Victor Hugo and his inspiring poetry – imagine that for your creative inspiration.
- The Camille is a smaller room with large windows offering lots of natural light and memorable views over Place Colette. This space is a bit nod to French painter Camille Pissarro Brushes, with frames and easels.
Andaz Vienna Am Belvedere
- 700 Maximum Capacity
- 9 Meeting Rooms
- 6 Breakout Rooms
- 303 Bedrooms
Close to Belvedere Palace, Andaz Vienna Am Belvedere showcases contemporary local art and design that immerse you in the history of Prince Eugene alongside the city of Vienna.
The venue offers 303 urban rooms, including 44 suites with imaginative interior designs. Incredible floor-to-ceiling windows show off stunning views over the Belvedere Palace and the Austrian capital.
The property, part of the world of Hyatt, has a super sustainable ethos, focusing on areas like climate change, energy and water efficiency, and waste reduction. Here are just a couple of examples of how they walk the walk:
The hotel has an automated sun protection system for energy efficiency in its event area and the 303 guestrooms. This saves up to 50% cooling energy and up to 30% heating energy compared to windows without sun protection.
It also has efficient energy supply through connection to Vienna’s district heating and cooling network. The district heating is generated directly in cutting-edge plants in Vienna, and this type of energy supply saves valuable raw materials and CO₂.
Andaz Vienna Am Belvedere offers over 2,000 sq m of customisable meeting and event spaces, making it perfect for everything from conferences and product launches to employee recognition events and small meetings. Its Outdoor Event Terrace is an urban, accessible outdoor location for open-air events – from barbecues to drinks receptions. Every space on offer features the latest audio visual equipment, high-speed internet access and comfortable seating.
Stand out spaces
- Artist is an intimate space inspired by Prince Eugene’s love of art and features designer furnishings and unique art elements. This one is the perfect spot for creative meetings of up to 16 people.
- The Lower Belvedere is a modern conference space and ballroom that can hold up to 700 delegates. It can be divided into three parts, of 235 sq m each. An impressive ceiling height of 4.7 metres, ceiling-mounted projectors and LED ceiling provide a technically inspiring event space.
Sofitel Barcelona Skipper
- 600 Maximum Capacity
- 9 Meeting Rooms
- 225 Bedrooms
Located opposite Barceloneta Beach with spectacular sea views, the five-star Sofitel Barcelona Skipper is also close to the city.
Barcelona, the city of Gaudí, may be one of Spain’s most modern cities, but history and culture are essential to understanding its people. And your delegates will find it just a few minutes’ walk from the hotel to Barcelona’s Gothic Quarter, a major attraction. Barcelona Zoo and Ciutadella Park are close by, and the hotel is just a five-minute walk from Ciutadella Vila Olimpica Metro Station.
The hotel’s 225 comfortable bedrooms are all decorated in a contemporary design. And for meetings and events, it has nine fully equipped rooms that can hold up to 675 delegates.
This venue offers you a perfect blend of Sofitel’s French luxury and local Barcelona cuisine. And that is why we’ve chosen the first of its stand-out spaces…
Stand out spaces
- TENDIEZ Tapas Bar & Restaurant offers a 100% local experience so you can enjoy the gastronomy of Barcelona in a relaxed setting, with classic and modern tapas, selected wines, signature cocktails and a terrace on which your guests can enjoy the weather of the Mediterranean.
- Grand Ballroom Olimpia has natural light and can hold up to 500 people. The space can be divided into four rooms and is easily adaptable.
Gansevoort Meatpacking, New York City
- 350 Maximum Capacity
- 10 Meeting Rooms
- 186 Bedrooms
The 186-room Gansevoort Meatpacking is an iconic hotel featuring a full-service ground-floor restaurant, a year-round rooftop bar and restaurant, and indoor and outdoor space where your delegates can enjoy a 360-degree view of the Manhattan skyline.
The venue is part of Manhattan’s lively Meatpacking District – the historically industrial area is now a focal point for art, design, fashion, and food.
It boasts stunning, modern and sophisticated corporate event spaces, for everything from conferences and breakout sessions to training days, dinners, and more. And it has the capacity for intimate groups, or up to 350 people.
Stand out spaces
- Coffee + Cocktails is an intimate open-air café that transports guests to stylish Parisian or Italian streets. Its seating flows out into cobblestone streets where guests can dine outdoors, making it perfect for impressive cocktail receptions, intimate dinners, and business meetings.
- The Executive Boardroom accommodates from 6 to 20 delegates. The multi-functional space has state-of-the-art audio visual and teleconferencing capabilities and a pre-function room.
Special shout out for this venue’s gorgeous gem – a rooftop pool where guests can relax and soak up the sun after a long day of meetings while enjoying panoramic views of the city and Hudson River from fifteen stories in the air.
Hard Rock Hotel Marbella
- 550 Maximum Capacity
- 8 Meeting Rooms
- 383 Bedrooms
Hard Rock Hotel Marbella sits a few steps from the renowned Nueva Andalucía Beach.
Whether you need space for a boardroom-style meeting to treat employees to a Hard Rock style celebration, Hard Rock Hotel Marbella offers customisable space for events of all sizes. Meeting rooms are equipped with state-of-the-art technology, including projectors, screens, integrated sound systems, adjustable lighting, and Wi-Fi.
During downtime, your event guests can indulge in Hard Rock Hotel Marbella’s Sound Body, its holistic approach to healthy living, with Spa, Technogym, yoga, and more.
Hard Rock Hotel Marbella has offer various tasty food options, including classic Spanish cuisine at Sessions, and snacks and premium cocktails at Eden Pool Club & Sun Society, and A la carte Asian fusion cuisine, cocktails, music and live entertainment at cosmopolitan restaurant, Nu Downtown.
Stand out space
- Roxy I, II, III – Available in several different configurations, the venue’s Roxy meeting rooms is 553 sqm for up to 550 guests, making it a fantastic space for a conference or even an employees awards night with dinner and entertainment.
Planning overseas events and meetings
Planning overseas events and meetings can be challenging, but with careful preparation, cultural awareness, and a focus on your objectives, you can create memorable experiences with lasting impacts.
So, are you ready to take your event overseas? With Sam‘s tips, your next international event will be a resounding success.
And if you need support with event planning or have any questions, don’t hesitate to reach out to our experienced event management team. We’re here to help!
Contact us to plan your next event!