While you may be experienced at organising meetings and booking venues in locations you’re familiar with, it can be daunting when asked to organise an event overseas. Jo Egan is on hand to help you out
Travel logistics
When you are planning a meeting overseas it goes without saying that there will be some international travel involved and you should take in to account all relevant travel routes when selecting a venue. If time is of the essence consider an airport hotel; most international airports offer a good selection of high standard hotels with meeting space. Or a city centre location with quick or easy access via transfer or public transport. When considering different venue options request and compare information about costs and transfer times to and from airports during peak and off-peak travelling times.
Overcoming the language barrier
Just because a hotel’s sales team can speak fluent English does not mean everyone at your chosen venue will. This is unlikely to cause any issues when ordering a drink at the bar, but is likely to prove more challenging when trying to resolve a complex technical issue such as AV equipment. It is always worth checking the language capabilities of key operational staff.
Currency fluctuations
Generally speaking currencies such as the euro, dollar or Swiss franc are reasonably stable. However, we have already seen fluctuations of more than 15 per cent in 2015. This can have a very significant affect, positive or negative, on your event costs. Buying currency at the time of booking is also a good option if you wish to mitigate this risk.
Rates, contracts and hidden extras
When negotiating with venues on rates, be mindful that international hotels and venues often prepare quotations differently to the typical DDR and 24-hour rates we are used to in the UK.
Tax and vat can also vary significantly between different destinations and also on different items, for instance food and beverage may have one taxable rate and bedrooms another. Finding out if your company can claim back international VAT is also an important budget consideration.
Independent and owner-managed venues, even those that are part of the big global hotel chains, are more the norm internationally than in the UK. This means individual hotels can create their own contractual terms and conditions that are likely to be different to what you receive at home. Be sure to read your contract thoroughly before signing so that you are fully aware of the commitment you are entering into on behalf on your company.
One particular hidden extra to watch out for is wifi charges. If these are not included in the rates and local networks are incompatible with UK providers, then significant charges can be rapidly racked up. Check your venue contract and also the network agreements with your company phone provider to avoid unnecessary fees.
Local idiosyncrasies
In addition to obvious time, language and culture differences, there are numerous local idiosyncrancies that can influence your event, such as working around Spanish siesta times, female dress codes in Muslim countries, or local weather conditions. Such factors can impact upon schedules and attendees’ expectations if they have not been fully considered.
These are just some of the many considerations to keep in mind when organising a meeting or event outside of the UK. However, there are lots of valuable resources available to assist you with your decision-making arrangements. From travel management companies and international venue-finding agencies to local convention bureaus and Destination management Companies – there are many trusted services available to ensure your requirements are successfully met.
Jo Egan is a partner at Hotel Desk, which specialises in providing free, international venue-finding services. With more than 20 years’ experience in most international destinations, Hotel Desk services include rate and contract negotiation with venues and local (DMCs) for activities. Further event management assistance is also available upon request; see hoteldesk.co.uk for details
