How to Stage a Successful International Event

With Gabrielle Copperwheat, Association Manager 

Holding an international event can be tremendously rewarding for your association members as well as for you, the organizer. Whether the meeting is in Nice or New Delhi, it is important to consider the following:

Cultural norms - Aside from the challenge of breaking down language barriers, it is important to be aware of other cultural aspects so your members don’t end up unintentionally embarrassed by their actions. Body language and appearance are very important in some cultures. In India for example, shaking your head from side to side means “yes.” In Singapore, it is important to never show perspiration. In France, excessive smiling can seem like you are forcing your happiness on someone else. In Germany, don’t speak too closely – they push you away if you are closer than two arm lengths away or they will move back abruptly.

Travel logistics – Before you even set foot in a country, educate yourself and your members on the various requirements to enter the country. Travel to African countries and Southeast Asia will require shots and medications up to six months in advance. Also be sure to research whether FedEx, UPS or other major shippers have access to your location, or if local postal services are the most acceptable form of expedited delivery (this practice is prevalent in Western Australia). Often, visa requirements might depend on the member’s country of origin, so also make sure you check the rules for a variety of nations. If you have enough time, put together a little booklet as a guide to traveling by nationality and be sure to include information for the appropriate consulate in that country.

The Purpose - Do you want to go there just because it’s exotic? Is it because you want to study a new business model? Holding an event in an exciting location also provides a bonding experience for members—you’ll find minds are automatically opened up as attendees are taken out of their comfort zone. While you want them to have an authentic experience, keep in mind the simple things like food and weather that are still important to an attendee’s stay.