International events are still on the agenda for many organizations especially multinational ones. The task of bringing together people from different countries can be challenging as cultures and lifestyles differ, but with proper planning this is absolutely possible. Below are tips you can use to organize a successful international conference.

Attendees

First of all you need to find out how many people are coming. If this is an annual event then you already have an idea of how many people are attending. This is essential because with this you can know how many rooms to book etc.

Entertainment 

Having some form of entertainment after the conference will be a good idea.  If possible, arrange something memorable that everyone will enjoy. For example, a dinner in a restaurant that offers a beautiful view will be perfect.

Venue

It is best if the venue selected provides both the rooms and halls for the conference to be held to reduce transportation cost. Also the venue selected must be large enough to accommodate the number of guests, with rooms or sections for speakers, workshops, exhibitors, and/or vendors.

Equipment 

Having proper equipment is key. Most time when presentations are made, only people in the front get to see clearly and the ones at the back get lost. To avoid this make sure you have all the necessary equipment intact. Conferences require both audio and visual electronics.

Transportation

Sometimes, the host of the conference provides free transportation services to the conference venue if it’s a different venue from the accommodation. But otherwise, guests may have to take care of their own transportation. Some hotels provide free shuttle service to nearby attractions. They can also provide transportation references and make suggestions for a more successful trip.

Schedule 

One of the major things that contribute to a successful event is setting an agenda to help the program flow. Concurrent events can be scheduled without regard to relative position, but events scheduled one after the other should be close together and have a short break between. A staggered, mixed schedule is best, so people can plan their day around the topics they are most interested in.

Food

Remember you are getting people from different countries so you might want to get more than one type of dish. Tis way everyone will have something to feed on. As for drinks, offer non-alcoholic drinks in a comfortable, informal setting where guests can mingle and network until late into the night.

Essentials

Some people come for conferences forgetting the basic things they need. Offer a stock of pens, pencils, notepads, paperclips, and clipboards for notes.

Planning an international event is definitely not easy and after you’ve pulled off a large scale global event you’ll want to take some time to yourself. Always remember to have a plan B when organizing an event. The most important thing is to be organized because People attend a conference because they want to participate, learn, network, and discuss. But they will never return to a poorly organized event.

 

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