As with so many things in life one major contributing factor to the perfect event can be summed up in three words…..location, location, location. Get the location right and, hopefully, the rest will follow. These days, however, with destinations across the world more available and accessible than ever, the problem is how to choose which international location is right for you.
Here are a few suggestions of what factors to consider:
Where will your delegates be travelling from? It’s important to ensure that they can readily access your chosen conference or meeting venue. Ideally there needs to be an international airport with good transport links, which may include overground or underground trains, buses and shuttles as well as taxis. Good transport links to the venue will also mean that delegates can easily travel around the area to any social engagements and during any free time that they have.
Accommodation and venues
We always recommend using a tried and tested 4 or 5 star hotel with inclusive conference facilities and good transport links to airports, stations, city centres and nearby attractions. Spaces for networking outside of scheduled hours are also important, as are places to relax after a hard day’s work. If there is a quirky or unusual event space available for your use, then all the better.
Ask Bien Venue how our online portal – BVine can support with accommodation bookings.
Sightseeing and Social Programmes
You may wish to include a social programme or group activities as part of your conference. At the very least delegates will need somewhere appealing to spend any downtime that they have. Choosing a international location with nearby interesting places to visit, things to do and sights to see is always a good idea.
Please see our New York blog for an example of a social programme
It’s important to set a realistic budget for your event. Exchange rates can vary and what may seem like a good deal at the beginning of the planning process may not be as attractive when it comes to paying the bill. Local taxes also need to be taken into account.
Bien Venue’s top tip – fix the exchange rate at the time of confirming the event
This is to ensure there are no nasty financial surprises at the end of the event due to exchange rate variations. You may win or lose financially, however it’s a comfort when forecasting and updating budgets.
Safety and Security
The safety and well being of your delegates is an essential part of planning an event overseas. For the most up to date information on the country you are visiting please refer to the Foreign Office website: www.fco.gov.uk. If travelling to a new area we always suggest using recommended 4 or 5 star hotels and booking hotel transport from the airport.
For help with choosing which international location is right for you please contact Bien Venue on 01625 877776 or email us at firstname.lastname@example.org