Pro Tips for International Event Planning
Planning an Event Abroad is Complex. Here’s How to Avoid Costly Mistakes.
Skyline during IMEX Frankfurt
This May, we joined thousands of event professionals from around the world at IMEX Frankfurt—one of the industry’s premier international trade shows. The conversations, connections, and innovations we encountered there reaffirmed what we already know at BDI Events: the world of events is more global, more creative, and more complex than ever.
And the stakes are higher for international event planning, regardless of whether you’re planning a corporate summit in Paris, an incentive trip in the Bahamas or a product launch in Singapore.
At BDI Events, we’ve planned international events for over 20 years. Like the back of our hand, we know the considerations, the obstacles and the opportunities that come with taking your event abroad.
Here are a few of the top takeaways from our own expertise as well as IMEX Frankfurt on what it really takes to execute a seamless international event.
Tip #1: Global Events Require Local Expertise
One major theme at IMEX: the importance of on-the-ground partners based on your event’s location. That’s not just for translation or currency conversion. It’s about cultural fluency, venue knowledge and vendor trust.
When producing an event in an international location, BDI taps into locally recommended partners to help with the event’s execution. These experts know how to navigate local regulations, customs and even labor strikes—so your event goes off without a hitch.
Tip #2: Logistics Look Different Across Borders
Most events have swag, merch and other branded materials. Shipping those internationally is a slightly different ballgame. You’ll need to account for customs clearance, import taxes and extended freight timelines.
Renting audio-visual (AV) equipment overseas? Specs may differ in terms of voltage, plug types and equipment standards.
To account for these factors and others, we recommend building in extra lead time, considering sourcing materials regionally to cut costs, and partnering with AV teams that have experience working globally.
Tip #3: Multilingual Communication is a Must
If your audience speaks multiple languages—or your host city doesn’t speak English fluently—clear communication becomes essential. Signage, simultaneous interpretation and multilingual collateral can make or break your attendees’ experience.
Be sure to carefully plan ahead for translation needs and don’t rely solely on Google Translate. Professional interpreters and culturally adapted messaging will enhance accessibility and engagement.
Tip #4: Budgets are More Nuanced
Exchange rates, international tax laws and fluctuating tariffs all come into play. What looks affordable at first glance might become expensive due to unexpected fees or limited availability.
Our professional advice is to develop dynamic budgets with contingency plans. You can do this by knowing what’s fixed and what’s variable, and work with a team, like BDI Events, that understands how to protect your bottom line internationally.
Tip # 5: Experience Still Comes First
No matter where in the world your event takes place, impact is what resonates. From intimate dinners on rooftops in Rome to high-tech expos in Tokyo, the most successful global events combine logistical precision with intentional design.
How? Always focus on storytelling, connection and purpose. Great experiences translate across borders—and a well-told story sticks with guests no matter the language.
Joe Martin of BDI Events at IMEX Frankfurt
Thinking About Planning an International Event?
International events can be incredible brand builders, but they’re not for the faint of heart. At BDI Events, we’ve managed events in Canada, Europe, Asian, Mexico and beyond. We’ve built a network of trusted global partners to make the process smooth and stress-free for our clients.
Whether you're going abroad for the first time or scaling your international presence, the BDI team will help you ask the right questions, avoid costly mistakes and deliver experiences that leave a lasting impression.
Contact us today to discuss the vision you have for your international event. We can help with everything, from location selection to day of production to ROI analysis. We can’t wait to chat!
