Event Planning: How to successfully run an international meeting

Organising a successful international meeting can be a thrilling yet challenging task that requires a great deal of planning, coordination, and cultural awareness. As a meeting planner, apart from the destination, logistics, venues, and budget, you must also consider time zones, language barriers, and cultural differences. However, with the right strategies, tools, and partners, like Black Book, for example, you can successfully plan and execute a memorable event that meets its objectives.  

In this blog, we will explore some essential steps to follow when planning an international meeting. 

But before diving deeper into event planning, let’s look at why international meetings are so important nowadays.

An international meeting can be defined as an event that involves participants from multiple countries, regions, or continents who bring diverse perspectives, cultures, and experiences to the event. Therefore, international meetings play a critical role in bringing together people from different cultures and backgrounds. This creates an opportunity for cross-cultural exchange and collaboration, enabling attendees to learn from one another and build lasting relationships. 

One of the most critical aspects of successfully running an international meeting is understanding your audience. Knowing your audience means understanding their culture, traditions, and language. Failure to consider these elements can result in miscommunications, misunderstandings, and cultural faux pas.  
Therefore, learning more about your attendees will help you to tailor your event programme to their needs, preferences, and expectations.

In terms of the event programme, apart from being well structured, it is essential to consider your attendees’ cultural backgrounds and preferences. For instance, attendees from some cultures may not be accustomed to having meals at certain times of the day, or they may have specific dietary requirements. Similarly, some other participants may expect certain types of entertainment, such as live music or dancing, while others may prefer more educational or professional development-focused activities. 

Creating a flexible agenda that allows participants time to network is essential in hosting a successful international event. One of the primary reasons people attend meetings is to make new connections and build relationships with professionals from different parts of the world. So, providing ample opportunities for attendees to network is crucial to creating a memorable and impactful event. 

Additionally, a flexible agenda can help facilitate networking opportunities by providing attendees time to interact in formal and informal settings. For instance, scheduling breaks between sessions, hosting receptions and dinners, and planning team-building activities can allow attendees to get to know each other and build relationships outside the meeting sessions. 

Creating opportunities for participants to network not only benefits the attendees but also adds value to the meeting. Meaningful international connections can lead to new business opportunities, collaborations, and partnerships. Moreover, attendees are more likely to attend future meetings if they feel that they have established valuable connections and relationships. 

Language is another critical factor to consider when planning an international meeting. It is important to ensure that all attendees can understand and communicate effectively during the meeting. Consider providing interpretation services or translation services for attendees who speak different languages. Additionally, it is helpful to provide written materials, such as agendas and brochures, in the primary languages of your attendees. 

Knowing your audience also means understanding their cultural traditions and customs. For instance, some cultures strongly emphasise punctuality, while others may be more relaxed about timelines. Or some cultures may prefer a more formal approach to communication and etiquette, while others may prefer a more informal approach. 

By taking the time to understand your attendees’ cultural backgrounds and preferences, you can tailor the meeting programme to meet their expectations. This will make attendees feel more comfortable and engaged, leading to a more productive and successful event. 

 

When organising an international meeting, working with great partners can make all the difference in the event’s success. While taking on all aspects of planning and organising the meeting yourself may be tempting, working with professionals can help ensure that your meeting runs smoothly and any unexpected challenges are handled appropriately. 
One of the most critical partners to consider when planning an international event is an event agency. An event agency like Black Book has experience planning and executing international meetings, which means they have the expertise and knowledge needed to handle any challenges that may arise. Furthermore, working with partners with international event planning experience in international event planning is particularly important because it requires specialised knowledge of local laws, regulations, and customs.  
Therefore, great partners can provide invaluable support in various areas, from securing the venue and managing logistics to providing interpretation and translation services. They can also help mitigate risks and anticipate potential issues, ensuring the meeting is prepared for any eventuality. 
Another significant benefit of working with great suppliers is that they can help to alleviate the stress and workload associated with planning an international meeting. By delegating responsibilities to partners with expertise in specific areas, you can focus on other critical aspects of the event, such as developing the programme and ensuring the attendees have a positive experience. 
Moreover, working with great partners can help to ensure that the event stays within budget and that unforeseen expenses do not catch you off guard. Event planners with experience in international meeting planning can provide valuable insights and advice on cost-saving measures and negotiate contracts and agreements on your behalf. 
 

As we previously mentioned in our blog “Top 5 tips for planning a global conference,” effective communication is a critical element in the success of an international meeting. Establish clear communication channels before, during, and after the meeting is essential to ensure that all stakeholders are informed and engaged. 
Before the event, communication plays a vital role in planning and preparation. It is essential to establish clear communication channels, with potential attendees and other stakeholders, such as speakers, attendees, sponsors, and vendors. You should provide them with all the necessary information they need, such as the agenda, venue details, travel arrangements, and any other relevant details.  
During the meeting, communication is just as important. It is essential to have a communication plan in place that includes channels for attendees to ask questions, provide feedback, and receive updates. Providing a mobile app or an online platform for attendees to connect with each other and the event planners can facilitate communication during the meeting. Moreover, providing live translation services can help to ensure that attendees who speak different languages can participate fully. 
After the meeting, communication is essential to ensure that attendees feel valued and engaged. Providing attendees with a survey or a feedback form can help you gather valuable insights into their experience and identify areas for improvement. Communicating follow-up actions, such as sharing presentations, providing resources, or setting up future meetings, is also crucial. 
Effective communication also plays a crucial role in building relationships with stakeholders. By providing clear and transparent communication before, during, and after the meeting, you can demonstrate your commitment to building long-term relationships with attendees, sponsors, and vendors. This can help you build trust and credibility, leading to future opportunities for collaboration and partnership. 
 
Finally, organising an international meeting requires careful planning, attention to detail, and the right partnerships. So, don’t leave anything to change, and contact Black Book today! We will help you create a meeting that will leave a lasting impression on your attendees.