{"id":1455,"date":"2021-05-15T20:20:38","date_gmt":"2021-05-15T20:20:38","guid":{"rendered":"https:\/\/getinvited.to\/6-essential-considerations-when-planning-an-overseas-event-get-invited-blog\/"},"modified":"2023-11-13T17:32:26","modified_gmt":"2023-11-13T17:32:26","slug":"6-essential-considerations-when-planning-an-overseas-event","status":"publish","type":"post","link":"https:\/\/getinvited.to\/6-essential-considerations-when-planning-an-overseas-event\/","title":{"rendered":"6 Essential Considerations When Planning an Overseas Event"},"content":{"rendered":"

Pulling off a memorable, disaster-free event is no easy feat \u2013 even when you\u2019re on your home turf. Make that an overseas event, and you\u2019ve got a challenge on your hands.<\/p>\n

With a whole new world of potential pitfalls and logistical considerations to take into account, a trusty planning checklist will serve you well on your mission to make your overseas event one to remember.<\/p>\n

Today, you\u2019ll get exactly that from the travel experts at Optima Villas, as they share a handful of key considerations for any event planner looking to make a splash overseas and stop any loyal attendees from jumping ship.<\/p>\n

1. Visit Your Destination in Advance<\/h2>\n

Organizing an event overseas can feel a bit like venturing into the unknown \u2013 but you can take away some of this unfamiliarity by getting to know your destination well in advance of the event itself. If you know where you\u2019d like to hold your event, seize this opportunity to take a trip to your chosen location and do some primary research. From navigating the area to identifying transport networks, local landmarks, and essential amenities, there are opportunities galore for you to find information that will be valuable to your guests by exploring your destination firsthand.<\/p>\n

Don\u2019t forget to check your visa requirements too. Running an event in many foreign countries will be considered working in that country, and you may be breaking the law if you do this under a standard tourist visa. Always check with local authorities before you end up in trouble!<\/p>\n

2. Lock Down Your Overseas Event Venue and Catering Early<\/b><\/h2>\n

You can\u2019t promote your overseas event (or, therefore, attract any attendees) until you\u2019ve found a suitable setting and booked this venue for your chosen date. Consider any practical or geographical requirements surrounding your event \u2013 for example, you may need access to a large outdoor area or somewhere with plenty of public transport links \u2013 and factor these aspects into your decision-making process. While you\u2019re at the venue, try and wrangle a food-tasting so that you can be sure the catering will be up to scratch on the day.<\/p>\n

Once you\u2019ve locked your venue down, you\u2019ll be in a position to organise accommodation. Whether you rent villas in Lanzarote<\/a> or hotel rooms in Hong Kong, finding convenient, high-quality living quarters for the duration of your stay is key \u2013 but this will have to remain on your to-do list until you\u2019ve sourced and secured the ideal venue for your event.<\/p>\n

3. Source Local Suppliers<\/h2>\n

One effective way of keeping costs down is choosing local suppliers for your event, for everything from the decor and the catering to the entertainment and technology. As long as everything is booked and paid for in plenty of time, this can provide a cost-effective alternative to transporting various goods and equipment overseas. Better yet, by shopping local when it comes to suppliers, you can add some extra authenticity to your event \u2013 embracing your location and everything that comes with it.<\/p>\n

4. Take Transport Into Account<\/h2>\n

If there are elements of your event that require overseas transportation, you\u2019ll need to factor in not only the costs associated with transporting any equipment but also the logistical considerations surrounding shipping. Whether you choose to ship via haulage or arrange the necessary equipment at your event\u2019s destination, you\u2019ll need to make this decision in the early planning stages so that costs and logistics can be considered and arranged in plenty of time.<\/p>\n

5. Plan Power Options<\/h2>\n

When it comes to power, you\u2019ll need to make sure you\u2019re locked and loaded to meet attendees\u2019 expectations on the day of the event. From lighting solutions and computer access to audio and video outputs, you\u2019ll need to account for all of the technology that contributes to a successful event and ensure that you have the on-site facilities to accommodate all of this tech. Understanding overseas power levels and outlets, as well as ensuring you\u2019ll be able to configure all of the essentials at your venue, will be crucial to making sure your event goes off without a hitch.<\/p>\n

6. Organise Team Timelines<\/h2>\n

Finally, you\u2019ll need to guarantee your event team have the time and resources to prepare to their satisfaction and arrive on the day feeling prepped, energetic and at their best. Your utmost concern in this respect should be getting your chosen team members to your destination (and, more specifically, to your venue) with plenty of time to rest, refuel and make any final preparations before the big day. With too little time to spare, your team could be left unorganised, unenthused and ineffective \u2013 so arm them with the tools they need to deliver a truly memorable experience for all involved.<\/p>\n

After all that, all that\u2019s left to do is get your guests comfortable and kick your event off with a bang \u2013 just make sure you\u2019ve got invites and ticketing<\/a> sorted and you\u2019ll be ready to go, no matter where your event is in the world.<\/p>\n","protected":false},"excerpt":{"rendered":"

Pulling off a memorable, disaster-free event is no easy feat \u2013 even when you\u2019re on your home turf. Make that an overseas event, and you\u2019ve got a challenge on your hands. With a whole new world of potential pitfalls and logistical considerations to take into account, a trusty planning checklist will serve you well on […]<\/p>\n","protected":false},"author":2,"featured_media":2159,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[109],"tags":[],"_links":{"self":[{"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/posts\/1455"}],"collection":[{"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/comments?post=1455"}],"version-history":[{"count":6,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/posts\/1455\/revisions"}],"predecessor-version":[{"id":2520,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/posts\/1455\/revisions\/2520"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/media\/2159"}],"wp:attachment":[{"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/media?parent=1455"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/categories?post=1455"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/getinvited.to\/wp-json\/wp\/v2\/tags?post=1455"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}