Doug Shockley
Doug Shockley, vice president, Business Development and Global Events at www.GES.com, has over 22 years of industry expertise.
International Event Planning: 5 Tips Event Marketers Should Know
April 4, 2013
As I board my plane to Beijing, China, for another corporate event, I realize that working on international projects has taught me so much, from cultural differences to the unique event management processes that vary in each country. The global journeys my team has been invited on are endless and unique.
We’ve taken the specific event I’m traveling to now, from Las Vegas to Madrid, and now we’re on to China. Here are the five tips you should use before you take the big international leap:
1. Visit the venue before the event- I always make sure to fly in early and scope out the canvas I’m working with. If I don’t know the lay of the land before my client arrives, they’ll sense my nerves and it may cause unnecessary stress. This also helps me to uncover any potential issues and experience the space as an attendee would.
2. Transportation – Do you know how you’re getting around while at your destination? Make sure to make this a priority in your planning process to make your time there less stressful.Also, if arranging private transportation isn’t in your budget, make use of mobile apps such as London’s Underground App that helps you get around the tube easier. Lastly, have you heard about the Global Entry Program? Sign up here and expedite your customs’ experience.
3. Research and use local resources – A colleague’s or friend’s recommendation will make or break your experience. There’s generally no reason to bring all American resources to your international events. In a lot of places, drayage and other American terms and business practices don’t exist. LinkedIn is a great resource as well. Post in a group and you’ll be sure to receive recommendations or even be contacted by a potential partner.
4. Know local laws and emergency contacts – In case of an emergency or an accident, make sure your team is registered with Smart Traveler Enrollment Program (STEP). This is a free service provided to U.S. citizens that are traveling to, living in or doing business in a foreign country. It helps the U.S. Department of State better help you in an emergency because they have all of your information handy. Even something as simple as holding hands in public in the Middle East can get you into major trouble; know the laws before you leave.
5. Give yourself a year – International programs include unforeseen circumstances and delays throughout the planning process. Expect contracts, negotiations and travel planning to take longer in an international destination. Invest in a local travel agent, partner, etc. because it will be worth your time based on the number of challenges that can arise. The more time you have the better. Plus you can actually enjoy the planning process when you give yourself ample time.
Have any other questions about international event planning? Share them below and I’ll give you my best advice!
Partner Voices
Overview:
The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality.
In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way.
“We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.”
Amenities:
The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.
The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience
The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need.
Gold Key Members
The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events.
OCCC Events:
This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.
The Center’s top five events during their 2022-2023 fiscal year included:
AAU Jr. National Volleyball Championships 2023
200,000 Attendees
$257 Million in Economic Impact
MEGACON 2023
160,000 Attendees
$205 Million in Economic Impact
Open Championship Series 2023
69,500 Attendees
$89 Million in Economic Impact
Sunshine Classic 2023
42,000 Attendees
$54 Million in Economic Impact
Premiere Orlando 2023
42,000 Attendees
$108 Million in Economic Impact
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