From selecting the perfect location to wrapping up the final details, every stage of the process, and the questions to ask along the way, before delegates even show up.
Planning an international conference is one of the biggest logistical headaches you’ll face in corporate event management. And that’s without even considering the extra complications of hosting the event in a foreign market where different languages, time zones and regulatory environments come into play. The organisations that consistently deliver world-class international conferences have one thing in common: a specialist DMC (destination management company) partner who knows the destination inside out.
This guide will walk you through every stage of the international conference planning process from initial brief to post-event wrap-up, and highlight the specific decision points and questions to consider at each stage.
THE PLANNING TIMELINE
12-18 Months Out: Laying the Groundwork
Define your conference objectives, identify the target delegate profile, rough out the size and budget for the event, and start researching potential destinations. Now is the time to issue requests for proposal (RFPs) to shortlist DMC partners and secure first choice venues in high demand destinations, you won’t believe how quickly the best spaces in cities like Singapore, Lisbon and Dubai get snapped up 12 months in advance!
9-12 Months Out: Picking Your Destination & Venue
Your DMC partner is selected and contracted, you’ve done a site visit with key stakeholders, the venue is locked in and you’ve got space holds converted to contracts. Next up: hotel room block negotiations, ground transport framework agreements and identifying your AV and production partners.
6-9 Months Out: Shaping the Programme
The full programme itinerary is drafted, social events, gala dinner and team activities are confirmed, speaker confirmations are in place and logistics are being sorted. Delegate registration systems go live, catering briefs are submitted to the venue and entertainment and décor are being planned. And just in case, contingency plans are being drawn up for the most critical elements of the programme.
3-6 Months Out: Filling in the Details
Delegate registrations close, transfer schedules are being finalised, AV technical specs are being confirmed, catering menus are being finalised and delegate welcome packs and digital collateral are being produced. Supplier briefings are being issued, security and medical support arrangements are being confirmed and we’re starting to get down to the nitty gritty details.
4-8 Weeks Out: The Final Countdown
Final delegate numbers are confirmed to all suppliers, room allocations are issued, ground transport schedules are finalised, the event app is live and being tested and pre-event delegate communications are being sent out. The on-site production schedule is being locked in and distributed to the team.
On-Site: Bringing it all Together
Your DMC operations team is on the ground from 48 hours before the event, meet and greet at the airport is sorted, suppliers are being coordinated, problems are being sorted out in real time and delegate welfare is being managed 24/7. Daily debriefs are being held between the organiser and DMC operations lead, and a 24-hour emergency response is just a phone call away.
Post-Event: Review & Learn
Delegate satisfaction surveys are being sent out within 48 hours, supplier performance reviews are being written up, the budget is being reconciled and a post-event report is being produced. The learnings from the event are being documented to feed into future programme planning and the ROI is being measured against pre-agreed KPIs.
THE DESTINATION DECISION: WHAT TO WEIGH
When it comes to choosing a destination for an international conference, you’re not just looking for inspirational, transformative and exclusive, you also need to consider the practicalities. How easy is it to get to the destination from the source markets? Is the venue and accommodation available in the right quantities? Are visas easy to obtain or are there regulatory hoops to jump through?
SITE SELECTION PRINCIPLE
The most common mistake when selecting a destination is falling in love with a destination before confirming that the hotel room block is available at a viable rate. The venue and accommodation are co-dependent decisions so make sure you’re running both searches simultaneously from the first day of site selection. It’s like booking a restaurant and then finding out the kitchen is closed – it’s a rookie error that can cost you dearly.
THE COMPLETE PRE-EVENT CHECKLIST
Venue & Accommodation
- Venue capacity confirmed for all session formats.
- Hotel room block contracted with an attrition clause that suits your needs.
- F&B minimums and exclusivity terms confirmed – you don’t want any nasty surprises.
- AV infrastructure and union labour requirements understood – you don’t want any last minute changes.
- Load-in and load-out access confirmed, you don’t want to be tripping over your own feet.
- Contingency space identified for programme changes, you can’t predict the future, but you can prepare for it.
Delegate Management
- Registration platforms are live and have been tested, we don’t want any last minute bugs.
- Visa and entry requirements communicated to all nationalities, you don’t want any last minute delays.
- Dietary requirements collected and communicated to catering, we don’t want anyone going hungry.
- Accessibility requirements assessed and accommodated, everyone deserves a fair shot.
- Room allocation process agreed and communicated, we don’t want any last minute mix-ups.
- Name badge and welcome pack production confirmed – it’s the little details that count.
- Airport arrival transfer schedule confirmed, we don’t want anyone left standing.
- Inter-venue transport arranged for all programme elements, we don’t want anyone stuck in traffic.
- Meet and greet team briefed and positioned, it’s a warm welcome that makes all the difference.
- Luggage handling agreed with hotel(s), we don’t want anyone losing their luggage.
- Departure transfer schedule issued to all delegates, we don’t want anyone left behind.
- Emergency transport and medical evacuation plan in place, you can’t predict the future, but you can prepare for it.
Risk & Contingency
- Event insurance in place for programme value, you don’t want any last minute financial surprises.
- Force majeure provisions reviewed in all key contracts, we don’t want any last minute excuses.
- Medical support and first aid arrangements are all taken care of.
- There’s a plan in place for what to do if the weather gets in the way of our outdoor plans.
- We’ve got backup plan in place in case a scheduled speaker can’t make it.
- Everyone’s got access to a 24 hour emergency contact list
WHERE A DMC REALLY ADD VALUE
At the end of the day its the DMC partner who’s been around the block a few times that brings the most to the table. They’re not just ticking boxes – they’re anticipating the hidden obstacles that’ll catch an inexperienced event planner out: in the local labour laws that keep your production timelines ticking over, the catering restrictions you’ve got to factor into your menu plans, or the transport constraints that need tweaking your programme. The organiser who’s new to a destination is going to hit all those roadblocks for the first time, and usually when they’re in a rush and with a hefty price tag. On the other hand the DMC who’s run that destination 50 times has already worked out the solutions to those problems.
The other thing a specialist DMC brings to the table is their relationships with the best suppliers. The top venues, the most reliable AV guys and the most capable caterers in a destination aren’t the ones that pop up on the first page of a Google search. They’re the ones that have long standing relationships with experienced DMCs, relationships that give them priority access, better pricing, and a level of accountability that a one-off client relationship just can’t replicate.
PLAN YOUR NEXT INTERNATIONAL CONFERENCE
From finding the perfect destination to making sure everything runs like clockwork on the day, our team of international conference specialists will handle every single stage of your event.
