How to Plan a Seamless Corporate Event Abroad: Tips from the Pros

Planning a corporate event or incentive travel abroad can be an incredibly rewarding experience, but it comes with unique challenges. With careful planning and attention to detail, you can ensure that your event not only meets your company’s goals but also leaves a lasting impression on your employees or clients. Here are some expert tips, including real-life examples from major companies like PepsiCo and Nike, to help you plan a flawless corporate event abroad.

The destination and venue you choose will set the tone for the entire event. It’s essential to align your choice with the goals of your company and the event’s purpose.

• Consider your company’s goals: Are you looking to boost morale, foster teamwork, or showcase your company’s culture? For example, PepsiCo’s leadership retreat in Barcelona focused on creativity and innovation, which was reflected in their choice of a modern, art-inspired venue.
• Research potential destinations: Factors like climate, cost, visa requirements, and cultural attractions should be considered. If your goal is to inspire, choose a destination known for its unique culture or natural beauty.
• Choose a suitable venue: Ensure the venue aligns with your event’s objectives. When Nike planned their global sales meeting in Monte Carlo, they selected a venue that could not only accommodate their large group but also provided luxury amenities and cutting-edge technology to enhance the presentations.

Pro Tip: Partner with a local event planner who knows the destination well to streamline the venue selection process and handle the logistics more efficiently.

Budgeting and time management are crucial to the success of any corporate event, especially when planning abroad.

• Determine your budget: Factor in transportation, accommodation, food, entertainment, and potential incidentals. For example, PepsiCo was able to save costs on their large-scale Barcelona event by booking group travel and leveraging relationships with local vendors for discounted rates on services like catering and transportation.
• Create a timeline: Break down the planning process into manageable tasks. Start by setting key milestones (e.g., booking flights, confirming venue), and be sure to account for any country-specific deadlines, like visa processing times.

Pro Tip: Allocate extra budget for unexpected expenses, and make sure to leave some buffer time for last-minute changes or delays.

When hosting an event in another country, cultural sensitivity is key to ensuring a smooth and respectful experience.

• Research local customs and etiquette: Understanding the cultural norms can help you avoid misunderstandings. For example, Nike, when organizing an incentive event in Japan, took time to educate their employees about Japanese etiquette, from how to exchange business cards to proper dining behavior.
• Consider language barriers: Hiring local guides or interpreters can help bridge the communication gap and ensure smooth interactions. Even if most of your attendees speak English, local staff may appreciate efforts to communicate in their native language.
• Respect local traditions: Be mindful of local traditions and holidays, as they may impact your event planning. For instance, PepsiCo scheduled their Barcelona event to avoid conflicting with any local holidays, ensuring full attendance and availability of services.

Pro Tip: Incorporate cultural elements into your event to create a unique experience. Nike’s Japan event included a traditional tea ceremony and calligraphy workshops, which added a memorable local flavor to their event.

The logistics of getting people to and from your event, as well as ensuring smooth transportation during the event, is crucial.

• Book flights and accommodations early: Securing group rates and travel packages will help save money. When Nike planned their event in Monte Carlo, they booked luxury hotel blocks months in advance and coordinated group flights to ensure everyone arrived smoothly.
• Arrange transportation: Don’t overlook the importance of ground transportation. For instance, PepsiCo arranged private shuttles for their leadership team in Barcelona, ensuring seamless transfers between the hotel, event venues, and local attractions.
• Coordinate visas and passports: Ensure all attendees have the required documentation well ahead of time, especially when traveling to countries with strict visa policies.

Pro Tip: Create an easy-to-access online hub where participants can upload travel documents, receive itineraries, and stay updated on any logistics changes.

Corporate events abroad offer a great opportunity to blend business with leisure, so make sure to plan activities that align with your event goals.

• Choose activities that align with your objectives: For example, Nike incorporated team-building exercises like group hikes and competitive sports activities during their retreat in Monte Carlo, all designed to foster collaboration and camaraderie.
• Plan entertainment: Evening entertainment is a great way to help attendees relax and enjoy the local culture. At PepsiCo’s Barcelona event, they arranged a private flamenco performance, which highlighted the local culture while offering entertainment after a full day of meetings.
• Explore local attractions: Make sure to incorporate nearby attractions into your itinerary. Both PepsiCo and Nike ensured that their attendees had opportunities to explore the local cities, from city tours to wine tastings.

Pro Tip: Offer a mix of structured activities and free time to allow participants to explore on their own. This helps cater to different preferences and keeps attendees engaged.

Safety should always be a priority when planning an event abroad, especially post-pandemic.

• Research health risks: Be aware of any health concerns in the destination and prepare accordingly. For example, when Nike planned their Monte Carlo event, they provided information on local health services and had medical staff on standby for any emergencies.
• Arrange travel insurance: Ensure that both employees and guests are covered for any unexpected events. Travel insurance should cover everything from lost luggage to health emergencies.
• Develop an emergency plan: Have a clear plan for medical emergencies, natural disasters, or other unforeseen circumstances. PepsiCo worked with local authorities in Barcelona to establish a rapid response protocol, ensuring the safety of their leadership team at all times.

Pro Tip: Communicate all safety procedures to attendees in advance so they are aware of the plans in place should any emergencies arise.

Finally, ensure that your event complies with your company’s policies and local laws.

• Ensure compliance with company travel policies: Adhere to corporate guidelines regarding expenses, accommodations, and activities. Nike’s strict corporate travel policies required event planners to stick to approved vendors and submit detailed budget reports throughout the process.
• Obtain necessary approvals: Get approval from relevant departments or executives, especially for high-budget events. PepsiCo involved their finance and legal teams early in the process to ensure all budget approvals and legal contracts were in place before their event in Spain.
• Consider legal and tax implications: Consult with local legal experts to ensure compliance with local regulations. Understanding local tax codes and legal restrictions saved both Nike and PepsiCo from costly fines and ensured a smooth process.

Pro Tip: Hire a local legal consultant to navigate complex local laws, especially for large events where regulations may vary.