New at Planning International Meetings? 10 Things You Should Know

When it comes to international planning, it’s essential not to assume and not to leave anything to chance. There will be surprises along the way. Here are 10 things to look out for.

1. Research financial incentives 

Many international destination marketing organizations (DMOs) offer financial incentives to offset costs. These could include everything from complimentary site inspections to reduced rates for vendors and venues, to financial assistance.  

2. Repeat important details

When it comes to international meetings, there’s no such thing as overcommunicating with attendees about logistics — especially if they are unfamiliar with a destination. For the Society for Incentive Travel Excellence’s Global Conference in Abu Dhabi, for example, the planners shared the airport pickup information three times: in an initial transportation confirmation email, followed by a printable PDF, and once again in a “Know Before You Go” email.

3. Consider planning partners’ work hours

When planning a meeting with international stakeholders, scheduling team calls can get tricky. Be aware of time zone differences, and alternate conference calls so that the person(s) most affected by the meeting schedule vary over time. Tools like World Time Server can help.

4. Beware of the 6-month rule for passports

American citizens are required to have passports to enter and exit the U.S. and other countries worldwide; however, passports must be valid for at least six months beyond the planned departure date.

Travel visas are not always required. The best place to start your research is the U.S. State Department web site. 

5. Consider hiring a security firm

For the highest level of security for attendees, companies like International SOS provide risk management and 24/7 support. Among its services are destination briefings and safety training that align with ISO 31030 guidelines, as well as location tracking and alerts once on site.

6. Research dates to avoid

Cultural observances, global elections, and seasonal breaks are dates that should be avoided when planning your meeting. Skift Meetings publishes a calendar of these dates around the world for 2026 and 2027.

7. Rely on a DMC partner 

Unless your company has a local office at the meeting destination, it’s essential to have a planning partner on the ground. Destination management companies (DMCs) not only provide a wealth of information about local venues and group activities, but are also a resource for information on local regulations and safety standards. They can also assist you with crisis management if an issue occurs.

8. Consider exchange rate fluctuations

For international meetings, a currency forward contract lets you lock in the current exchange rate for a future transaction for up to two years, protecting you from potential losses if exchange rates fluctuate downward. The fee can range from 5 to 10%.

9. Understand differences in “schedule culture”

Different cultures have different perceptions of what counts as on time, which can affect your schedule. It’s not unusual for meetings in Brazil, for example, to start late and run late (known as  "Brazilian Meeting Time"). Meanwhile, in some Asian countries, such as Singapore, a lack of punctuality is considered disrespectful.

10. AV challenges are real

AV companies face a variety of challenges operating internationally, from transporting equipment across borders to adapting to local standards to navigating language barriers. It’s essential to work with an AV provider with experience in your destination (and ideally, your hotel).