Planning a meeting for an association comes with its own list of challenges. Knowing what to expect is just as important as being prepared for what you may not be able to anticipate. Each hurdle becomes a lesson learned and another item on the checklist for next time. Preparation is a key factor when it comes to planning a successful meeting.
Many associations hold their annual meetings, conventions, and events domestically, if not locally. Keeping a meeting close to home can reduce costs, simplify travel logistics, and ease the burden on both attendees and staff.
Planning an international meeting introduces an entirely new set of considerations. This blog offers a practical guide to some of the things we’ve learned, adapted to, and prepared for while planning a meeting overseas. Whether you are approaching your first international event or looking to refine a process, we hope these lessons help save you time, money, and a few headaches along the way.
The insights shared here are based on our experience planning a meeting this June in Basel, Switzerland, for approximately 400 attendees traveling from across the globe.
Timelines
The biggest thing to consider when planning an international meeting is your timeline. If there is one takeaway from this guide, it’s this: start planning earlier than you think you need to. This is best practice for any event, but it is especially critical for an international meeting. Differences in cultural work styles, time zones, vendor lead times, and administrative processing can all cause even simple tasks to take far longer than expected.
Shipping is one area where international challenges may arise. Supplies stuck in customs days before the event, or exhibitor materials being delayed, can create unnecessary chaos.
Before determining what you even need to order for your meeting, set a date in the future, about a month out from the meeting start date, that is your drop-dead shipping date. Work backward from that date to confirm everything is ordered and dispatched in time: supplies, printed materials, exhibitor inserts, signage, etc. Building in some buffer time for international customs processing is a good move since shipping can become unpredictable at a moment’s notice. Backing up your shipping schedule reduces costs, manages stress, and gives your team the confidence that what you need will actually be there.
Customs documentation, international carrier coordination, and working with a General Service Contractor (GSC) who understands the local regulatory environment are often essential components of a successful logistics plan.
Vet your GSC early and confirm they have experience handling international shipments to and from your host country. Establish clear lines of communication, confirm all necessary documentation requirements well in advance, and build extra lead time into every shipment – even those that seem simple
Finance, Currency, and Compliance
While shipping is often one of the most visible logistical considerations, it is not the only factor that can impact timelines. First, international payments to and from vendors are more complex and take longer. Make sure you have the information required to process and accept international payments from foreign organizations in different currencies.
An international meeting budget will look significantly different from a domestic meeting budget. Take into account travel, extra shipping and processing fees, transfer fees when sending and receiving money in different currencies, and the overall extra work, time, and effort it will take to bring your meeting overseas. Think strategically about your budget; what you can afford to let go to save money this year, and what are non-negotiables that will increase the line-item budget.
Value Added Tax (VAT) is an important consideration when planning international meetings, particularly in Europe and many other regions where it is commonly applied. Unlike U.S. sales tax, VAT is a consumption-based tax that may be required on registration fees, sponsorships, exhibit sales, and other event-related transactions, depending on the destination country.
Because VAT requirements vary significantly by location, it is essential to understand these obligations early in the planning process. They can directly impact registration pricing, budgeting, financial reporting, and cash flow. In some cases, organizations may also be eligible to reclaim VAT paid on eligible expenses; however, the rules, eligibility criteria, and administrative processes differ widely by country.
Given the complexity of international tax regulations, it is recommended to engage a local tax consultant or financial advisor with experience supporting conferences and events in the host destination. A qualified advisor can help clarify tax obligations, support appropriate pricing structures, establish compliant accounting practices, assist with required filings, and ensure adherence to local regulations. While this may represent an additional line item in the budget, expert guidance can help prevent costly errors, reduce risk, and streamline compliance throughout the planning process.
Research your meeting location thoroughly and consult with financial and legal professionals familiar with international event compliance. Every country has different rules governing business activities, taxation, contracts, and reporting requirements. Investing time and resources upfront to understand these obligations will save significant time, money, and stress as your meeting approaches.
Travel Visas
Securing a travel visa is ultimately the responsibility of each attendee, but your organization can play a meaningful role in making that process smoother and more successful. We recommend preparing a standardized visa support letter template that can be quickly personalized for each registrant.
A strong visa letter contains the attendee’s full name and relevant information (address, institution, employment department), a description of the association and the nature of the event, an official invitation to attend the meeting, and a formal request to the consulate or embassy to grant the attendee a travel visa.
These letters not only help attendees obtain their visas, they provide an official document that offers clarity and credibility throughout the process. Having a template ready to go means you can turn these around quickly, even as registration volume picks up.
Cultural Differences and Local Norms
One of the most rewarding aspects of hosting an international meeting is the opportunity to engage with different cultures and ways of working. It is also one of the areas where planners can be caught off guard. Many meeting practices that feel standard in the United States, from meal schedules to networking expectations, may be very different in other parts of the world. Taking time to understand local customs, attendee expectations, and business practices will help create a more welcoming and successful experience for everyone involved.
Hotel Accommodations and Room Blocks
Hotel accommodations may operate differently than what many association professionals are accustomed to in North America. In many European destinations, hotels tend to be smaller and more independently operated, making it difficult for a single property to accommodate an entire conference room block. This is especially common when meetings are held at convention or congress centers rather than at a headquarters hotel.
Rather than negotiating a large room block at one or two properties, associations may find greater success working with the local convention and visitors bureau (CVB) or housing partner to secure room allocations across multiple hotels. In Basel, for example, our local partners developed a centralized booking portal that allowed attendees to choose from a variety of hotels at different price points, service levels, and locations throughout the city.
While this approach may initially feel unfamiliar, it often provides greater flexibility for attendees. Rather than fitting everyone into a single hotel option, participants can select accommodations that best align with their budget, travel preferences, loyalty programs, and desired experience. Leveraging local destination resources can simplify the housing process while creating a more customized experience for attendees.
Food & Beverage Expectations
Food and beverage service is often one of the most noticeable cultural differences attendees experience. What may be considered a standard coffee break in one country could feel inadequate in another. For example, many European attendees expect coffee breaks to include pastries, snacks, or light refreshments rather than beverages alone. Similarly, preferences for sparkling versus still water, meal service styles, and dietary accommodations may vary by region.
Rather than assuming domestic standards will translate internationally, ask your venue and local partners what attendees typically expect at professional meetings in that destination. Small adjustments to your catering plans can have a significant impact on attendee satisfaction.
Meal Times and Daily Schedules
Meeting schedules should be developed with local routines and cultural norms in mind. Standard meal times, break frequencies, and even expectations around the length of the business day can vary widely from country to country. Scheduling meals too early or too late relative to local customs may affect attendance, engagement, and overall attendee experience.
When building your agenda, seek guidance from local committee members, convention bureau contacts, or venue staff to ensure your program aligns with regional expectations.
Exhibition and Session Formats
Attendee behavior within exhibit halls and educational sessions may also differ from what you are accustomed to domestically. Traffic patterns, networking habits, and preferred exhibit hours can vary based on local business culture and meeting traditions. Work closely with local stakeholders to understand what has been successful for similar events in the region and be willing to adjust schedules or formats accordingly.
Language and Communication
Even when English is the primary language of the meeting, language differences can create challenges behind the scenes and throughout the attendee experience. Communication barriers may arise between association staff, venue personnel, vendors, exhibitors, speakers, and attendees. Clear, concise written communications, well-designed signage, and thorough pre-event instructions can help reduce confusion and improve the experience for all participants.
Whenever possible, provide important information in simple, accessible language and confirm that key event partners understand expectations. Investing additional effort in communication planning can prevent misunderstandings and ensure smoother operations onsite.
Ultimately, success often comes from recognizing that international attendees are not simply traveling to attend your meeting; you are bringing your meeting into their environment. Embracing local customs and adapting where appropriate will help create a more authentic, inclusive, and memorable event experience.
Travel Coordination and Logistics
When hosting an international meeting, attendee preparation becomes an extension of your event planning process. Even seasoned travelers can encounter unexpected challenges when navigating a foreign country, and what may seem obvious to local attendees may be unfamiliar to those traveling from abroad. One of the most valuable services an association can provide is clear, proactive communication that helps attendees arrive prepared and confident.
Technology and Equipment
Technology considerations extend beyond the meeting itself. Electrical outlets, voltage requirements, and charging standards vary by country, and attendees may not realize they need adapters or converters until they arrive. Association staff should also verify that any equipment being transported internationally, including registration equipment, printers, computers, scanners, and AV technology, is compatible with local power infrastructure. One way to minimize these challenges is to work with vendors that already have an international presence. For our meeting, we partnered with a registration technology provider that maintains international warehouses and onsite support capabilities, eliminating the need to ship much of our registration and badge-printing equipment overseas. This not only reduced shipping complexity and costs but also provided confidence that the equipment would be compatible with local power and technology requirements.
Transportation
Transportation systems vary significantly from destination to destination. Some cities are built around public transportation, while others rely more heavily on taxis, rideshares, or private transportation. In Basel, Switzerland, for example, attendees receive complimentary access to the city’s extensive public transportation network, making it easy to travel between hotels and the convention center.
It is important not to assume that transportation options commonly used in the United States will be available internationally. Rideshare services, payment methods, taxi procedures, and public transit systems differ around the world. Understanding how attendees are likely to move throughout the destination will help you provide practical guidance before they arrive.
Data, Wi-Fi, and Banking
International travel can create unexpected challenges related to mobile service, internet access, and banking. Data plans that work seamlessly at home may incur significant roaming charges abroad, and some attendees may not realize they need an international plan until after arrival. While Wi-Fi is widely available in many destinations, reliability and accessibility can vary.
Financial considerations should also be communicated in advance. Credit card acceptance, contactless payment options, ATM availability, and currency exchange practices may differ from what attendees are accustomed to. Providing guidance on these topics can help travelers avoid unnecessary inconvenience.
Know Before You Go
Compile all of the above into a Know Before You Go email sent to all registered attendees well ahead of the event. This communication should set expectations, surface potential challenges, and provide practical steps attendees can take to ensure a smooth arrival and experience.
Final Thoughts
Planning an international meeting is one of the most complex and rewarding projects an association team can take on. The learning curve is real, and new challenges will continue to surface as your event date approaches, but that is part of the process.
Start early. Do the research. Budget for the unexpected. Most importantly, be prepared to adapt. Success in international meeting planning often comes not from avoiding obstacles altogether, but from anticipating them, responding thoughtfully, and learning from the experience.
As we prepare for our upcoming European meeting in Switzerland, we are still learning ourselves. This article reflects the lessons we have gathered throughout the planning process, but the real test will come when attendees arrive and the meeting begins. We look forward to sharing additional insights in Part Two of this series in July after the meeting concludes, including what worked well, what surprised us, and what we would do differently next time.
We look forward to continuing to share insights as our own planning process evolves.
Happy planning!
Kortney Incorvaia, HMCC
Kortney joined RGI in 2024 and brings over six years of experience planning seamless meetings for medical and academic associations. She holds a BS in Marketing and recently earned her Healthcare Meetings Compliance Certificate (HMCC). In 2025, she was named Planner of the Year by the MPI Indiana Chapter.
Natalie Crispin
Natalie joined RGI in 2025 as an Education and Membership Coordinator. In her role, she enjoys getting to know her client personalities and creating lasting experiences that fuel membership and promote growth while providing excellent service to members and her RGI team. She values connection, communication, and community, and supports her societies in person at events and behind the scenes.