If you are new to managing international events, they can often be daunting. Imagine taking all the work you do for a national conference or company team building event and trebling it … and then adding in international flights, wide differences in expectations, and invisible cultural norms that you might not be aware of.
With all that complexity before you even start, it can be tempting to look for any shortcuts you can find, especially when it comes to the relatively easy-looking job of selecting suppliers. Yet this is often where things go horribly wrong. Here are my top three mistakes that event managers can make when managing an international event for the first time.
Pushing price or location over quality
We all know the story: the client has a strict budget and wants to reduce “frivolous” expenses like travel costs so they pressure you into hiring local and cheap.
Now, to be fair, I have already written here that, in some cities, there is a real virtue in hiring local. If your event happens to be in a graphic design hub or if your conference is being hosted in a boom town for hospitality staff, by all means stay local. But none of this can ever come at the cost of quality.
On one project, I decided against using my preferred specialist AV supplier and instead worked with the end client to get quotes from two local suppliers. I would soon regret that when I saw the equipment they provided! I would regret it even more when the interpreters and audience had to fight through two days of sound quality issues.
It is never worth sacrificing quality for cost. Excellent quality might cost more upfront but cheap costs more to fix when it inevitably goes wrong.
Only Designing for One Audience
Of course, every event includes different groups with their own requirements and needs but when it comes to international events, complexity increases dramatically. Let’s contrast a couple of examples to see how this plays out.
For an internal company briefing, professional conference organisers need to take into account the company’s personality and style and the types of venues and food that attendees are used to. It is very likely that most of the attendees will have been at a similar event before and will be able to guess a lot of the agenda before they even receive it. As an event manager, your job is simply to make sure that the event works for a single audience: those who already understand internal norms and procedures and are familiar with how the company works.
Run the same event but invite delegates from seven countries, speaking three languages and the situation changes dramatically. They will come with different expectations as to how the meeting will run and may wish to have information in their language before they arrive. Unless you have a plan to manage that or an expert on hand, the event could turn sour very quickly.
When you manage an international event, you have to make sure it works for every audience in the room.
Doing it all yourself
I have found that each stage of my business growth has meant finding another set of experts to learn from. The same is true when you move from arranging monolingual, national events to managing international events.
Your new best friends will be country experts and consultant interpreters. Country experts are an invaluable source of knowledge of cultural norms and expectations; consultant interpreters build teams and make informed decisions to ensure that communication works no matter which language someone speaks. And, if you ask them nicely, some consultant interpreters will do the same for written communications like brochures and email campaigns.
Wherever you are on your event management journey, working with specialists such as consultant interpreters will help you create events that deliver more value for your clients.
Choose quality over price, design for every audience and work with specialists: three choices with one outcome: incredible international events.