6 Tips For Planning International Meetings

With the abundance of technology available to meeting professionals, planning international meetings is becoming easier. But crossing borders can mean tackling a whole range of issues you may not have had to consider previously and have you searching for best practices. If you’re making the longitudinal leap, we’ve got 6 essential tips you won’t want to miss.

Planning international meetings is the norm.

A quick look at a map showing all of the countries in which the Guidebook app has been downloaded reveals that meetings and meetings technology are everywhere. In fact, 13% of our iOS users (and 15% of Android users) come from outside the U.S.

Planning international meetings is worldwide

1. Speak the language(s).

Cultural sensitivity when planning international meetings is key. Examine the value of connecting with attendees where they’re most comfortable and consider what languages will be spoken at your meeting. We find that meeting planners in Canada, for instance, will often publish two versions of their guide – one in English and one in French, ensuring everyone is on the same page regardless of “hello” or “bonjour.”

Meeting technologies are making it easier to talk the talk. Guidebook, for one, features automatic language detection. That means the app senses what language your device is set to and automatically adjusts the user interface to reflect that language. Guidebook currently supports English, French, German, Japanese, Korean, Portuguese and Spanish (and the list is continually growing).

2. Locate a local.

Let a local help when planning international meetings

If you want the inside scoop, it’s always best to collaborate with a native. In addition to helping you avoid potential place-related pitfalls, a local will also be able to make suggestions that will enrich your attendees’ overall experience. Keep in mind that for many of the travelers attending your meeting the city or country is a destination in and of itself. They’ll be interested in insider tips, tourist attractions and restaurants in addition to the standard meeting information. When planning international meetings where attendees will have the freedom to be tourists, including this rich material in your mobile guide only increases its overall value.

Collaborative tools work best when planning international meetings long-distance. Guidebook’s dashboard feature allows you to give administrative access to other members of your team – no matter their location – enabling them to view and edit your app and making joining forces a super-simple task! Just as convenient is your ability to give certain people (say, speakers at your event) collaborative access to fill out their own speaker profile – and nothing else!

3. Take the trouble out of traveling.

You may not be able to control flight delays or grumpy customs agents, but you can use your mobile app to give your attendees the tools they need to make a successful (and safe) trip. Think about including a travel checklist, information about local laws and customs, or even where to find a grocery store. You may be a pro at planning international meetings, but many of your attendees will see this as major travel. They will thank you for helping put their minds at ease and feel welcome in a new place.

You can even use your app’s push notification feature to warn of any unexpected local travel conditions that might arise. With a mobile meeting app, you’ve created a built-in network that makes messaging a snap.

4. Go green and save green.

When planning international meetings, sustainability is on the minds of many – especially as European waste laws continue to tighten. Your mobile app supports an ever-growing green meetings initiative – but it’s also offsetting the costs of hosting your meeting in a far-away place.

Dorian Tomace, Vice President, Global Risk Education at MasterCard says it best:

“Our mobile meeting app has eliminated the need for printing, packing and shipping agendas, enabling MasterCard to be even greener while also saving on cost and labor. The app is an imperative for any global meeting.”

We all know that mobile meeting apps are saving us thousands of dollars in printing and shipping, so now let’s take that money and focus on uniting professionals that might not otherwise have the chance to connect in person. Just because your the international meeting you’re planning is scaling exponentially, it doesn’t necessarily mean the budget has to follow suit.

5. Encourage adoption now for maximum buy in later.

Your attendees are already used to the convenience of accessing their mobile meeting app, so when they’re traveling abroad they’ll want to know – will my guide work across the pond? In short, of course it will! The key is proactivity on your part.

Encouraging early app adoption is a best practice for any meeting you’re planning, but it will become absolutely crucial if you’ve gone global. Bake app adoption into your communication strategy early on so that your attendees aren’t stressing over it later.

Take some time to allay your attendees’ fears that using the mobile app will cost them in data charges. Wayne Morris, Guidebook’s General Manager, EMEA, reminds us:

“When overseas, roaming can attract expensive charges from your mobile network. The good news for international travelers is that Guidebook is native and won’t eat into your data plan.”

As long as your venue is equipped with wifi, a device in airplane mode with the wireless turned on will still continue to receive app updates and push notifications as you send them.

And rest assured that your app will be available regardless of the user’s app store country. Whether you’re planning an meeting in Iceland or Italy, your app will be discoverable and downloadable with a simple search and tap.

attendee engagement ebook

6. Always get better.

After you’ve pulled off a large scale global event you’ll want to take some time to yourself, and we don’t blame you! Take those extra days to steam your stress away in Rymättylä, Finland or soak in the impressive ocean views from Lamma Island, Hong Kong. But when you’re back to planning next year’s international meeting, make sure you’ve set yourself up to learn from this year.Always get better at planning international meetings

Nothing ever goes exactly as planned, and that’s okay. Meeting planners are masters of improvisation – no problem is insurmountable with a little spur-of-the-moment ingenuity. But take time when all is said and done for some self-evaluation. You can check out our self-evaluation checklist in the free Guide to Planning Professional Events (and Meetings) and also take advantage of Guidebook’s in-app survey feature to elicit feedback from your attendees. You never know what you’ll learn or what you’ll be able to improve!

Planning international meetings can be a daunting task, but it continues to be one that more and more planners are taking on. You’ve already mastered mobile tech – now let it make your meeting easier and the best that it can be. Get started on building your own mobile meeting app today!

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