Beyond Borders of International Event Planning: The Realities of Delivering Events Abroad

Sabrina Bravi
Jan 15
3 min read

Updated: Jan 16

Organizing an event in your home country is challenging enough—but taking your show on the road, especially across international borders, brings a whole new level of complexity. Too often, companies underestimate what it truly takes to deliver seamless, successful events abroad. The implications go far beyond booking flights and hotels; from staffing and visas to transporting equipment and navigating customs, every detail requires careful planning and local knowledge.

The Human Factor: Staff, Visas & Local Regulations

Moving staff across borders isn’t just a matter of booking tickets. Each country has its own requirements for work permits and visas, and these can change quickly. For example, sending a UK-based team to work at an event in Italy may require specific documentation, declarations, or even sponsorship letters. Failing to prepare can mean denied entry, delays, or hefty fines.

Key Tips:

Start early: Research visa/work permit requirements as soon as you know your event location. Factor in processing times and possible delays.
Partner locally: Collaborate with trusted local suppliers or agencies who understand the latest rules.
Document everything: Keep contracts, letters of invitation, and proof of employment ready for border checks.

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Equipment on the Move: Customs, Controls & Delays

Bringing equipment—AV gear, staging, branded materials, or even catering supplies—across borders isn’t as simple as packing a van. Customs regulations vary wildly. You may need carnets (temporary import/export documents), itemized packing lists, and sometimes pay deposits or duties, even if the equipment is leaving after the event.

Key Tips:

Work with experienced freight forwarders: They know the process and the paperwork for each country.
Plan for delays: Build extra time into your schedule for customs clearance.
Understand local restrictions: Some items (e.g., food, plants, electronics) may be subject to additional scrutiny or outright bans.

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Feeding Your Team: Food Regulations, Cultural Nuances & Smart Solutions

Strict food import regulations, allergen declarations, and cultural sensitivities all need to be considered. When local suppliers can’t provide halal, kosher, or other specialty foods, creative collaboration becomes essential. Partner with local religious or cultural organizations:

Mosques/Islamic Centers: Find a Mosque in Europe | Halal Monitoring Committee UK
Synagogues/Jewish Communities: Kosher London Beth Din | European Jewish Congress – Community Directory
Churches/Community Groups: Can help with vegetarian/vegan/gluten-free suppliers.

Smart Considerations:

Respect local customs and cultural etiquette.
Label all food for allergens and dietary compliance.
Have backup plans for food sourcing.
Leverage local event planners or DMCs for advice.

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Final Thoughts: Preparation is Everything

Delivering events abroad is absolutely doable—but only with rigorous preparation, local partnerships, and a detailed understanding of the regulatory landscape. Underestimating these factors leads to stress, extra costs, and sometimes event failure.