Organising events abroad is often seen as glamorous, new cities, exciting venues, and the chance to impress clients with international flair. But every experienced planner knows it comes with a unique set of challenges that can quickly turn excitement into stress. Whether it’s cultural nuances, compliance issues, or supplier coordination, organising events abroad requires a different approach than working in your home market.

The good news? With the right preparation and support network, these challenges are manageable, and often turn into opportunities to deliver something unforgettable.

1. Cultural differences that shape the event

Culture influences everything — from catering expectations to communication styles. A networking reception in Madrid might lean towards a relaxed, social atmosphere, while in Frankfurt delegates expect punctuality, formality, and structured agendas. Ignoring these nuances can leave guests uncomfortable, even if everything else runs smoothly.

Tip: Talk to local suppliers, colleagues, or even past attendees to understand what feels “normal” in the host country. A simple cultural briefing for your team can prevent awkward mistakes and help you create an experience that feels authentic to the location.

2. Regulations and compliance that can trip you up

Every country has its own legal requirements, and when you’re organising events abroad, overlooking them can be costly. Health and safety rules, insurance levels, music licences, or permits for public spaces may differ significantly from your home market. Even data protection laws, like GDPR, play out differently depending on how registration systems are managed.

Example: An outdoor event in Rome may require multiple city permits, while the same set-up in Brussels could be approved in a matter of days. Without local knowledge, you risk unexpected delays or fines.

Tip: Ask venues and suppliers for their compliance checklist as soon as you book. They usually know exactly what’s needed and can guide you through the process.

3. Finding and managing the right suppliers

One of the trickiest parts of organising events abroad is working with suppliers you haven’t met face-to-face. Trust takes time to build, and language barriers can easily lead to misunderstandings. What you thought included “full AV set-up” might, in reality, only cover microphones and speakers.

Tip: Always request detailed proposals with line-by-line costs. Where possible, seek referrals from other event planners or join a network where suppliers are already recommended and vetted. This saves you from taking unnecessary risks on untested partners.

4. Budget surprises in different countries

Even when you’re working in euros, budgeting isn’t straightforward. Venue hire, catering, and staffing costs vary widely between regions. A venue in Lisbon may include AV in the rental, while in Berlin you’ll be charged separately for every cable and connector. Service charges, weekend surcharges, and differing VAT rates add further complexity.

Example: A client-friendly budget set in Amsterdam can suddenly inflate by 20–30% when replicated in Paris or Zurich.

Tip: Always build a contingency of at least 10–15%. Ask for itemised quotes so you can compare properly, and don’t be shy about clarifying what isn’t included in the price.

5. Logistics and language barriers

Organising events abroad also means dealing with practical challenges like travel schedules, freight delays, and translation needs. A delayed shipment of branding materials or a misinterpreted instruction during rehearsals can have a big impact on the final delivery.

Tip: Keep messaging simple — both in delegate communications and in supplier instructions. If interpretation is required, book professionals early and provide speakers with scripts in advance. And when shipping, label everything clearly and allow extra time for delivery, especially if your event is outside the EU.

6. Building a reliable international network

Perhaps the biggest long-term challenge when organising events abroad is knowing who to trust. Large agencies have global networks to fall back on, but independent planners and small agencies often have to build relationships from scratch. Without trusted local contacts, every new market feels like starting over.

Tip: Don’t wait until you have an international project to begin building your network. Invest time in connecting with peers across Europe, attend industry meet-ups, and join communities designed to support independent event professionals. Having a trusted contact in another country can save days of research and reduce costly mistakes.

Final thoughts

Organising events abroad will never be without its challenges and that’s part of what makes it so rewarding. From navigating culture and compliance to budgeting and building a network, every hurdle is also a chance to deliver more value for your clients.

With the right preparation and connections, you can turn international projects into some of the most successful and memorable events of your career.

Want to make cross-border planning easier? TEPN connects you with event professionals across Europe who face the same challenges and share the same ambition. Join today and expand your network beyond borders.