The document provides tips for organizing events abroad from Hannah Luffman, Managing Director of Unicorn Events Ltd. It discusses trends like seeking authentic experiences and personalized events. When organizing internationally, it is important to consider lead times which vary by region, know the local culture and destinations, research using convention bureaus and FAM trips, and be aware of factors like VAT and currency fluctuations in contracts. Proper planning is key to successfully organizing events abroad.

1. HOW TO ORGANISE EVENTS
ABROAD
HANNAH LUFFMAN, MANAGING DIRECTOR, UNICORN EVENTS LTD

2. CONNECTED EVENTS
• Enough of the millennials – “Unplugged Festivals”
• Digitally connected
• Emotionally connected
• Connected Infrastructure – 66 civil airports in Germany
• The importance of time
• Smart travel
UNICORN EVENTS LTD

3. TRAVEL AND EVENTS TRENDS
• Shift from big cities
• Home away from home
• Self Service and DIY
• Authentic Experiences – TripAdvisor #1 trend “Seeking
New Experiences”
• Personalised event experience
• Event spend is increasing – value driven
• Mobile Information / Succinct Itinerary
UNICORN EVENTS LTD

4. A DEMANDING INDUSTRY
• Booking without viewing
• Not having full briefs
• Lead Times
North
America
Europe Central/South
America
Asia
18 weeks 7 weeks 6 weeks 8 weeks
UNICORN EVENTS LTD

5. KEY DESTINATIONS
• Avoid the crowds
• Shift in key destinations
• Events in the summer months open new possibilities
Top Business
Destinations for
Corporate Events
Top Recommendations
for Corporate Events
London Lisbon
Berlin Mallorca
Hamburg Lake Como
Barcelona Dublin
UNICORN EVENTS LTDAMEX Global Events Study 2016

6. KNOW YOUR CITY
• Use the culture
• Consider the culture
• Incorporate the theme
• See offsite venues
UNICORN EVENTS LTD

7. BE SUSTAINABLE
• Use local staffing
• Buy local product
• Don't take the UK abroad
• Think about waste
UNICORN EVENTS LTD

8. HOW TO RESEARCH
• Get a concise brief
• Local Convention Bureau
• Use recommendations – particularly for ground suppliers
• Attend FAM trips
• Join networking groups – face to face and online
• #eventprofs
UNICORN EVENTS LTD

9. CHAINS VS. BOUTIQUES
• Benefits of the global desk
• Rebooking and cancellation
• Meeting planner points
• Personal service
• Time
• Cost
UNICORN EVENTS LTD

10. GROUP AIR TRAVEL
• Where are your attendees coming from?
• More flexibility
• Group rates
• Use the local carrier
• The impact of visa regulations
• Air strikes and terms of travel
UNICORN EVENTS LTD

11. THINGS TO KNOW ABOUT CONTRACTS
• VAT is complicated in Europe
• Always specify your currency
• Factor in exchange rate fluctuations
• Wifi is rarely included
• Hotels and venues use more third party suppliers than in
the UK
UNICORN EVENTS LTD

12. HELPFUL RESOURCES
• Venue finding agency - time
• Online venue finding tools – Venue directory, Meetings
Booker, Gratis, Cvent
• Get a central contact for chains- group desks
• Convention bureaus
• Use a DMC / agency
UNICORN EVENTS LTD

13. QUESTIONS
HANNAH LUFFMAN, MANAGING DIRECTOR, UNICORN EVENTS LTD