You can test the water with an event in Canada where the language and cultural norms don’t present any difficulties. The United Kingdom and most of Europe are relatively easy destinations for the same reasons, and corporations testing out new markets will find English speakers in Hong Kong and Malaysia. Wherever you go, clarify your approach to languages in pre-event marketing materials so your attendees can plan accordingly. English only? Onsite translators? If your budget doesn’t stretch to 20 different languages look at your attendees and provide translations just for the largest language groups.

Don’t rely on Google for this one, sit down with a professional. Attendees may need to budget for per-trip medical insurance for your event.

Be aware that premiums for cancellation insurance can fluctuate, for example, rates for Paris increased after last year’s terrorist attacks. Remember that rates for a certain destination may put it out of reach one year but be affordable the next.

This summer sterling dropped to historic lows making Britain a bargain for meeting planners, but long-term fluctuations are hard to predict. Some foreign providers are open to negotiating a lock-in rate to protect you from currency swings, and others, including Argentina, will accept U.S. dollars for hotels.

Talk to a tax advisor before you pick your destination. Most European countries refund VAT (value added tax, also known as IVA in Latin American countries) but Turkey does not. Mexico gives an instant credit for U.S. passport holders, but if your meeting destination doesn’t refund VAT make sure you include that tax in registration and other attendee fees, otherwise you will pay it out of your own pocket.

In Latin America a face-to-face meeting will help you negotiate better business contracts. In the Middle East unaccompanied women may have a hard time hailing cabs. Whether you need to budget for a pre-conference visit to meet your suppliers or organize transportation between events, it pays to understand cultural norms.

Educate yourself by attending meetings industry conferences and reading up on local cultures. Two books to start with:
The Culture Map by Erin Meyer

Kiss Bow, or Shake Hands by Terri Morrison and Wayne A. Conway

It helps to provide a “destination 101” booklet for your attendees so they can get the best out of the experience, too. 

W.C. Fields’ famous dig at his hometown, “I went to Philadelphia, it was closed,” could be your attendees if you accidentally schedule your event during a national holiday. Even small local celebrations, like saints’ days in Italy, can make it hard to find food servers and taxi drivers for your event.

Look at the local calendar, and remember that the dates for some religious holidays change annually so just because the timing of your event works one year it doesn’t mean it will work at the same time the year after.

Contracts in Europe are typically shorter than in the U.S. and some items, like breakfast or conference decor, may be included in your package but not specified in the contract. But not all surprises are happy and just because something is not written down does not mean you can’t be held liable for it. Have your counsel ask for specifics on every item and a breakdown of fees.

Down payments are typically higher abroad so ask for three global references for each supplier and check all of them before parting with your money.

Start by checking with travel.state.gov for travel warnings and visa requirements. Be aware of any difficulties for attendees traveling to your destination. For example, Russians traveling abroad must apply in person in a major city for a travel visa, so if you absolutely need to have a Russian delegation for your event, you might consider helping them with travel and overnight costs, or holding your event in Turkey, where Russians can travel without a visa.

Never post your visa letter on your website, make attendees register/contact you to gain access to it. You don’t want to risk having outsiders use your event to get a visa for their own purposes.

Belgium, France, Orlando… Bad things can happen anywhere. Don’t try to reduce your costs on security. Many properties have built-in security but you may want to hire your own. Register your event with the closest U.S. embassy or consulate so they know how many American attendees are expected, and find out what your suppliers’ risk management plans are in case of emergency.

If your company or potential attendees are nervous about crime, terrorism, or natural disasters, remind them that Florida and California attract conferences despite the threat of hurricanes and earthquakes, and Chicago and Orlando are popular meeting destinations despite high crime rates and recent terrorist attacks.