Meeting in Europe: How to Plan a Perfect Event

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Are you tired of planning events in the same area over and over again? Would you consider hosting an event out of town? Planning an event in another city can be very exciting for a change.

It is true that it might sound challenging because event planning is very demanding even when you host a conference in your own town where you know the venues, vendors, etc. However, if you want to break the routine and do something different for your next event, there’s no reason to panic. It is possible to plan a great meeting in a new location too if you know a few tricks.

In this article, we will show you how to plan a perfect destination meeting in Europe.

Choosing a Location

Finding the right location for your upcoming event is of utmost importance. But how do you choose the right location in a city that you don’t know? We have one word for you: research. First of all, you want the place to be accessible because if it isn’t, you can expect the number of attendees to be very low.

When it comes to best European destinations for your next company event, think about cities such as Brussels (a very popular destination for business meetings and located in the centre of Europe) or Prague, a truly marvellous city with a rich history.

 Other popular destinations are Paris, Berlin, etc. They are all easily accessible and offer plenty of things to see for those who are visiting for the first time. You can find more information on attractive European places here.

You should also remember to check whether there are any major events going on in the chosen city at the same time as your conference.

Research extensively and create a list of your top 2-3 choices. Finally, pick the one that best suits your organization’s needs. If your budget allows it, you should organize a short trip to the destination in order to visit the venue you chose. In this way, you can see everything for yourself.

If you find yourself overwhelmed by all of this, you can always consult a destination management company to help you. If you partner with one, planning your event will be much easier.

Choose the Right Venue

Now that you’ve found your perfect destination, you need to find a suitable venue for your Europe meeting. Is it going to be outdoor or indoor? How many attendees are you expecting?

Since your event is out of your town, you probably don’t know much about the venue options, but you can always do research online. There is plenty of information, reviews, and photos of popular venues online. You can contact them with all the questions you have about price, capacity, etc.

Think About Transportation

This is an equally important part when planning a meeting in Europe. Will your attendees fly to the chosen location? If so, you need to arrange flights in advance. This is why it is important to choose a destination which can easily be reached by plane and with budget airlines at your disposal.

 What about when the attendees arrive there? Will there be arranged transportation to take them from the airport to the hotel? As you can see, the to-do list is quite long, so you need to have enough time to arrange everything in advance.

Lodging

Since your guests will probably stay at a hotel, you don’t want any unpleasant surprises when you arrive at the destination so it’s best to book the rooms well in advance. You also need to think about whether attendees will be sharing rooms and if so, you need to arrange that as well.

Perhaps it’s possible to get a discount so you should inquire about that.

Be Ready to Work with New People

When planning an event in another city, you will have to make plenty of complex decisions, including your choice of vendors. The choice you make largely depends on the budget you have for the event. Since choosing your local, trusted vendors from your own town is expensive (due to transportation), you will probably choose vendors from the location of your meeting. This can be challenging because you will work with a new team, new equipment, etc.

This is a decision you will have to make each time you plan an event out of town so you can choose the option that suits your budget best.

Hosting a conference or another event in a city that isn’t yours might sound scary and too complicated at first. However, just like with planning it in your own city, it takes research, attention to detail, and enough time to set everything up in advance. With these tips, you can successfully plan your next meeting in Europe.

Posted by Rebecca Brown

Rebecca Brown

Rebecca is a translator and avid traveller, a book worm and horror flick enthusiast. You can find lots of articles about Rebecca's travels on her website

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