Going global? What factors are affecting international meetings?

During Smart Monday at IMEX America 2025, industry leaders, Michael Drake, Vice President, Meetings, Conventions and Events, Destination Vancouver, Adriaan Fourie, Business Development Manager: International Business Events at Cape Town & Western Cape Convention Bureau, Nicolena Oborn, Chief Sales and Customer Experience Officer at Melbourne Convention Bureau and Katja Sukale, Senior Marketing Manager Conventions, visitBerlin-Berlin Convention Office, moderated by Loren Christie, Managing Director at Best Cities Global Alliance gathered to discuss the evolving landscape of global events.  

For meeting planners navigating an increasingly complex world, several key factors are emerging as critical considerations when organizing international meetings: 

1. Economic pressures require creative solutions 

With budgets tightening and costs rising across the board, planners are having to get creative to deliver value.When you plan your next event consider: 

• Looking to destinations where currency exchange rates are favorable 

• Exploring subvention programs and incentives offered by cities and countries 

• Considering shorter lead times to take advantage of last-minute deals 

• Sourcing locally where possible to avoid tariff impacts 

The good news is that many destinations are eager to attract business and are offering compelling incentives. For example, Canada has programs like the Goods and Services Tax rebate and the International Convention Attraction Fund to offset costs for international groups. 

2. Social inclusion remains a priority 

While economic pressures have shifted some priorities, creating inclusive and accessible events is still crucial. Smart planners are: 

• Partnering with local minority-owned businesses and suppliers 

• Incorporating indigenous cultural elements and acknowledgments 

• Ensuring venues and services are accessible for all attendees 

• Considering the needs of diverse attendee groups 

Many destinations are making strides in this area. For instance, Dubai recently became certified as an autism-friendly destination, while Washington D.C. has a highly regarded DEI fellowship program for event professionals. 

3. Technology adaptation is key 

From registration to networking, technology continues to reshape how meetings function. Key considerations include: 

• Mobile-friendly platforms and apps are a must, especially in regions like Africa 

• WeChat is crucial for engaging Chinese attendees 

• WhatsApp is widely used for messaging in many international markets 

Planners should work closely with local partners to understand the tech landscape and attendee preferences in each destination. 

4. Legal and regulatory hurdles are increasing 

Cross-border events face a growing web of regulations around data privacy, contracts, and more. To navigate this, you should: 

• Get clear consent from attendees on data collection and usage 

• Work with local DMOs (destination management organizations) and PCOs (professional conference organizers) who understand regional regulations 

• Be aware of new laws like the EU AI Act that may impact event operations 

• Consider using tools like Berlin's "one-stop shop" permitting system  

Sustainability remains an important consideration for many organizations and attendees. You can create more sustainable events by: 

1. Looking to high-performing destinations on sustainability indexes such as the Global destination sustainability index 

1. Asking about green initiatives and certifications when selecting venues and suppliers 

1. Considering regional meetings to reduce long-haul travel 

1. Being aware of greenwashing regulations in places like Canada 

The key is finding destinations and partners whose sustainability efforts align with your organization's goals and values. 

While economic realities are forcing tough choices, factors like inclusivity, technology, regulations, and sustainability remain crucial considerations for international meetings. By staying informed on these trends and working closely with knowledgeable local partners, planners can successfully navigate the complexities of today's global events landscape. 

Remember that destinations and DMOs are eager to help—don't hesitate to reach out and tap into their expertise. Resources like the Global Destination Sustainability Index can also provide valuable insights as you evaluate potential host cities. 

The world of international meetings continues to evolve rapidly. Staying adaptable and building strong partnerships will be key to success in this dynamic environment. 
 

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