Organising an event abroad

Some additional factors to consider when taking your event abroad and managing it outside the UK

Organising a conference, meeting or event outside the UK brings some additional factors to consider, both for the organiser and the attendee. For example, has everyone got a valid passport, are visas required, has travel insurance been arranged, are there any special medical requirements, what are the luggage guidelines? Do you have everything covered for when you travel abroad?

The websites listed below will be able to help, but remember the regulations can change at any time.

Overseas Travel Advice

Check the latest information from the Passport Office.

The Foreign and Commonwealth Office  has a list of countries with a summary about the destination and information about:

• Safety and security
• Terrorism
• Local laws and customs
• Entry requirements
• Health
• Natural disasters
• Money
• Travel advice help and support

The NHS Fit for Travel website has general travel advice and disease prevention, as well as the immunisation and vaccination requirements for each country.

Make sure that any European travelling in Europe has a European Health Insurance Card.  This card entitles the user to access healthcare and some insurers require you to have one. 

Check the Department of Health Advice healthcare abroad, it gives advice about how to access the necessary state-provided healthcare.

Insurance – speak to an agent about the insurance for your event and your liability. You will also need insurance to cover all employees travelling abroad.

Freight – if you are shipping equipment and documentation, consult a freight forwarding agent, who will advise the best method, cost, time and prepare the required documentation.