A fair question. Why fly a European event partner to the other side of the world, when there are surely venues, tech, furniture and people who know how to run events on that continent too?
Because you can’t simply order an event. It’s born from a hundred decisions, contracts, suppliers and details that all, in the end, have to work together like one well-oiled machine. Or, as we say in Finland, “toimii kuin junan vessa”. (Try finding that in your dictionary.)
Let’s start simple: you need a space
First you find a suitable venue. Then you check availability, capacity, location, contract terms, insurance and cancellation terms. Sort out the contract. And of course, remember to negotiate the price.
Next you plan the technical setup. Sound, light, video, network, stage tech, and maybe a little bit of that technology nobody remembered to mention in the first meeting.
Then you find a local tech partner. Request quotes. Compare them. Find out what they really include. And again, remember to negotiate.
And then everything else
The space needs to be branded. For that you need a plan, production and installation.
The furniture needs to be chosen, ordered and delivered at the right time.
Oh yes, people need food. So: catering, serving times, special diets and finding out whether you’re even allowed to serve what you planned in that space.
Then there’s logistics: materials, customs, storage, transport, build-up, teardown and that one critical box that always seems to be in the wrong city.
And then there are the guests. Invitations, registration, communication, badges, hotels, transfers and the programme. Probably also some kind of evening programme that should be relaxed, memorable and still completely under control.
And all of this should look and feel like one seamless experience. And you should also stay within budget.
Now do the same in a foreign country
Even at home, B2B event production has many moving parts. In corporate event production abroad, you add local habits, contract cultures, permits, safety rules, insurance, taxation, documents and ways of working.
And the same words don’t always mean the same thing.
You almost always need local suppliers. But you also need someone who understands the client’s goals, takes responsibility for the whole, and makes sure the brand, the content and the guest experience don’t get lost under the supplier list.
At this point, bringing in an experienced international event production partner from the Nordics doesn’t sound so crazy anymore.
One partner, the whole picture
Valve One combines international event production with high-end content production, from corporate events to trade fair production for B2B companies.
We don’t only find the space, run the supplier tenders and keep the schedule on track. We also plan what the event should say, show and make people feel.
Under one roof, we create:
- the event concept and script
- copy and visual design
- 3D content, animation and video
- interactive demos and branded demo environments
- technical and spatial build
- international production management
Local partners handle the parts where local expertise is really needed. As your global event production partner, we make sure everything serves the same goal and looks like the same brand, whether the event is in Helsinki, Las Vegas or Singapore.
For the client, this means fewer suppliers to manage, fewer surprises and more time to focus on their own work, their own customers and the event itself.
When there’s a mountain in front of you
Organizing an international event can look like a mountain whose peak you can’t even see from the starting point.
That’s probably not the time to go it alone.
With Valve One, you get a guide, a route and, if needed, the donkey that carries the heaviest bags safely to the top.
You can focus on the view, a warm drink and the good company along the way. We handle the rest.
Ready to plan your next event abroad? Find out how we can help.