Your Guide to International Corporate Retreat Planning
Planning
Your Guide to International Corporate Retreat Planning
BoomPop Team · 7/16/2025Planning an international corporate retreat? Here’s what you need to know.
Taking your team abroad for an international corporate retreat can be an incredibly rewarding experience. Breaking away from your usual work environment, exploring a new culture, and experiencing a different pace of life can foster creativity, strengthen bonds, and boost morale. But planning an international event comes with its own unique set of complexities.
What’s Different about Planning an International Retreat?
Along with the core components of any successful event planning (budgeting, selecting a hotel, developing an itinerary, etc.), international retreat planning requires a few other crucial elements—you’re not just navigating a new city, but a new country and culture—as a team! It also involves navigating a lot of changing variables, like economic and political shifts, changing regulations, and other complexities that can impact costs, timelines, and capabilities. At BoomPop, we understand the intricacies involved in curating a flawless international corporate retreat, from navigating logistics and cultural nuances to making the most of the sights.
Here’s how one client described working with BoomPop for a recent international retreat:
“BoomPop made our Engineering team's Barcelona retreat a success. They handled all the logistics, from negotiating rates to managing reservations, letting us concentrate on enjoying the event and picking fun activities." — Eden McFadden, Head of People and Culture at Vizcom
So, we tapped into our expert event planning team to share how we help clients plan international retreats, navigating the complexities of designing a truly unforgettable team event so they can enjoy a rewarding, exciting experience.
International Retreat Planning Advice from the Experts
If you’ve ever planned a corporate retreat, you know the checklist is considerable! For international offsites and company events, it’s important for your planning process to be thorough and detailed. From research and budget to logistics and communication, here are some important areas to make sure your international offsite planning covers.
Planning Considerations for International Retreats
When planning an international retreat, there are a few key things to keep in mind to make for a smooth and successful experience for everyone on your team.
Destination & Location Selection: In addition to standard location criteria like weather, budget, vibes, and activities, selecting the destination for an international retreat requires a bit more research and internal communication. You’ll need to research location safety, think about passport and visa requirements for different countries, and consider the timing for team members to apply for or renew the right travel documents. Factor all of this into your overall planning timeline.
Travel Time & Itinerary: Before you pick a destination, consider how time zones and travel logistics will impact your overall itinerary and trip time. Just like personal international travel, international corporate retreats typically benefit from a bit longer overall trip and travel time to account for jet lag and longer travel delays.
Hotel & Vendor Sourcing: Finding just the right hotel with the right mix of onsite accommodations and local accessibility is key for international retreats. (P.S. This is part of the incredible value you get from working with an event planning company like BoomPop!)
Currency Conversions: Navigating international currencies can be complex, not only in understanding your budget in the planning stage when you’re sourcing your hotel and budgeting for meals and excursions, but also when it comes to reconciling everything after your event. BoomPop handles currency conversions within your budget, simplifying invoicing and payments with seamless USD processing—one less thing to worry about.
Travel Insurance: Travel of any kind always comes with the unknown, and international events typically come with a larger investment. For peace of mind for both you and your team, we recommend booking comprehensive travel insurance through one of our preferred providers to protect your investment and keep your mind at ease, no matter what comes up.
International Corporate Travel & Logistics
Successfully coordinating international travel for an entire team takes some maneuvering, and careful attention to detail.
Travel Authorizations, Visas & Passports Countries regularly update their travel requirements, so working with an expert is key. With travel requirements frequently changing, it's important to acknowledge the complexities involved in international team travel. For example, many EU countries now require ETIAS travel authorization for travelers from the US. If you have team members traveling from various countries, it's important to determine visa and travel authorization requirements early in the planning process to allow ample time for applications and renewals. You’ll also need to coordinate with your team several months ahead of your departure dates to ensure their necessary travel documents are up to date and ensure plenty of time for them to apply for or renew travel documents as needed.
Flights: Coordinating international flights for an entire group of people can be tricky. We leverage our travel partners to secure the best flight options for your team, including flexible booking and cancellation policies to keep your budget on track.
Swag Shipping: Shipping swag to your destination? Customs regulations can be complex, with rapidly changing tariffs and rules. If you work with BoomPop, we help you weigh the pros and cons of shipping swag versus local fulfillment to navigate these challenges. Plus, we’ll handle the logistics.
Communication is Key: Know Before You Go
Gathering all the info your team will need ahead of travel is another non-negotiable on the international retreat to-do list. If you work with BoomPop to plan your event, your dedicated event planners will put together a comprehensive "Know Before You Go" guide for all your guests, covering helpful information like:
Packing Information: Essential items to pack, considering the climate and local customs.
Local Laws, Customs & Currency Guidance: Tips on navigating local laws and language considerations, plus practical currency advice—like understanding exchange rates, where to safely obtain local currency, and how much attendees and organizers should plan to carry on hand.
Power Plugs for Charging: Information on power adapters and converters needed for your team’s devices.
Local Emergency Phone Numbers: Contact information for emergency services and local authorities.
Essentials Shop Locations: Recommendations for nearby shops for essential items.
Transportation Resources: Information on local transportation options, including taxis, ride-sharing services, and public transportation.
Cultural Protocols: Tips on cultural etiquette and appropriate behavior, like tipping.
Health & Safety Considerations: Guidance on health and safety protocols, including travel advisories and potential health risks.
On-Site Support for a Seamless Experience
For international events, on-site support is highly recommended. Your dedicated BoomPop event planner can be on-site to oversee all aspects of the event, from ground transportation and catering to activities and any unforeseen circumstances. We can also arrange for local guides to further enhance your team's experience. This dedicated support makes sure everything runs smoothly and allows your team to fully enjoy the experience.
Looking to plan your next international corporate retreat? Work with BoomPop to create a truly unforgettable, immersive experience for your team.
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