When a PCO (Professional Congress Organizer) is called upon to organize an event of international scope, there are several aspects that must be taken into consideration.

First of all, it’s important to distinguish whether the international nature of the event is due to the audience—participants coming from abroad—or the speakers, or even if the client themselves is international. In any case, we start with the basics: the staff involved—starting with hostesses and stewards who will handle welcoming and assisting participants—must have a good command of English and, ideally, another foreign language, perhaps that of the client or the mother tongue of most international guests.

It is also essential that all signage at the event venue (from panels to signs, and even maps) and the informational materials distributed to participants be available in at least two languages.

In some cases, such as scientific congresses and seminars aimed at an academic audience, English can be chosen as the event language, meaning that all talks, including moderation and paper presentations, will be delivered in English. In contrast, for topics of significant political importance and sensitivity—such as international summits—it is advisable to always provide professional interpretation services with expertise in the relevant field.

If interpretation is chosen, depending on the number and nationality of speakers and the layout of the stage, one can opt for either consecutive or simultaneous interpretation. In the latter case, with headphones for the audience (which then requires coordination for their distribution), or whispered interpretation (chuchotage) for speakers, it’s also necessary to allocate appropriate space for translation booths. In any scenario, close coordination with the technical team managing the audio is crucial.

It may also be helpful to coordinate with those organizing the travel and accommodation for international speakers, to account for potential delays in the start of the event, and to prepare welcome materials with cultural and tourist tips. Lastly, the catering menu should include options suitable for all major dietary requirements, whether religious or cultural.