Last minute decisions can leave you sleeping on the streets

– Update added at the end –

Preparation for planning and executing an event is critical and never more so than in a strange, alien environment such as another country.

Different countries bring different problems, and the experience we have from home may not prepare us to even know that a difference exists.

Spontaneously finding a place to sleep may not be so easy! 

Many years ago a large information technology company had a presence at the largest international computer and technology show in Germany. With hundreds of staff and a large stand, the event was a project in the true sense of the word.

With this event, individual travel and accommodation was left to the individuals to arrange with a travel organisation tasked with this function.

Last minute decisions to attend an event can create problems with accommodation.

Americans are well known for having a country where things can be done as and when needed. The problem is that the rest of the world can sometimes be a little, or a lot, less flexible. Last minute decisions to attend an event are probably not a problem from the travel perspective, but they can create problems with accommodation.

When large trade shows take place in Germany, often accommodation prices and availability are very different from the norm. Prices rocket through the roof and availability can be so limited that one needs to stay up to 60 km (40 miles) from the venue. Indeed in Hannover, the home of CEBIT, companies book accommodation and pay non-refundable deposits up to a year in advance to secure places.

Whilst this can seem to be illogical and positively frustrating, it is a reality and like many things, knowing about the problem allows planners to avoid unnecessary problems.

Companies considering exhibiting in Europe should certainly check availability and prices earlier rather than later. Spontaneity or late commitment that may be possible at home, may very well be a compromise, very costly or indeed impossible elsewhere.