Traveling internationally for a trade show is not like taking a vacation or a routine business trip. Exhibitors face additional stress: carrying essential documents, moving equipment, and ensuring the booth team is prepared for long days in a foreign environment. By following the right international travel tips, you can arrive ready to focus on generating leads rather than scrambling for missing items.
Essential Documents and Safety
- Passports and visas: Confirm expiration dates and entry requirements well in advance.
- Photocopies: Keep copies of passports and visas in a hotel safe and leave a set at home with a trusted contact.
- Emergency details: Carry insurance cards, embassy contacts, and health information.
- Government resources: Check state.gov for updated travel advisories and requirements.
Packing Smart for Exhibitors
Trade shows demand more than casual travel gear. Bring items that support both personal comfort and booth performance:
- Electrical adapters and power converters: Outlets and voltage differ across regions; buy before departure.
- Emergency supplies: Include extension cords, basic office tools, and tape to avoid overpriced on-site purchases.
- Language aids: Download translation apps or carry a pocket guide with key phrases like greetings, numbers, and “thank you.”
Managing Money Abroad
- Notify banks: Prevent fraud alerts by letting your bank know you’ll be abroad.
- ATM vs. exchange: Using ATMs usually gives better rates than exchanging currency at hotels or airports.
- VAT refunds: Save receipts for services and purchases; many countries allow VAT (Value-Added Tax) refunds for business expenses.
Staying Connected
Reliable communication is essential during an international show.
- SIM cards and eSIMs: Local options are often cheaper than international roaming.
- Wi-Fi access: Venues may charge high rates, so confirm availability in advance.
- Calling cards or VOIP apps: Keep a backup method for international calls in case mobile service fails.
Quick Exhibitor Travel Checklist
- Passport, visa, and photocopies.
- Emergency contact information and insurance cards.
- Plug adapters, converters, and backup chargers.
- Small supply kit with tape, scissors, pens, and extension cords.
- Travel money plan: bank cards, ATM access, and VAT receipt tracking.
Conclusion
International exhibiting comes with more moving parts than domestic shows, but with the right travel preparation, your team can arrive confident and ready to succeed. Careful planning reduces stress and ensures every detail is in place before you step onto the show floor.
At Absolute Exhibits, our teams frequently travel internationally with clients, providing firsthand guidance on what to pack and how to prepare for global exhibiting.
For a full framework that covers logistics, culture, and budgeting, see The Complete Guide to Preparing for International Trade Shows.
