Having planned events across Europe, North America, and Asia-Pacific, I can say with confidence that no two regions work the same way. The fundamentals of event planning — logistics, suppliers, venues, delegate management — remain constant, but the way you approach them changes dramatically depending on the region.
For companies used to running events in Europe or the US, stepping into APAC can feel like a whole new world. Here are the biggest differences I’ve seen first-hand, and the ones you need to prepare for.
Cultural Expectations
Culture shapes everything in APAC event planning. In Japan, precision and detail are everything — from how names are displayed on badges to the order of a seating plan. In Thailand, hospitality and warmth are what delegates notice most, and in Singapore, professionalism and efficiency set the standard.
In contrast, European events often lean on creativity and design flair, while North American events thrive on scale and production value. Understanding these nuances is the difference between an event that simply “runs” and one that resonates with delegates.
Legal and Contracting Processes
In Europe and North America, contracts tend to follow a familiar rhythm: deposits, attrition clauses, cancellation terms. In APAC, it’s less uniform. Some markets expect 100% prepayment, others are flexible. I’ve worked with venues in Indonesia that require full settlement weeks before the event, while in Australia terms are much closer to European standards.
It’s vital to check payment schedules, local tax rules, and VAT/GST implications up front — they can make a huge difference to cashflow and budgeting.
Supplier Standards and Networks
Global suppliers don’t always operate consistently across APAC. In the US, you might rely on one AV partner coast to coast. In Europe, you’ll find strong pan-regional networks. In APAC, it’s often about carefully vetting local suppliers to ensure standards are met.
I’ve seen this especially in exhibitions — one client used a global stand builder who underdelivered in Tokyo because they lacked the right local partnerships. The events that succeed here are the ones that blend trusted global contacts with strong local expertise.
Logistics and Accessibility
Distances in APAC are vast. You might be looking at a four-hour flight between two cities that look close on the map. Shipping equipment and materials takes longer, and customs processes vary widely between countries.
In Europe, it’s relatively simple to move delegates and materials across borders. In North America, you often operate within one large market. In APAC, every border means different paperwork, different regulations, and different lead times. I always advise clients to build more time into their schedules than they would in other regions.
Delegate Engagement
The way delegates engage also differs. In the US, networking is proactive and people will walk up to strangers. In parts of APAC, particularly Japan and Korea, engagement may be more structured and formal. That means event design has to encourage connection — facilitated introductions, guided workshops, and clear delegate journeys can make all the difference.
Final Thoughts
Planning events in APAC isn’t harder than in Europe or North America — but it is different. Cultural expectations, contracts, supplier networks, logistics, and engagement styles all play a role.
The events that succeed in this region are the ones that respect local context while still delivering on global objectives. For companies stepping into APAC, the best approach is to combine global strategy with local expertise. That’s when events here stop being a challenge — and start being a real opportunity.
