Running an Overseas Conference with Concurrent Sessions: Setting the Scope

If an overseas conference combines talks, panels, an exhibition, networking and side programmes, check overlapping time and shared resources before the number of programmes. Even when sessions don't clash on the clock, moving equipment, resetting seating or double-booking the same staff can stall the day.

If you are the HQ or regional marketing lead for an overseas conference, build one sheet that HQ, local staff and your agency can all scope from before you request quotes. The points below draw on Polygon Aggregation Summit 2024, which Chris & Partners led.

What Chris & Partners did at Polygon Aggregation Summit 2024

Polygon Labs' first Aggregation Summit took place on 10–11 November 2024 at True Digital Park West (TDPK West), Bangkok, with more than 1,000 participants. As Polygon's APAC offline events agency, Chris & Partners led the build and operation of the event from preparation through on-site delivery.

More than 50 programmes ran over two days: seminars, panels, pitch sessions and partner booths alongside a DJ party, a chess tournament, a running club, yoga and massage, running at the same time. (View the project · Case study)

The points below are general suggestions for a new event. They do not reproduce the summit's internal run sheet or staffing plan.

1. Put a space, staff and equipment sheet next to the timetable

For every programme, record set-up · rehearsal · changeover · breakdown times as well as start and end. Then check:

• Do microphones, presentation files or seating change between a panel and a pitch?
• Does the same person need to staff an exhibit and run a session?
• Does shared equipment have to move to another space?
• Who collects and approves on-site requests from sponsors and partners?

2. Ask for quantities and hours by space in the quote

"Full event operations" doesn't tell you how many teams support concurrent programmes. Ask agencies to show quantities, hours of use, changeover work and exclusions by space; quotes become comparable and missing items become visible. Our RFP guide covers how to compare them.

3. Manage local production as approval, delivery and installation together

On an overseas event, the person approving designs and the local production team may work in different time zones. Don't set only a file deadline; set the owner and time for final approval → print and build → delivery to site → installation check.

Separate the venue's build and breakdown windows, the power and network it provides, on-site storage, and which items are sourced locally versus shipped. If you need freight or customs support, confirm at quote stage whether it is included.

4. Give side programmes their own operating conditions

Adding a side programme's name to the main run sheet does not prepare it.

• Outdoor activities: location, meeting instructions, weather go/no-go criteria
• Parties: entry control, sound, end time and guidance home
• Wellness sessions: capacity, pre-registration, instructor and equipment

Agree in advance who decides on changes and how they reach each space lead and participants.

A one-line brief per programme

Programme / audience / space / running time / set-up and changeover time / equipment and staff / approver / open items

Apply this to every programme, then mark where space, equipment or staff overlap. Send it with the country and city, dates and support needed, and scope can be discussed concretely.

Frequently asked questions

What should we check first at a conference with many concurrent programmes?

Look beyond the timetable to equipment moves, seating changes and staff double-booking. A space, staff and equipment sheet beside the timetable shows overlaps early.

How do we compare quotes for an overseas conference?

Compare quotes that show quantities, hours, changeover work and exclusions by space. A single "full operations" total won't tell you whether scopes match.

Should we produce locally or ship from home?

It depends on item size, customs time and cost, and local supplier conditions. Either way, set owners and times for approval, printing, delivery and installation.

Why prepare side programmes separately?

Outdoor activities, parties and wellness sessions each have their own conditions — weather, entry, end time, capacity. Listing them in the main run sheet leaves more to decide on the day.

Scoping an overseas conference?

Tell us the country and city, dates, programme list and open items. Chris & Partners will review the space, production and on-site operations scope you need.

Polygon project · Our services · Talk to us about your event

hello@chrisandpartners.co · +82-2-375-4620

Chris & Partners is a Seoul-based event agency, founded in 2013, that has planned and run 250+ events in 12 countries across five continents.

Case source: Chris & Partners official portfolio, "Aggregation Summit 2024". Event dates 10–11 Nov 2024 / checked 2 Nov 2026. The planning points and FAQ are general suggestions, separate from the case.