Tasked with organizing an international event such as a conference or trade show? If so, you’ll likely need to coordinate with speakers, exhibitors, sponsors, and participants from around the world.
While project and task management tools will help you keep track of everything that needs to be done, you’ll need a reliable, convenient, and affordable communications method for making dozens of international and group calls.
Consider signing up for a pay-as-you-go international conferencing plan and getting international virtual phone numbers. Here’s how each can help you organize your next event.
Using Global Conference Calls for Event Planning
Let’s say that you will be planning upcoming trade shows taking place in Toronto, Canada; New York, New York; and Berlin, Germany. For each venue, you’ll need to hold conference calls with caterers, facilities managers, stage managers, public relations professionals, and other people both locally and within your own home country.
Holding a traditional conference call proves difficult because many participants can’t dial your country’s toll free number and may balk at dialing direct due to concerns about the potential cost.
Everyone dials a local number, yet they’re connected to your global conference call. It’s that easy, and by using a pay-as-you-go global conferencing plan for your event planning calls, you pay only for the minutes you use. Once you no longer have a need for international conference calls, you can stop using the service with no worries about monthly fees or early termination penalties.
Using Virtual Phone Numbers for Event Planning
Many of your calls will be one-to-one, making it smart to also get virtual phone numbers for your contacts to call you. In this example, you could get a virtual phone number for Toronto, Canada; another virtual number for New York City; and another one for Berlin, Germany.
- Create a convenient method for your contacts to reach you — Use these numbers to interact with local vendors, facilities managers, speakers, sponsors, exhibitors, PR personnel, and others involved in planning or participating in your event.
- Give prospective attendees a local number to call — Publish virtual phone numbers on your website and other marketing materials to give your international attendees a local means of contacting you, the event organizer. While you may be physically located in another country, participants from Canada, USA, and Germany will be able to call you using a local virtual number for the country they are in.
- Use your virtual numbers to make low-cost international calls — Since you can change the ring to number of a virtual phone number to any phone, you could use your virtual phone number to make cheap international long distance phone calls. For example, while in Germany, you could change the ring to number of your Germany virtual number to your office in Singapore. Instead of risking your hotel’s service, simply dial a local number and take advantage of the low per minute rates from your international virtual phone number service.
We’d love to hear how you’ve put these services to work for you.