Planning a corporate event in another country can be challenging, especially when you are not physically present. Common questions include: How do you choose a venue without visiting it? How do you conduct a venue recce? Which vendors can you trust, and can they deliver your standard? How do you manage payments, logistics, and last-minute changes from another country? These can be overwhelming.
But do you know that you can successfully organise an event in Lagos from abroad without being physically present? Having a reliable Lagos-based event planner who understands how events work in Lagos makes the process seamless.
Whether you are planning a corporate conference, product launch, executive dinner, networking event, award ceremony, or brand activation, this guide explains how to plan and execute an event in Lagos remotely.
Can You Organise an Event in Lagos from Abroad?
Definitely! Organising an event in Lagos from abroad is possible when the international client and the local event planner work together. Whether you are in the UK, USA, Canada, Europe, Malaysia, India, or anywhere in the world, a local event planner can make it easier.
The international company can remain responsible for the objectives, budget, brand guidelines, and major approvals. At the same time, the Lagos-based event planner can handle local responsibilities such as local research, venue inspections, vendor sourcing, logistics, setup, and event-day coordination.
This means you do not have to visit every venue or coordinate the setup yourself. The steps on how to organise an event in Lagos from abroad are:
1. Start With Clear Event Objectives
As an international company, clearly state what the event is expected to achieve. Are you:
- Organising a conference?
- Launching a product or service?
- Hosting an award ceremony?
- Hosting a networking event?
- Hosting international executives?
- Celebrating a corporate milestone?
Your objective will influence almost every other planning decision. With clear objectives, your local event planner will understand what the event should achieve.
You need to create an event brief, which should include:
- Event type
- Proposed date
- Expected number of guests
- Guest profile
- Event objectives
- Preferred location
- Estimated budget
- Desired atmosphere
- Branding requirements
A clear brief will make it easier for your Lagos-based event planner to make appropriate recommendations.
2. Find a Reliable Lagos-Based Event Planner
Once you’ve stated the event objectives, you can now contact the local event planner. This is one of the most important decisions to make when planning an event from another country.
They become an extension of your team and act as the eyes and ears in Lagos. They understand the local structure, manage local suppliers, inspect venues, coordinate, and oversee the event on the ground while you and your team retain control over major decisions.
Look for an event company (Eventigo) with experience in the specific type of event you are planning. For a corporate event, ask whether they have experience with:
- Conferences
- Corporate dinners
- Product launches
- Networking events
- Awards
- Brand activations
Before committing to a local event planner, it is important to ask questions like:
- What type of events have you managed?
- Have you worked with international clients?
- Can you provide relevant examples of previous work?
- How do you select and manage vendors?
A reliable local event planner should be able to explain their process before you commit.
3. Choose the Right Venue
Venue recce is key to organising an event in Lagos from abroad. It requires more than looking at photographs online. A venue may look good online but have limitations that are not obvious in the pictures. It could be large or small. It may have limited parking space, or be difficult to access.
This is where you need your local event planner. Your local event partner should assess factors such as:
- Capacity
- Location
- Accessibility
- Parking
- Traffic considerations
- Power supply and backup
- Air conditioning
- Restrooms
- Stage possibilities
- Audio-visual facilities
- Internet connectivity
- Security
You do not necessarily need to fly to Lagos to check the venue. You can join the inspection virtually or request a video recording. Lagos has venues ranging from smaller corporate rooms to large halls designed for different event types.
Your local event planner can conduct a live video walkthrough of the venue using a phone or video-call platform. Then, you can make informed selections on the actual venue rather than internet photos.
4. Source Local Vendors Through Your Event Planner
The Lagos event industry can involve several independent suppliers for one event. Depending on the event, you could have separate vendors for:
- Decoration
- Photography
- Videography
- Catering
- Lighting
- Entertainment
- Printing
- Logistics
- Branding
This is where your local event planner can be particularly useful. Managing different local vendors from abroad can be complicated. Instead, your local event planner can help shortlist suitable vendors, obtain quotations, coordinate communications, and monitor delivery.
However, some Lagos-based event planning companies offer services such as vendor sourcing, vendor management, and on-site coordination. (Eventigo)
5. Managing Logistics and Event-Day Execution Remotely
The planning phase is just a part of the event process. You need to build a system for managing the logistics and execution while you are not physically present.
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Establish a Simple Communication System
One of the biggest problems international companies encounter when they want to organise an event in Lagos from abroad is fragmented communication.
Someone is passing information through email; another is using WhatsApp, while someone else is discussing changes through phone calls, which results in people working with different versions of the same information.
To prevent miscommunication, establish a clear communication system. For example: International client → Local Event Planner→ Local Vendor. You communicate major decisions to the local event planner, while the local event planner handles the local vendors.
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Plan for International Guests
If your event involves guests travelling to Lagos from other countries, your planning should extend beyond the venue. You need to make arrangements for:
- Airport transfers
- Hotel accommodation
- Local transportation to the venue
- Directions and signage
- Guest contacts
- Security arrangements
- Dietary requirements
- Accessibility needs
- VIP assistance
- Visa requirements where applicable
- Consider Lagos Traffic and Transportation
Lagos is the largest city in Nigeria by population, and it is usually busy. As a result, a 10-kilometer journey does not mean a 10-minute journey. Two locations may appear relatively close on a map but require significantly different travel times depending on the route and time of day. So, transportation should be treated as an important part of event planning.
Do not plan guest movement based solely on the distance between two locations. Consider where guests are staying, the location of the venue, expected traffic periods, pickup points, parking, and alternative routes. You can also arrange dedicated transportation rather than leaving movement entirely to individual guests. A local event planner can help with that.
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Have Someone Physically Present on the Event Day
After all the virtual planning, someone should be physically present for the event in Lagos on the D-day. The biggest advantage of working with a local event planner is not just convenience, but local knowledge.
Your international team should not be the one calling a vendor because of a late arrival or technical glitch. That work belongs to the local event planner.
The local event planner can coordinate:
- Venue access
- Vendor arrivals
- Production setup
- Decor
- Catering
- Registration
- Speakers
- VIP guests
- Ushers
- Event timing
- Technical issues
- Last-minute changes
Frequently Asked Questions (FAQs)
Can an International Company Organise an Event in Lagos From Abroad Without Travelling to Nigeria?
Yes. An international company can organise an event in Lagos from abroad through a local event planner. The local event planner helps manage venue recce, vendor coordination, logistics, and event-day execution, while the international company handles major decisions.
How Do I Find a Reliable Event Planner in Lagos?
Look for companies with experience in corporate events and ask for their relevant portfolios, their planning process, and vendor-management approach. (Eventigo)
Can I Inspect a Lagos Event Venue Virtually?
Of course! You can do a venue recce through a live video walkthrough instead of relying on online photographs. Ask a local event planner to show you the entrance, event space, restrooms, parking, and other operational areas.
How Much Does It Cost To Organise an Event in Lagos?
There is no fixed cost to organise an event in Lagos because the event budgets vary based on the event type, venue, decor, entertainment, and other factors.
