A summit with international guests is really two jobs. One is the event itself. The other is getting every guest from their front door to their seat, looked after the whole way. Clients tend to plan the first in detail and hope for the best on the second.
Guests from 15 countries
TikTok’s Youth Council is a group of teens from around the world who advise the platform on safety and wellbeing. For its summit at TikTok UK HQ in London in July 2025, the council had grown to 28 teens from 15 countries, with new members from Nigeria, Cameroon, Canada, Qatar, Myanmar, Poland, Argentina, Australia and Czechia. Every member travelled with a guardian.
- 28teens on the council
- 15countries
- 5bookings, one team
We booked the whole trip for both: flights, visas where they were needed, the hotel, private transport and the conference space. Every booking was for a pair, and every pair had to be met at arrivals and looked after from landing to the last session.
Sort visas first
Flights are easy to change. Visas aren’t. Each country has its own rules and timelines, and a guest without a visa can’t come however good the hotel is. Start there, as early as you can, and build the flight plan around who is confirmed to travel.
Plan the airport arrival as carefully as the event.
Meet people in their language
The council speaks many languages, so the people meeting and hosting them needed to as well. Multilingual greeters met members and guardians at arrivals and took them to their private transport, and multilingual hosts ran registration and looked after members through the summit. Someone who has just landed after a long flight, possibly for the first time abroad, should hear a friendly voice in their own language first.
Check-in is the first impression
At the Call of Duty: Warzone Mobile Global Summit in London in 2022, creators flew in from around the world for a first look at the game. Our check-in desk at Bargehouse on the South Bank was the first stop for every one of them, from 10am to 7pm, with a second brand ambassador joining for the two live days when arrivals peaked.
Our team was briefed on the full run of show, so they could answer questions and point creators to the right place. Guests ask check-in everything, so use it to answer questions and hand out what they need.
Collect the details once
Passport details, flights, dietary needs, access needs and emergency contacts: collect them once, securely, before anyone books anything, and share them only with the people who need them. Guests notice when they’re asked the same question three times, and it’s personal data you have to look after.
Checklist
- Visa requirements checked for every guest first
- Flights, hotel, transfers and venue booked by one team
- Multilingual greeters where guests need them
- A check-in team briefed on the full run of show
- Personal details collected once and shared only where needed
Common questions
What should you sort first for international guests?
Visas. Flights are easy to change; visas are not.
Can one team handle the whole trip?
Yes. For the TikTok Youth Council Summit we booked flights, visas where needed, the hotel, private transport and the conference space.
How should guest details be handled?
Collect passport details, flights, dietary and access needs and emergency contacts once, securely, and share them only with the people who need them.
Send us the guest list size and where your guests are coming from, and we’ll plan the trip around them.
