The Planner: What It Takes to Plan a Conference From Another Continent
October 14, 2026
Can you plan an offsite from overseas? How this events manager brought an Amsterdam summit to life from Canada.
With experience ranging from the operations side to high-level planning and on-site execution, Kaitlyn Duff knows what it takes to bring an impactful event to life. Working as Marketing Events Manager at Samdesk, a real-time risk detection and situational awareness platform based in Edmonton, Canada, she brought her executional expertise across the pond for Horizon Europe: The Annual Samdesk User Conference, hosted at Zoku Amsterdam. Planned from Canada without an in-person walkthrough, she shares a practical look into the complicated logistics of international event planning, and how to ensure your event is a success even from a distance.
Samdesk is located in Alberta, Canada, quite a way’s away from Amsterdam. What was your motive for planning an edition of Horizon here?
We host Horizon annually in Edmonton, Canada, but 2025 marked the first time we brought it overseas. The one-day event brought together security leaders from across Europe to explore the future of real-time alerting. The agenda was designed to balance insight and connection: daytime sessions focused on educational content and product innovation, while the evening transitioned into a relaxed networking environment over dinner and drinks. Many of our guests also stayed overnight, so it really helped in fostering a more cohesive, immersive experience.
Photo credit: Benjamin Arthur Photography
What resonated most with you and your event format?
As the event lead, I was looking for a conference venue in Amsterdam that could offer a safe, central location, comfortable guest accommodations and a flexible plenary space for the conference itself. Zoku Amsterdam matched the tone of our event. We wanted something that felt elevated but not overly corporate, a space that encouraged connection, conversation and creativity.
Photo credit: Benjamin Arthur Photography
What was one of the highlights of the event?
Seeing how attendees were able to connect and inspire one another, was the biggest marker of success. But that isn’t a coincidence. Working with a team that was truly exceptional, attentive, personable and clearly invested in our success was essential to this outcome and was something that was a red thread through the entire process, from planning to execution. The proactive approach and professionalism from the Zoku team made my role as planner seamless, allowing me to focus entirely on delivering a high-value experience for our attendees. Because I’m based in Edmonton, Canada, that meant bridging the 8-hour time difference for walk-throughs and logistical discussions, thinking along with me each step of the way.
"That level of attentiveness and personal touch really stood out and speaks volumes about the Zoku team’s commitment to hospitality."
What advice could you offer to someone else planning an offsite from abroad?
Planning an international offsite from abroad definitely comes with added complexity: like being in different time zones, and not being able to physically walk the space ahead of time. My biggest piece of advice is to work with a venue that’s not just responsive, but truly collaborative. Zoku helped alleviate a lot of that stress for me. Despite the time difference, the team was incredibly flexible with scheduling and was consistently available for calls outside their regular hours. I never felt like I was navigating things alone, that kind of support is invaluable when planning a conference from another country.
Photo credit: Benjamin Arthur Photography
What was something you learned from planning Horizon that you’ll take with you into future events?
The biggest takeaway from a planner’s perspective was reinforcing the importance of choosing the right venue partner. Working with a team who genuinely cares about the success of the event reminded me that even with all the logistics and moving parts, thoughtful hospitality and strong collaboration can make planning an international event feel effortless.
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With over a decade of experience across hospitality, associations and tech, Kaitlyn brings a well-rounded perspective to event planning and strategy. Having started her career in luxury hotels and venues before moving to the client side, she combines hands-on operational knowledge with strategic expertise in delivering conferences, trade shows and other large-scale events. Her experience on both sides gives her a unique understanding of what it takes to execute successful events and build strong partnerships along the way.
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