With the unstoppable force of globalization, chances are good that the meeting planner of the future will need to plan meetings in international destinations, as well as hold domestic-destination meetings that draw a large contingent of foreign delegates.
The main thing to remember is that anyone embarking on planning an international meeting will be a “fish out of water,” so they should cover all of their bases and constantly be communicating.
“The first thing is, you ain’t in Kansas anymore,” says Charles Chan Massey, founder and CEO of West Hollywood, Calif.-based SYNAXIS Meetings & Events, and leading planner of international meetings. “English is not the first, second or often third language, so understand that’s just the way it is. “You’ll be communicating with someone that doesn’t speak your native language, so plan accordingly.”
Massey, who will deliver Meetings Focus’ free International Meetings: Tackling the Unfamiliar webinar Aug. 29, says this unfamiliarity can also affect the negotiation process, as does different cultural norms.
“They may say ‘no’ but they mean ‘yes,’ or ‘no’ may mean the short version of ‘we don’t normally do it, let me check on that,’ but to you it means no,” Massey says. “Or they’ll say ‘yes’ and they can’t do it, and they’re afraid to tell you.”
When it comes to contracts, Massey stresses the need, even with major chains, to have a national sales person in the loop, or someone on the ground in the country where the meeting is going to be held to be an advocate.
Massey says that mealtime, in particular, can present challenges.
“When you’re choosing your menus there are certain ways meals and meal functions are done outside of the U.S., where the goal is to get attendees in and out fast,” he says. “In the U.S., we do a town hall style—we preset the salad, we preset the dessert. In some places that’s just not how it’s done.”
Massey notes that meetings in the United Kingdom often include a “hot-fork buffet,” which basically is a buffet lunch with hot and cold items, but instead of sitting in banquet rounds, attendees stand at a high-top table that can accommodate four—but they often squeeze six people around it. Lunch is often conducted at a more-leisurely pace, frequently lasting an hour and a half.
“It’s all about communication. You tell them what you’re going to tell them and then you tell them again, and then you tell them at the end,” he jokes about communicating to delegates. “A lot of times they’re not going to read it until the night before or when they’re on the plane.
“Let them know what to expect,” Massey continues. “The key word is communication, so people don’t come into it blind.PageBreak
Other items to be aware of, Massey says, include the following:
- Shipping things takes longer; even an overnight will take two or three days.
- Have a positive relationship with a good customs broker; a national tourism office can give you a list.
- Remind delegates over and over that they need to have their passport and visa status in order—and to do it early! Attendees from certain countries visiting the U.S., especially, may need to wait an extremely long time even to get a visa interview.
- Prepare a fast-facts or “know before you go” document, with a box for them to check saying they have read and understood it, and then have them return it to you: “It doesn’t solve the problem, Massey says, “but it transfers the liability back to them.”
- Make sure they are aware of voltage requirements, and that they may need certain power adapters or converters.
- As a rule of thumb, add at least three months to the planning timeline, depending on the destination.
- Revisit everything you’re doing, and often—Ask yourself: “Is this working?”
- If the budget allows, work with a DMC or other operator on the ground, because they know who to call to solve problems. “If you say you can’t afford it, I say you can’t afford not to do it,” Massey says.
- The best rate of exchange is usually at an ATM, but check in with your bank to make sure your card will work; also, notify your credit card company of where and when you’ll be traveling—and tell your attendees to do the same.
- Prepare a letter of invitation, which can help with the visa process. Massey recommends visiting the website of the 19th International Conference on Photochemical Conversion and Storage of Solar Energy, www.ips19.com, to see a good example of an invitation letter.
Another international meetings expert, Eli Gorin, CMP, CMM, vice president of global client relations for North Bay Village, Fla.-based ABTS Convention Services, and who has presented educational sessions about planning international meetings for HSMAI, is seeing an uptick in international meetings.
“From talking with other colleagues, I’m seeing a lot more demand for international meetings, and also seeing increased attendance in the U.S. of international delegates,” he says, adding that the U.S. government is taking steps to substantially decrease restrictions on inbound travel, as well as visa wait-times.
Gorin offers up the following items and tips that meeting planners should be aware of:
- First-timers, especially, should work with a global sales office of a chain they’re familiar with. They can be their “global advocate.”
- Find a local partner, such as a DMC, meeting planner or other trusted source, to get the lay of the land.
- Get all necessary documents translated by a professional translator—especially contracts. And if working with a more-complicated or intensive meeting, try to work with an attorney that understands international law.
- Beware of fluctuating exchange rates on currency. If it’s a very large conference, look into getting a currency forward contract, which allows the planner to hedge their bets against a large currency fluctuation.
- Try to negotiate everything in your home currency; of course, you’ll save a substantial amount of money where the U.S. dollar is strong if your organization is based in the U.S. (i.e., uses U.S. currency).
- Build in enough time for attendees to get visas.
Editor’s note: Meetings Focus recently launched an international edition, titled Meetings Focus International, which is available here.
