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10 Steps International Meetings Success
- 1. International Meetings 10 steps to Success Pamela Shepherd, CHSC Wyndham Hotel Group
- 2. 1. Talk to the Right People National Tourist Offices/Convention and Visitors’ Bureau Based in North America Provide collateral, imagery etc Assist with “marketing” the event Trade Shows and Trade Exhibitions The Motivation Show, Chicago IMEX America, Las Vegas (NEW 2011) AIBTM, Baltimore (NEW 2011) EIBTM, Barcelona IMEX, Frankfurt Global DMC companies Impartial advice on multiple destinations
- 4. 2. Safety First Consult Bureau of Consular Affairs website Check out http://travel.state.gov/travel New Requirements for US Citizens International Travel Information Tips for Travelling Abroad US Embassy or Consular Office Emergency healthcare/repatriation Insurance International Travel Insurance is a MUST
- 6. 3. Paperwork in order Passport 28 – 30% of US citizens possess a valid passport VISA Access to 159 countries without a VISA or with VISA available upon arrival Cost of VISA $5 - $150 Key countries where VISA required Russia (in advance) Turkey (upon arrival) Australia (in advance) Argentina (upon arrival $140) Brazil (in advance $140)
- 7. 4. Figure out how to get there Talk to your CVB’s Know your airlines alliances StarAlliance, OneWorld, SkyTeam Single point of contact Discount Fares Research alternative routings www.kayak.com Chicago – Rome 1550 different routings Priced from $826 - $5000 Make provision for lost luggage
- 8. 5. Think about accommodation Know your hotel groups – USE YOUR GSO’s AND CVB’s Four Seasons, Ritz Carlton, Starwood, Hyatt, Hilton, Marriott, Wyndham ,etc. Radisson, Wyndham, Ramada, Howard Johnson ( US vs. EU) Strong non- US chains – Orient, Mandarin, Jumeirah, etc. Know your hotel marketing groups Small Luxury Hotels Preferred Hotels Associated Luxury Hotels General comments / Managing Expectations Rooms are smaller and Bathrooms are smaller Storage space is smaller Aircon is NOT a standard given Meeting Rooms are frequently an additional charge ..
- 10. Choosing the Hotel • Stunning Period Buildings • Ancient Castles • Manor Homes • Lavish Palaces • Jungle Ambiance • Beach Mystique
- 11. 6. Choose the DMC … and talk to your CVB One of your most important decision Global or Local “Global” DMC – Allied/PRA, Kuoni, Ovation “Global” Network of DMCs – Euromic, GEP The real “key” to the destination “Good DMCs/CVB’s have very fat rolodexes and know many weird and wonderful people”
- 12. 7. Communication … The problem with communication ... is the illusion that it has been accomplished. George Bernard Shaw England and America are two countries separated by a common language. George Bernard Shaw
- 16. 7. Communication considerations – misc. • Ask for extras upfront – Concessions are not always a given • Request hotel/venue cut/ paste your email verbiage into their documents • Read EVERYTHING, call if any confusion – don’t assume • Good signage – multiple languages if needed, use room names/no. not just arrows. • Contracts rarely have attrition clauses • Many European properties do not provide BEO’s
- 17. 8. Money, Money, Money … Oftenpayment expected in international currency, in advance and is subject to fluctuations. Example $2,000,000 dollar program Value in Euro late May 2010 €1,680,000 Value in Euro early Oct 2010 €1,428,000 Difference = €252,000 = $350,000 USD
- 18. 9. Local Culture … where the fun starts! Find ways to “mediate” the destination experience for attendees Language Encourage attendees to learn “please”, “thank you”, “hello” and “good bye” in local language Food - Incorporate local specialities into menu choices Local Culture, Traditions, Behaviors - Incorporate folkloristic performances - Discover basic “dos and don’ts” – pointing in Asia with thumb, no eye contact in Africa, etc. Practical matters - Cell phone and Blackberry coverage/ local rentals
- 19. “If you reject the food, ignore the customs, fear the religion and avoid the people, you might better stay home.” James Michener
- 21. 10. Final Considerations … Need to budget for minimum of 2 sites First site = program outline Second = details Build the team Core: Key hotel contact + Key DMC contact + CVB associate ( local and foreign) Present your company / brand, objectives, previous experiences, etc. Create engagement/ build motivation Expectations Promptness, timely response – NOT an absolute Vacation time in EU Religious feasts – EID, Ramadam ,etc
- 22. 10. Final Considerations – misc. • Spas vary….Europe vs. Asian vs. US • When possible don’t check bags • Hotel/Destination gifts = make them flat, buy in destination to save of customs fees, make them edible or drinkable. • Thank you note/email/ blog –
- 23. Actions Speak Louder Than Words… Just Not Often Enough……Mark Twain