International Meetings 10 steps to Success Pamela Shepherd, CHSC Wyndham Hotel Group
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
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
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)
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
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 ..
Choosing the Hotel
• Stunning Period Buildings
• Ancient Castles
• Manor Homes
• Lavish Palaces
• Jungle Ambiance
• Beach Mystique
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”
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
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
8. Money, Money, Money …
Often payment 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
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
“If you reject the food, ignore the
customs, fear the religion and
avoid the people, you might better
stay home.”
James Michener
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
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 –