18 Aug 10 Planning Meetings Abroad

Planning large scale international gatherings/meetings is complicated, but the fact that they are held abroad makes them even more complex. Here are some tips for planning the perfect meeting abroad:

• Start planning early – Planning early is the best way to get everything ready and prepared properly. Be sure to look around online forums and search engines to see if the venue(s) and/or hotel(s) being considered are reputable. Remember that reputable might mean different things to different people, and some countries allow establishments to rate themselves in terms of stars.  Consider an all inclusive cruise meeting.  Cruising to foreign ports is a great way to save money and still offer a fabulous itinerary.
• Passports and visas – Some countries have very laid back standards for entry, while others have very strict rules that are dutifully enforced. Know the rules of the country you plan on visiting and follow them fastidiously.
• Start slow – Jet lag is unpredictable, and thus it is best not to put critical meetings at the break of dawn on the very first day. Instead, schedule mixers and other light events on the first day and let the second day start a little slow.
• Book early – Let participants know what to expect in terms of jet lag, and suggest that people be on the ground and ready a day early. A few early bird cocktail mixers or other events could be held for these people, but remember the previous tip.
• Guides – A good host will prepare guides for their guests. Include basic language and custom tips when appropriate as well as a list of important numbers.

Tags: Basic Language, Break Of Dawn, Cocktail Mixers, Different Things, Early Bird, Establishments, Important Numbers, International Gatherings, Itinerary, Jet Lag, Laid Back, Online Forums, Participants, Passports, Ports, Search Engines, Strict Rules, Tip Guides, Venue, Visas