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International Meetings: Preparation is Key

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Charles Massey

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Charles Massey, CMP

Founder and CEO

SYNAXIS Meetings & Events, Inc.

Today’s Speakers

Charles Massey, CMP

Founder of SYNAXIS Meetings and Events, based in Los Angeles, with European headquarters in London and affiliate offices in Munich and Australia

SYNAXIS manages international meetings as small as 50 people and as large as 1,500

Both inbound and outbound international meetings

Largest meeting has attendees from 37 countries

After participating in this session, you

will be able to:

◦ Understand the impact of cultural attitudes and considerations affecting the conduct of business overseas

◦ Identify similarities and differences between domestic and offshore meeting planning components

◦ Identify specific challenges (or “opportunities” ) that may occur during the planning process as well as onsite

◦ Identify resources and methods helpful in establishing your local support network

◦ Develop guidelines for choosing an appropriate overseas venue and facility

◦ Conversely, develop guidelines for choosing an

appropriate domestic venue that can properly

accommodate needs of international attendees

Remember, you’re in someone else’s country

News Flash: Not everybody speaks English! ◦ (and it doesn’t help them understand it any better when

you speak it slower and louder)

That being said...even in countries where English is “the” or “an” official language there will be some definite differences:

◦ Ex: in North America it’s called the “Accessible Restroom”

◦ In the UK the same facility is called the “Disabled Toilet”

◦ (personally, I prefer to utilise the the one that’s functioning properly, as do my delegates )

So, when you’re in a country where English is not the “lingua franca” here are some helpful hints:

◦ Learn a few phrases; ex. Parlez-Vous Anglais?, ¿Habla Inglés?, etc.

◦ If the answer is anything other than “yes” you might be in trouble

◦ NEVER just walk up to someone and start speaking English – if you don’t know how to ask it in the local language simply ask “Do you speak English?”

◦ Instruct attendees to do the same

(Richard Lewis

Communications)

Ex. Singapore New Year’s Day (January 1st) Chinese New Year (fluctuates) Good Friday Labour Day (1May) Vesak Day National Day (9 August) Deepavali Christmas Day (25 December) Hari Raya Puasa Hari Raya Haji

A meeting is a meeting is a meeting, and a hotel is a hotel is a hotel, right?

Not!

Examples:

◦ While the goal is still a “bringing together of people for a common purpose” the road is different and can be bumpy

◦ Menu planning – in Europe, even with a group that’s predominently North Amercan, you will have resistance from the facility if you ask them to deviate (i.e., pre-set salad and dessert)

◦ Important to find some common ground

◦ Managing delegate expectations

Contracting ◦ Your hotel or venue contract may well bear very little

resemblance to what you are used to in North America

◦ So, you have some choices:

Go with a major chain

Go with a local or regional chain

Know your stakeholders – manage their expectations

Timelines ◦ Will need to be adjusted

Shipping will take longer

Working across time zones

“Efficiency” is very subjective

Planning Process ◦ What we call a Convention Services Manager may or may

not exist where you are going

◦ Dietary restrictions/allergies may not be taken as seriously

◦ Again, working across time zones may present challenges from a time-management perspective

Onsite ◦ Preconvention meeting is a must

◦ Ensure all Banquet Event Orders (or whatever they’re called where you are) are reviewed thoroughly

◦ Stress timeliness – if your group has one hour for lunch, facility must ensure they can manage it – AND deliver on their promise

DMC ◦ Just do it!

◦ They know the “lay of the land” and have local resources

◦ They know key contacts at the embassies and consulates

◦ They know who to bribe

NTO/CVB ◦ NTO websites can provide information on the specific

country and even support on the ground

◦ Local and regional CVB’s often serve a more expanded role than what we are used to in North America

◦ Many of their services are free, others offered at cost

◦ ASK!

Concierge on property ◦ Your new best friend!

◦ Often much more formal and knowledgeable than their North American counterparts

◦ In many countries, it’s a profession and taken very seriously

Other local resources ◦ MPI, SITE, etc. chapter members

◦ North American companies may have a local affiliate

◦ If you are a corporate planner, your local office may also have contacts – utilise them

Educate your attendees ◦ Visa/passport issues

6 month validity, number of blank passport page requirements, etc. – will vary by country

◦ Currency issues

For yourself and for your delegates

ATM availability

3% service charge on credit card purchases

◦ Provide attendees with a “Fast Facts” or “Know Before You Go” document

To include:

Transportation advice, power adapters, tips on tipping, etc.

Visa issues

Communicating with attendees in advance

Currency

Letters of Invitation (example to follow)

Cultural accommodation

ESTA

Other local resources ◦ MPI, Site, etc. chapter members

◦ Your network

Charles Massey, MD

University of Barcelona

123 Rue de España

Barcelona 1234

Spain

Passport Number: 157005272

Dear Dr. Massey:

Thank you for contacting the American Society for Reproductive Medicine (ASRM) to

request a letter of invitation to the ASRM Annual Meeting, October 13-17, 2007, in

Washington, DC, USA. This meeting attracts more than 4,000 national and international

physicians and professionals to hear presentations from distinguished academicians,

clinicians and scientific investigators in the field of human reproduction.

Because of your interest in reproductive medicine and infertility, you are invited to attend

this meeting, at your own expense.

Registration for the meeting is available online at www.asrm.org. Paper copies of

registration forms are also available by contacting ASRM at +1 205 978 5000

For further information, please contact the American Society for Reproductive Medicine by

mail at 1209 Montgomery Highway, Birmingham, Alabama 35216-2809, by e-mail at

asrm@asrm.org, or by telephone at +1 205 978 5000. Please send all registration materials

to the attention of the registrar listed on the registration forms.

Sincerely,

Robert W. Rebar, M.D.

Executive Director

American Society for Reproductive Medicine

1209 Montgomery Highway

Birmingham, AL, 35216-2809 USA

1. Know your stakeholders

2. Know the culture of your group and make sure it will meld well with the culture of your destination

3. Revisit what’s planned and make sure it works within your research

4. Communicate/Educate

5. Evaluate Results – what worked and what didn’t

Meeting Professionals International

www.mpiweb.org

US State Department International Travel Website

http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html

ESTA

https://esta.cbp.dhs.gov/esta/esta.html?_flowExecutionKey=_c6613D132-6CCA-093A-B59A-F0B1FF0520C8_k263C3158-A1ED-C5AE-A83E-CAB018BB4824

Meetings Focus Forum

www.meetingsfocusforum.com

Charles Massey, CMP

SYNAXIS Meetings & Events

charles@synaxismeetings.com

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