taking your show on the road: planning regional & international events

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Taking your show on the roadWhat in the world should I do?

A brief overview of planning regional and international events

Presented by Carlita Pitts

Assistant Director of Donor Relations & Reunions

The Ohio State University, Moritz College of Law

2COUNCIL FOR ADVANCEMENT AND SUPPORT OF EDUCATION 2

ABOUT ME!

Carlita Pitts, B.A.

I currently serve as the Assistant Director of

Donor Relations and Reunions at The Ohio

State University, Moritz College of Law.In my position, I oversee donor

relations,stewardship and special events.

The Ohio State University is the largestuniversity in the United States. We

have425,000 living alumni around the world

andboast a global presence through more

than50 alumni societies and 200 clubsthroughout the world.


INTRODUCTION

Planning a regional or international event is different from planning an event in your locale.

This presentation will cover the major differences and steps you can take to help ensure your regional or

international event is a success.


WHAT’S SO DIFFERENT?

LOCATION CURRENCY/FINANCE

POTENTIAL LEGAL ISSUES CULTURE & ETIQUETTE

COMMUNICATION/PUBLICITY EVENT DETAILS

SAFETY, SECURITY & LOGISTICS


Murphy’s Law – “Anything that can go wrong, will go wrong”

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Preparation is key…

Create a master plan:

Establish a timeline and checklist.

Allow 18 months to a year to plan.

Identify the resources that arenecessary.

How will you publicize your event?

How will you conduct event follow-up?

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Define your event goals & objectives:

What is the purpose of the event?

Is the event the best or most appropriate way to achieve your goals?

What do you want the participants to take away from the event?

What is the value of the activity to your organization?

Is the event in keeping with the organization’s mission?

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WHERE DO I START?

Rely on your network. They are your best sources.

Understand local customs.

Pick up a book on cultural etiquette so you will know the norms.

Follow the money. Understand the intricacies of foreign exchange rates.

Know your purpose. Make sure the decision to leave your home country actually falls in line with the goals and objectives of the meeting.

Mind their business. Business practices vary from country to country.

Pick up the phone. Communicating strictly through e-mail is often not the most effective way to get your point across.

Get the view from the ground. Do a site inspection.

Be inclusive. Make sure the destination is one where all attendees can take part. Remember to consider passport and visa issues, flight access, and cost of travel.

Tell time. Time zones can really make a difference when you are on a tight schedule and you need a response ASAP.

Read, research, report. Learn a lot about your destination. Be prepared to answer any questions your clients or guests may have regarding safety, dining, transport, money, language, or other issues.

Make your legal team/attorney your best friend.


So where should I begin?


LOCATION

Utilize your network and contacts. Resources such as alumni in the area, friends of the organization or donors to provide guidance on recommended dates, venues, caterers, places to stay and ideas on publicizing the event.

Check with travel agents. They can provide information on places to stay, things to see, travel patterns and current trends. They can also provide information on travel infrastructure, pricing and travel schedules.

Research the area that you have selected as an event site. The U.S. Department of State website - http://www.state.gov/ provides specific information on travel alerts, warnings and tips for traveling abroad.

They also have a wealth of information for providing information for alumni associations and alumni events.

The Convention & Visitors Bureau of the area that you are visiting is also great resource. They typically have information just for meeting planners.

http://www.state.gov/


LOCATION

Check to make sure that the event will be held at a time of day that is conducive to the audience’s culture.

Be sure to check local calendar’s to make sure that the event does not conflict with holidays, religious observances or other local events.

We will discuss culture and etiquette in more detail later.

If it’s in your budget, consult with outside event vendors to help with some of the planning.


CULTURE & ETIQUETTE

Because culture differs greatly from country to country, it’s impossible to outline what’s considered universally acceptable or unacceptable.

HUGE mistakes have been made when event managers have failed to research international and regional culture and/or the normal expectations of guests for these types of event.

So let’s go around the world in ten minutes to address culture and etiquette in different regions.

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CULTURE & ETIQUETTE

United States Of AmericaMeeting and Greeting Greetings are casual. A handshake, a smile, and a 'hello' are all that is needed. Use first names, and be sure to introduce everyone to each other.

Gift Giving Etiquette In general, Americans give gifts for birthdays, anniversaries and major holidays. A gift can be as simple as a card and personal note to something more

elaborate. When invited to someone's home for dinner, it is polite to bring a small box of

good chocolates, a bottle of wine, a potted plant or flowers for the hostess. Gifts are normally opened when received.

Dining Etiquette Americans socialize in their homes and ‘backyards’, in restaurants and in other

public places. Arrive on time if invited for dinner; no more than 10 minutes later than invited

to a small gathering. Do not begin eating until the hostess starts or says to begin. Remain standing until invited to sit down. Do not rest your elbows on the table. Put your napkin in your lap as soon as you sit down.

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CULTURE & ETIQUETTE

Latin America (Mexico, South America and the Spanish

Caribbean)

• Attitudes towards times and schedules are relaxed.

• The main meal of the day is served mid-day.

• Evening social events start late in the evening (9 or 10 pm).

• Gifts: • Monetary value of item is not as

important as the thought.• Avoid white lilies or gift wrappings in

purple, white, black or yellow – these represent death and are typically reserved for funerals.

Greetings: Be warm and friendly with a gentle

handshake (do not squeeze). Address guests by title and surname.

Firstname is not used unless the guest mentions use of first name is preferred.

Religion: Approximately 98% of the region is

Catholic. Be sensitive and aware of religious

festivals and observances.

Body language: Difference in personal space. It Is

customary for people to stand very closeto each other when talking.


CULTURE & ETIQUETTE

Greeting Simple, firm handshake. Koreans may use both hands to greet

you. In Thailand you may be greeted with

closed palms (as if praying).

Religion and culture Depends on area; religion plays an

important role in behavior, lifestyle and business.

Gifts The way a gift is presented is more

important than the gift itself.

Body language Americans can return a bow with a slight

bend of the waist. Do not make casual body contact. Long or frequent eye contact is

consideredrude and intimidating.

Dining etiquette Wait for guests to start eating/drinking. Be prepared to toast throughout the

meal service. Business is not discussed during a meal. They do not have a “cocktail hour”. Seating upon arrival is normal.

Far East (Japan, China, Taiwan, Vietnam, North and South Korea, Thailand, Indonesia,

Malaysia and Singapore)

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CULTURE & ETIQUETTE

Eastern Europe(Czech Republic, Slovakia, Bulgaria,

Poland,Hungary, Romania and the formerYugoslavia: Croatia, Slovenia, Bosnia

and Serbia)

Greeting: Firm handshake use. Title of full name is expected.

Dining etiquette Due to some religious guidelines certain

foods and alcohol are prohibited.

Gifts: Exchange of gifts (particularly U.S.

products) appreciated.

Western Europe (England, Wales, Scotland, Ireland,

France,Belgium, Netherlands, Germany, Austria

andSwitzerland)

Greeting: Firm handshake. The people of England, Wales and Scotland

prefer being called “British”. Respect for authority and title is important,

therefore use of title and full name is expected.

Dining etiquette In Germany, do not drink before the

guest(s). Food is celebrated and enjoyed. Business is not discussed during the meal.

Gifts: Avoid presenting wine or chocolates to a

guest from France. Do not wrap German gifts in white, brown

or black paper or ribbon.


CURRENCYCurrency conversion can be a nightmare.

Managing foreign currency exchange for your event is just as important as managing all theother areas surrounding your event.

Establish the currency – take control of foreign exchanges by working in your supplier’scurrency. Working in foreign currency eliminates the risk of sending too much, too little orbeing re-billed.

Forward contracts (secured rate) – A forward contract allows you to purchase a specificamount on foreign currency at a current rate of exchange for delivery on a set date, typicallybetween a month and a year in the future. Once the exchange rate is locked in, the U.S.dollar amount is set for the duration of the agreement regardless of market movements. Asecured rate allows you to proceed with price listing and budgeting plans without currencyfluctuations.

Monitor the Market – Staying informed about relevant world events and rate influctuationsis one of the most basic means of managing foreign currency. To take advantage of shortterm fluctuation, contact your bank or a foreign exchange supplier who offer complimentaryforeign exchange services. Be sure to compare service fees.


COMMUNICATION/PUBLICITY

What are the best ways to publicize my event?

Utilize your local resource to advise you of the best methods of sending your invitations

They can help with spelling of names, pronunciation and correct titles

Digital invitations (email, website) Quick and cost-effective. You can also track whether or not they were received. You don’t have to be concerned with time zone issues.

Social Media (Facebook, Twitter, etc) - Depending on the type of event and the audience, social media is a great way to promote your event.

Quick and cost effective. Great way to keep in contact with your audience and provide updates. Most phones have social media applications where invitations are

automatically added to phone and PC calendar. They are great with generating buzz Be sure to follow-up with those who have rsvp’d online to make sure they

remember the event.

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COMMUNICATION/PUBLICITY

Mail Can be extremely slow, depending on the area of the country and where

it’s sent. Be sure to research common methods of mail delivery. No way to track whether or not it was received unless you purchase

receiptconfirmation.

Mailing invitations are a great “official invitation” source.

Phone It’s the old fashioned way, but still effective. You may have a difficult time reaching the person due to differences in

the timezone.

V.I.P.’s may be difficult to reach. Be aware of pronunciation of names before you call.

RSVP’s Who will handle rsvp’s. Keep in mind that in some areas of the world, being invited to an event

is a commitment. Don’t invite more than you can accommodate. In other areas/cultures time isn’t critical.



PassportsApply for them EARLY! The U.S. State department processes over 17 million passport applications per

year. The standard timeframe to receive passports is six to eight weeks but could take

upto twelve depending on the number of applications and time of year.

Be sure to continue to remind staff to send in applications so that no one is left behind or keep a checklist of those who have applied and received them.

Shipping Dilemmas – (gifts, equipment, decorations, personal items, etc.)When planning an event outside of the U.S. getting materials to and from the destination

requires careful planning and execution – and, in some cases expert help.

Hire a customs broker A customs broker is critical. It could be the difference between having your

material at your event – or nothing at all. Custom brokers are experts at exporting and importing goods so that your items arrive on time.

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Avoid Customs delaysDocumentation is critical Keep all paperwork regarding your shipments with you. Commercial Invoice (legal agreement that gives your broker the

information needed to move shipment into a foreign country). A list of the documents you are sending on business letterhead. If you have electronic equipment, keep a list of the identification

numbers. Keep your Federal Tax ID with you.

Airport Security Woes Allow plenty of time to arrive at the airport to get to your destination. Be sure to arrange transportation in advance. Don’t forget about the differences in time zones. Check the airport website for materials for updates regarding

cancellations, delays, and items that are prohibited.


LEGAL ISSUES

Contracts Make sure that the contract is detailed as possible. Key components are governing language, choice of currency

and governing law for dispute resolution. Responsibility for accommodating persons with disabilities. An effective force majeure cancellation clause is essential.

Data Security Pick a location that can assist you with preventing the loss of

valuable information. Try to design the agenda of your event so that it doesn’t rely

heavily on technology. If technology is a necessity, work with the site location to

create barriers for access to wired and wireless networks, install firewalls to deter hackers and secure areas where laptops may be left unattended.

If you are traveling to Europe, and have laptops, hair dryers, or anything that requires electricity, you need to bring an adapter.

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NOT SO SMALL DETAILSMake sure that prior to the event you brief

your staff on details of the event

REMIND THEM: Where they are going. How to pronounce names and titles. Cultural details (greetings, dining etiquette,

dress code). Have a professional review the nametags.

BE CREATIVE: Bring your organization to the destination. If it’s an alumni event – decorate with school

colors, sing school songs, or any other traditions that invoke campus spirit.

If it’s a fundraising event for your organization, bring gifts that reminds them of home.

If you are unsure, consult a professional gift consulting company. They can provide you with gifting ideas that are appropriate, unique, and can easily go through customs if they have to be transported.

Most people that are away from home, want gifts from home.


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THANK YOU!

Carlita M. PittsThe Ohio State University

Moritz College of [email protected]

www.linkedin.com/in/carlitapitts

www.facebook.com/carlitap


mailto:[email protected]

taking your show on the road: planning regional & international events

Documents

event site

types of event

event managers

event followup

culture etiquette council

event goals objectives

support of education

outside event vendors