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

History

Heritage

Legacy

Tradition

Longevity

DNA

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 –

Actions Speak Louder Than Words…

Just Not Often Enough……Mark Twain