Have you been tasked with planning an event in a different country and don’t know where to start or what to expect? While planning international corporate retreats can seem intimidating (especially if you’re not a native speaker of the language), there are tons of benefits and allure that come with selecting an international destination for your next meeting or event. Here are some tips to get you started and to help make your event a success!
1. Use a DMC or CVB for Your International Corporate Retreats
What’s DMC?
DMC stands for Destination Management Company
A DMC is a 3rd party supplier you can hire to help plan activities, tours, and program logistics.
What’s a CVB?
CVB stands for Convention Visitors Bureau
CVBs are designed to market a destination to travelers and has comprehensive information on hotels, venues, and attractions in the area to aid visiting groups.
First things first, what is the difference? Both have extensive knowledge of your destination, but a DMC is a 3rd party supplier you can hire to help plan activities, tours, and program logistics. A CVB is a marketing organization that has comprehensive information on hotels, venues, and attractions in the area to aid visiting groups. They can provide you with introductions and resources to get you started. These two groups are great first steps to help you understand the area and gather information to create your planning.
2. Double-Check Your Contract & BEOs
When contracting with an international venue, you’ll want to pay extra attention to details like dates, timing, and pricing. Most countries follow different formats for displaying dates and times than what we are used to in the United States. Another item to note when planning international corporate retreats is that often set up/tear-down times are not included in international contracts, and you will need to request the additional time so the venue doesn’t book events back to back. Make sure you understand what currency you’ll be dealing with so that you can stay within your budget and ask for the conversion to be included on your BEOs (though you’ll be charged at the conversion rate at the time your event is charged).
3. Be Mindful of Work Differences
Most countries don’t have the same fast-paced work culture that Americans are used to. This means that responses may not come as fast as you would expect them to, but it’s no reason to worry! Another thing you’ll want to be mindful of is the time difference and holidays that may affect your international contacts. Be patient and mindful that things may take a bit of time, but if you do need quick communication don’t be afraid to pick up the phone. Building rapport with your contact will help ease any worry and ensure no details are lost in translation.
4. Note Terminology Differences
Another thing that can be tricky when planning international corporate retreats is knowing the local terminology. For instance, a highboy table in the States is called a poseur table in the UK. It’s helpful to send photos of what you are talking about if you feel like your contact isn’t understanding. Also, keep in mind that the rest of the world uses different measurements - so be sure you understand the correct sizes and dimensions of items you’re discussing.
5. Utilize A Translation Service
Having a translation service at your international corporate retreats can help in multiple ways, whether you need to have presentations translated for your audience, an extra hand at registration, or just need help communicating with staff onsite. If you don’t need a translation service for your event, it is always a good idea to have a translation app downloaded on your phone, like Google Translate. It will come in handy for situations where hotel staff may not speak your language and vise versa.
6. Use Local Vendors for Corporate Retreats & Events
Consider using local vendors instead of having to ship items like swag, signage, and event supplies. Dealing with international shipping can be a nightmare, and it is usually cheaper to find a local vendor. If you need to ship your items internationally, remember to consider additional time for your items to pass through customs.
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