First of all, the purpose of the meeting should be clear and the plan should be thoughtful so that people will be willing to participate in the meeting. The marketing and marketing of international conferences is also different from domestic conferences. The postal systems in the world are not the same, some are more efficient, and some provide more services. Even internationally renowned companies such as DHL and Federal Express operate in different ways in countries. Therefore, when planning an international conference, reserve enough time for the promotion, registration and delivery of other materials. If a North American market meeting is to be held in the United States, the promotion and registration time must be at least 3-6 months in advance. I am afraid that a larger meeting will be one year ahead of schedule. International conferences usually require at least one year in advance to send the first promotional materials. You can hire a postal service company to process these brochures and promotional materials directly. Also, use caution in terminology and idioms in promotional materials, as they may not be well translated into another language or cause ambiguity.
The timetable for the entire meeting is also important. Since the participants speak different languages, first specify a common language. If the international conference is scheduled to be held in Southeast Asia, should the general language be English? Even if English is chosen as the universal language, since it may not be the native language of all participants, is it necessary to leave time for translation? Simultaneous interpretation is required through headphones. Do you want to ask someone to translate? How many translators do you need? How much does it cost? All these problems must be solved. Solved the language barrier, the following is the scheduling problem. If the meeting requires translation, but not simultaneous interpretation, then more time is required for the translation.
Selling meetings to international participants requires them to provide sufficient and detailed information so that their questions are minimized. The more you estimate their needs, the more organized your work will be, and the better your impression will be. The information that needs to be provided to international participants can be divided into the following six categories:
1. Entry
Some countries require foreign citizens to enter the country with a visa. Other countries exempt visas for foreign citizens who have diplomatic or other relationships with themselves. Therefore, do not take anything for granted. You know which country your target market is, so contact the consulates in these countries to learn about visa regulations and inform attendees. Some countries only need one visa, while others require multiple visas. Visa has a certain period of time, such as 1 month, 6 months, etc., you should advise participants not to apply for a visa too early, so as to avoid expiration of the visa before the meeting.
2. Local information
In order to attract attendees, you need to know about the location of the conference, such as providing maps, telling the weather conditions during the conference, activities that can be attended, cultural attractions, dresses at the conference, where to go shopping, How to pay tips, etc., can also recommend some books and websites. In addition, we know that websites can also be used as promotional materials, so you only need to expand the original content to add to the interests of international tourists. Tips should be one of them. In the United States, tips are generally 15% to 20%. In France, 10% of the tip has been automatically billed, so it doesn't have to be a tip like in the US. If there are a large number of people, some agencies in the United States will charge a service fee directly. In general, there will be instructions on the menu so that guests do not have to pay two tips. The practice that all these locals are accustomed to is a fresh message for foreign participants.
3. Transportation
In terms of transportation, providing information on aircraft and ground transportation is very important. When attendees travel across borders, it is difficult to prepare the right clothes and supplies. International and domestic travel also impose different restrictions on baggage weight. The transfer information of the airport is also very important. As for ground transportation, the participants felt as comfortable as possible. For those travelers who are flying for the first time or have been jogging for several hours at several airports, it is frustrating and confusing to ask them to identify the location of the hotel. Therefore, if the website, brochure or email can provide information on renting a car, whether to accept an international driver's license, driver insurance, discounts on flights that may be included in the ticket, and whether the hotel provides airport transfers, it will be well received by the participants.
4, accommodation
It is important to provide accommodation and related information to potential participants. Information on room availability is only part of the overall accommodation information, as well as information such as local taxes, hotel taxes, special service fees, and telephone bills. This will not be a shock to the foreign guests who are paying $30 for a 3-minute report on the safe call. If he knows the charging standard, he might consider whether to choose a hotel phone or buy a phone card in advance, or use his own mobile phone (if the phone can make international calls). If he doesn't know these charges, it will cause some problems and even affect his views and impressions on the whole meeting.
5, currency
The currency issue is an eternal topic. Today, the popularity of credit cards does make travel a lot easier. However, participants still need to use local currency to pay for hotel tips or other small fees. Where is the best currency exchange place? Some people say it is the airport, others think it is a hotel, and some people think that they should go to the local currency trading place. Of course, there are no strict regulations for countries. However, if you can provide some places and introduce the exchange price for the participants to decide for themselves, then it is better. In addition, most retail outlets accept credit cards, but some vendors may only accept one card and not accept other cards. If you can tell attendees in advance which cards can be used during the meeting and at nearby retail outlets, this will be very convenient for the participants. Of course, traveler's checks can also be used. Also, the ability to provide participants with information about overseas shopping that can be taxed at the airport is also very popular. Canadian hotels are doing a good job in this area, working with the government to provide meeting planners with a variety of relevant forms. In this way, the meeting planner can place the form in each participant's folder and also provide this information on various promotional materials.
6, other
Many hotels now offer hair dryers so that attendees can take one less item. However, participants still have a lot of personal items that need electricity. In view of the different voltages used in various countries, some small appliances are designed to be used under two voltage standards. Of course, many appliances still can't. For example, if you want to use a personal laptop, you also need to use a converter or adapter. Regardless of the situation, the participants should be informed in advance. In addition, customs etiquette and routine practices are equally important. By train in Europe, passengers must take a ticket before entering the platform. Otherwise, the flight attendant will fine the passenger. Of course, if you have an international passport, they will generally not be fined, only give you a warning to remind you. However, this is only because they are friendly, not so bad. Therefore, participants can avoid similar flaws if they can learn more details. In Mexico, lunch at noon means 2 pm, and lunch in Mexico can last for hours. Dinner usually starts at 9 or 10 in the evening. To prevent participants from getting sick during the meeting, another important thing to remind is health insurance. Health insurance provided to nationals in some countries is not valid for international travelers. Information such as insurance costs for a week or the entire meeting, including information such as hospitalization insurance, should be provided to participants.
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