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As I am in the middle of planning my first European meeting, I found this blog post most helpful.
My number one recommendation when planning an international meeting is to develop a local support team that you can rely on to help guide you through the process. Using MPI as a starting point to connect with other meeting planners who know the ropes is a good place to start!
A second recommendation that I would add to the list is the use of photos! A picture speaks a thousand words especially in other languages. Pictures help even when English is the common language as different cultures use different words for an item. Beamer for example is often used for an LCD Projector.
What tips or suggestions would you add?
10 Things Meeting Planners Should Know about International Meetings
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When I travel I use the opportunity to catch up on my reading and my recent trip to Atlanta was no different. As I left the office I grabbed several trade journals and magazines to read on the plane. From the various articles I read, I was able to glean the following:
1) As an Association Planner it is more important now more than ever to understand WHO is attending your meetings and why. This knowledge will assist you in planning an event that becomes an economic priority!
2) Use the knowledge from #1 to properly select your venue.
3) Understand that your members are facing budget issues. How can you address those? Reduction in registration or hold the fees from previous years? Allow for multiple payments over time? Be creative.
4) Consider other delivery methods to include as many participants as possible. Realize that some members may not be able to attend the meeting, how can they still be involved? Why not offer webcasts, videocasts, etc.? While these technologies enhance the meeting - they will never replace face to face and will provide value!
5) Pay close attention to air travel issues. With airlines offering fewer flights at higher costs how can you find the "right" location for your attendees? Monitor the situation and keep your attendees informed.
6) Use technology to become more efficient.
7) Network ... Network .... Network! Turn to those who do it best. How are your colleagues addressing these issues? What are the best ways to handle this situation?
8) EVERYTHING is negotiable! ASK
9) Communication is key. Keep the lines of communication open with everyone involved with your meeting - suppliers, hotels, attendees, etc. Be open and honest with what is happening.
10) Stay positive. Yes we are facing some of the most difficult economic times our Country has seen in decades, what is important now is what are you going to do about it? Only positive actions will get us out of this mess!
What was I reading?
Association Convention & Facilities
Convene
Medical Meetings
Budget Travel
Money
If you have ever found yourself speaking at an international function or planning an international meeting where a potential language barrier could occur - the article below has a great solution! A picture is worth a thousand words ....
Public Speaking: Equipment Photographs
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If you have international participants attending your meeting, note that the Visa requirements to enter the USA have changed. This article contains dates, details, and resource links ....
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