That’s when the “what ifs” set in. What if things don’t go according to plan? What if you don’t ask the right questions to understand foreign terms and conditions? What if the hotel doesn’t get your ideas? With so many “what if” questions, it is important to familiarize yourself with the ins and outs of international event contracting.

Organizations who choose to host internationally do so for a variety of reasons. Some of our clients select foreign destinations to expand into new markets, meet with local customers, or create settings that will inspire innovation as well as be an incentive to push harder, sell more, and increase company revenue.

When hosting an international meeting, event, or incentive one thing always remains consistent, and that is every country handles contract negotiations differently. Your hosting country’s culture, laws, and expectations will all play a role in the final agreement.

Here are a few pointers on what to expect when negotiating contracts for events held outside of the United States.

Some clauses will not work as written (that’s why it’s called negotiation). Many clauses that protect you, your company, and the financial responsibility in the event a “what if” happens are very vague or non-existent in international contracts.

Take, for instance, Force Majeure. When approaching this clause, you will want to consider all possible variables associated with that country.

Many years ago, we found ourselves in a situation where trash workers were threatening to strike leaving the streets of Naples, Italy covered in trash. Thankfully, at the time, we were familiar with strikes being more common overseas and added a line to our contract pertaining to strikes or threat of strike (it is good practice to do this in the US as well).

Another valuable addition we recommend is for communicable diseases in the area of your event as they can have a major impact on attendance. It is our job to think about Zika, for example, when others are not.

Deadline driven. We tend to see this more in popular destinations during high season or city centers when demand for rooms and space exceeds supply. In the US, most venues will contact you before releasing your space should you miss the deadline for turning in your contract. However, this isn’t always the case internationally.

Attrition and cancellation deadlines are also difficult to negotiate.  We’ve seen many contracts on the verge of failure because the venue and meeting host could not come to an agreement on timing. In fact, we recently found ourselves in this situation with a resort in Jamaica but thankfully were able to negotiate a win/win solution regarding the deadlines.

Payment is required 100% before the event. Typically in the US, you will pay in full once your event has come to a close with pre-approved master billing. However, in other countries, it is standard practice for you to pay in full before the start of your event. For example, in Panama, I was not allowed to leave the hotel until they had a credit card to close out the bill.

Be specific and never leave room for assumptions. When dealing with different countries you are going to run into language barriers as well as a lack of understanding for things you may view as standard practice. We learned this lesson after organizing an event in Paris. The miscommunication happened over easels. Normally, hotels in the US have easels for you to use for signage. However, this particular hotel had no clue what we were talking about, so I provided an image to help with the confusion. Sure enough, they had easels on hand when we arrived. Unfortunately, they provided us with used painting easels made from raw, unfinished wood. Not exactly the polished look we were expecting.

Delayed responses. When working with people in different time zones, it is important to allow more time for planning and negotiating.

Service standards. One of my biggest pet peeves relates to food. My standard direction is, “hot food hot and cold food cold.” That means all food should be kept at the appropriate temperature throughout the duration of the serving period. We’ve had other countries try to serve hot appetizers on a platter over the course of an hour or display cold cocktail shrimp without placing it on ice. Not on our watch! We recommend being as detailed as possible in what your expectations are and always double check to make sure they followed protocol before the start of your event.

The standard ratio of guests to servers is another important discussion to have before signing your contract. What is considered acceptable service varies greatly throughout the world. Adding details to your contract will help to ensure your expectations are met, or even exceeded.

Stay informed. It is imperative you make yourself aware of any and all current events taking place in the area and surrounding areas you are traveling. We recommend checking local news sources and cross referencing your travel destinations with the US website for travel alerts.

For example, we had a function planned for Thailand a while back. Many of the attendees were going to have to travel through Bangkok to get to Phuket.  At the time, Bangkok was experiencing a state of political unrest. Unable to get around Bangkok we ended up having to relocate the event to another country to ensure the safety of our attendees.

When it comes to planning international meetings, events, or incentives you can never be too cautious or detailed. Always expect the unexpected and be prepared to negotiate.

For more on how to minimize your legal risks, we recommend checking out Smart Meetings’ article on international contracting.

The post Negotiate International Contracts Like a Pro appeared first on dynami.

Before choosing a destination, you will want to consider the following questions and factors.

QUESTIONS TO ASK:

• Who are you trying to motivate?
• Are children invited?
• What is the age range of the group?
• Where do they live?
• What have you done in the past?
• Are there any significant events to include in the planning? (Ex: Olympics, World Cup, Masters)

DESTINATION FACTORS:

• Weather conditions
• Cost effectiveness
• Local holidays
• Ease of access
• Security issues
• Exclusiveness of activities

With so many destinations to choose from, it can be overwhelming selecting a location to meet all of your needs. Here are our favorite spots for January, February, and March Incentive Travel Programs.

Best January Incentive Travel Program Destination – Caribbean Islands

January marks the start of the dry season for this tropical paradise. With highs in the upper 80’s (F) and lows in the mid to lower 70’s (F), it is no surprise why people from all around the globe flock to this part of the world during the month of January.

Made up of nearly 7,000 individual islands and 28 nations, the Caribbean is hands down our number one destination for a January Incentive Travel Programs.

Tell your team to hang up their coats and grab their bathing suits. This year they will be vacationing with Hollywood’s A-List. Charter a boat to explore the intimate port of Gustavia, St. Barths. Visit St. Martin and experience their rich French-Dutch culture. Tee off at the famous Punta Espada Golf Course in the Dominican Republic. Dance in the streets during the St. Kitts Carnival at the beginning of January or Dominica’s Carnival in mid-January. Delight the music enthusiasts in your group with a trip to Jamaica’s Jazz and Blues Festival. Whatever you decide, The Caribbean offers the perfect setting for January Incentive Travel Programs.

Best February Incentive Travel Program Destination – Arizona

Arizona’s diverse weather makes it our favorite location for February Incentive Travel Programs.

Start the trip by hitting the slopes in the northern part of Arizona. Near Flagstaff, you’ll find elevations as high as 12,633 ft. Average temperatures this time of year range from the mid 40’s (F) to the low 20’s (F). Ski season will be in full swing offering breathtaking views of the snow-lined Canyon rim.

Then take in the stunning scenic landscape as you work your way south to the beautiful sunny and warm city of Phoenix. You’ll find highs in the 70’s (F) and lows in the 40’s (F) with a plethora of luxury golf and spa resorts to choose from. Oh, and did we mention Phoenix is the closest metropolitan city to the Grand Canyon? That’s right, your team will be a one day trip away from crossing this world wonder off their bucket list.

Best March Incentive Travel Program Destination – Cape Town, South Africa

Cape Town is our go-to for March Incentive Travel Programs. March kicks off autumn and the start of the wine harvest. It’s the perfect time to visit as the crowds begin to thin out from the summer months and daytime highs cool to the mid to low 70’s (F).

Ride a cable car up to the top of Table Mountain National Park for spectacular views of Cape Town. Take a stroll through the tree top walk at Kirstenbosch National Botanical Gardens. Visit the shops at Victoria and Alfred Waterfront. Tour the Winelands. Relax at the Clifton Beaches, or journey 4 hours outside of Cape Town for an overnight Big Five (lion, buffalo, rhino, elephant, leopard) safari adventure. Whatever you choose, it is sure to be an experience unlike anywhere else in the world.

Until next time!

 
Related articles:

• Best Incentive Program Destinations for April, May, & June
• Top Destinations for July, August, and September Incentive Programs
• Unique Incentive Programs for October, November, and December
• Negotiate International Contracts Like a Pro

The post It’s All About the Destination – 1st Quarter appeared first on dynami.

• Who are you trying to motivate?
• Are children invited?
• What is the age range of the group?
• Where do they live?
• What have you done in the past?
• Are there any significant events to include in the planning? (Ex: Olympics, World Cup, Masters)

• Weather conditions
• Cost effectiveness
• Local holidays
• Ease of access
• Security issues
• Exclusiveness of activities

With so many destinations to choose from, it can be overwhelming selecting a location to meet all of your needs. Here are our favorite spots for January, February, and March Incentive Travel Programs.

Best January Incentive Travel Program Destination – Caribbean Islands

January marks the start of the dry season for this tropical paradise. With highs in the upper 80’s (F) and lows in the mid to lower 70’s (F), it is no surprise why people from all around the globe flock to this part of the world during the month of January.

Best February Incentive Travel Program Destination – Arizona

Arizona’s diverse weather makes it our favorite location for February Incentive Travel Programs.

Best March Incentive Travel Program Destination – Cape Town, South Africa

Cape Town is our go-to for March Incentive Travel Programs. March kicks off autumn and the start of the wine harvest. It’s the perfect time to visit as the crowds begin to thin out from the summer months and daytime highs cool to the mid to low 70’s (F).

• Best Incentive Program Destinations for April, May, & June
• Top Destinations for July, August, and September Incentive Programs
• Unique Incentive Programs for October, November, and December
• Negotiate International Contracts Like a Pro

The post It's All About the Destination – 1st Quarter appeared first on dynami.