How to Tackle Your First International Meeting Like a Pro
December 13, 2015
My first international meeting is etched in my memory — and not in a good way.
I was a young expat in Budapest, Hungary. For the first time, I had the responsibility of organizing an international press conference to introduce a new product to the market. My mind swarmed with everything I’d learned about event planning. I was sure I had done it all. I made a Gantt chart, thought through every moment of the conference schedule and made enough contingency plans to paper the walls.
I lived and breathed that plan. But what I learned as the conference began and quickly veered off track was that only experiencing the unexpected could teach me how to pull off a successful meeting.
Here’s what I learned the hard way (so you don’t have to):
1. Plan for the unexpected.
Because I planned my first international event so meticulously, I arranged for an indoor venue in case of rain. What I hadn’t anticipated was that our star speaker, Formula One driver Mika Häkkinen, would have a difficult-to-understand Finnish accent and that our translator could only understand “classic” English. Things will happen that no amount of planning can fix, so stay on your toes and smile. A positive, flexible attitude is worth a thousand contingency plans.
2. Simplify.
When a restaurant’s menu is 50 pages long, it can take the fun out of choosing a meal. It’s overwhelming. The same goes for a conference with too much going on. Keep the itinerary simple and on-theme. Also, remember that many international delegates won’t speak fluent English — keep flowery or slang-filled language out of presentations and materials.
3. Keep a local flavor.
Give attendees a unique travel experience by including details that are typical to the host country. Maybe you could serve a meal made with local
ingredients, host an outing to a local attraction, participate in a traditional custom unique to the area or give away a goody bag of local treats. Special touches will give attendees a real vacation feeling, and they’ll be much more likely to forgive odd logistical oversights. Plus, they’ll leave with positive local memories and be more likely to return to the host country.
4. Accommodate jet lag.
A conference can become naptime if jet lag isn’t incorporated into the schedule. Bear in mind that delegates might need to take a conference’s first day easier than the rest. They might also respond well to outdoor time or a room with lots of natural light to help them stay awake.
5. Keep the event going.
An international event is a high-cost, high-risk and high-reward occasion — so get the most out of it. Follow up with attendees via email or Skype. Keep sending out relevant materials. Capture videos and pictures at the event and share them with the group. It’s never too early to start drumming up excitement for the next event.
Above all, focus on the point of your event: bringing people together from different cultures, giving them unique and inspiring experiences and enabling them to strive toward common goals. In doing so, you’ll be able to tackle your first international meeting like a seasoned veteran.
This article was originally published on Entrepreneur.com.
Partner Voices
Less than six months ago, Lisa Messina joined the Las Vegas Convention and Visitors Authority (LVCVA) as the first-ever chief sales officer after leading the sales team at Caesars Entertainment. A 12-year Las Vegas resident, Messina is a graduate of Cornell University’s School of Hotel Administration and serves on MPI International’s board of directors.
TSNN had a chance to catch up with this dynamic leader and talk to her about her vision for the new role, current shifts in the trade show industry, creating more diversity and equity within the organization, and advice to future female leaders.
Lisa Messina, Chief Sales Officer, LVCVA
With Las Vegas becoming The Greatest Arena on EarthTM, what are some of the things you’re most excited about in your role?
Our team was at The Big Game’s handoff ceremony earlier this month, and I couldn’t help but think, “We’re going to crush it next year!”
These high-profile events and venues not only drive excitement, but also provide unmatched opportunities for event planners. Allegiant Stadium hosts events from 10 to 65,000 people and offers on-field experiences. Formula 1 Grand Prix will take place in Las Vegas in November, after the year-one F1 race, the four-story paddock building will be available for buyouts and will also offer daily ride-along experiences that will be available for groups. And, of course, the MSG Sphere officially announced that it will open in September, ahead of schedule, with a U2 residency. It’s going to be the most technologically advanced venue as far as lighting, sound, feel, and even scent, and it will be available for buyouts and next-level sponsorships inside and outside. There’s no ceiling to what you can do when you’re doing events in Las Vegas.
Allegiant Stadium
As the trade show and convention business returns to the pre-pandemic levels, what shifts are you noticing and how do you think they will impact the industry going forward?
Our trade show organizers are very focused on driving customer experience. Most of our organizers are reporting stronger exhibitor numbers and increased numbers of new exhibitors, with trade shows proving to be almost or above 2019 levels. Now our organizers are really doubling down on driving attendance and focusing on the data to provide that individualized, customized experience to help attendees meet their goals and get the best value. Some companies continue to be cautiously optimistic with their organizational spend when it comes to sending attendees, but I think it will continue to improve. As the U.S. Travel Association makes more progress on the U.S. visa situation, we also expect a growing influx of international attendees.
What are some innovative ways the LVCVA helps trade show and convention organizers deliver the most value for their events?
We focus on customer experience in the same way that trade show organizers are thinking about it. We got rave reviews with the West Hall Expansion of the Las Vegas Convention Center (LVCC), so over the next two years, we will be renovating the North and the Central halls, which will include not just the same look and feel, but also the digital experiences that can be leveraged for branding and sponsorship opportunities.
Vegas Loop, the underground transportation system designed by The Boring Company, is also a way we have enhanced the customer experience. Vegas Loop at the LVCC has transported more than 900,000 convention attendees across the campus since its 2021 launch. Last summer, Resorts World and The Boring Company opened the first resort stop at the Resorts World Las Vegas , with plans to expand throughout the resort corridor, including downtown Las Vegas, Allegiant Stadium and Harry Reid International Airport. The LVCVA also purchased the Las Vegas Monorail in 2020, the 3.9-mile-long elevated transportation system that connects eight resorts directly to the convention center campus. This is the only rail system in the world that integrates fares directly into show badges and registration. For trade show organizers, these transportation options mean saving time, money and effort when it comes to moving groups from the hotels to LVCC and around the city.
Also, the more we can focus on building the infrastructure around the convention center, the more it supports the customer experience and ultimately supports our trade show organizers. Scheduled to debut in Q4, Fontainebleau Las Vegas will offer 3,700 hotel rooms and 550,000 square feet of meeting and convention space next to LVCC.
What are some of the plans for advancing DEI (diversity, equity and inclusion) within your organization?
We’re currently partnering with instead of working with a leading consulting firm, to lay the foundation and create a solid DEI plan and be the leader when it comes to DEI initiatives. The heart of that journey with the consulting firm is also talking to our customers about their strategic approaches to DEI and driving innovation in this space.
What are your favorite ways to recharge?
My husband and I have an RV and we’re outdoorsy people. So, while we have over 150,000 world-class hotel rooms and renowned restaurants right outside our doorstep, one of my favorite things to do is get out to Red Rock Canyon, the Valley of Fire, and Lake Mead. Five of the top national parks are within a three-hour drive from Las Vegas, so there’s a lot you can do. We love balancing the energy of Las Vegas with nature, and we’re noticing that a lot of attendees add activities off the Strip when they come here.
Valley of Fire
What advice would you give to women following leadership paths in destination marketing?
I think it’s about being laser-focused on what you want to accomplish; building a team around you that lifts you and helps you achieve your goals; and being humble and realizing that you do it as a group. No one gets this done alone. Thankfully, there are a lot of women in leadership in this organization, in our customers’ organizations, and in this city that we can be really proud of. We’re a formidable force that is making things happen.
This interview has been edited and condensed.
This article is exclusively sponsored by the Las Vegas Convention & Visitors Authority. For more information, visit HERE.
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