Global Meetings and Exhibitions

Global Meetings and Exhibitions is the result of two decades worth of planning, managing, and executing multinational, multicultural events across the globe. The distinguished authors have culled their world-class advice into a single, complete resource for the next generation of meeting professionals. This comprehensive guide offers everything you need to know, including the skills in multinational operations capabilities and cross-cultural awareness that are critical in today's marketplace.

CAROL KRUGMAN, CMP, CMM, is Director of Client Services for The George P. Johnson Company in North Easton, Massachusetts. Formerly president and CEO of Krugman Group International Inc., a global meeting management company, she is a frequent speaker on international meetings both in the United States and abroad.

RUDY R. WRIGHT, CMP, is a professional event organizer, filmmaker, and author. He is a founding member and past president of Meeting Professionals International. He is the author of The Meeting Spectrum: An Advanced Guide for Meeting Professionals, and has served in editorial capacities for Successful Meetings and Incentive Travel International, Meeting News, The Meeting Professional, and Proceedings of the International Summit on Professional/Association Education.

Series Editor Foreword

xiii

Foreword

xv

Preface

xvii

Acknowledgments

xxi

Fundamentals of Meetings, Conventions, and Exhibitions

1

(18)

Sharpening Your Meeting Vocabulary

3

(1)

Types of Meetings

3

(2)

Going Global

5

(9)

Meeting Technology

14

(1)

Exhibitions

15

(1)

In Conclusion

16

(1)

Key Points

16

(1)

Chapter Glossary

17

(1)

Passport

17

(2)

Decision Factors

19

(10)

Meeting Objectives

20

(1)

Return on Investment

21

(1)

The Meeting Profile

22

(1)

Financial Considerations

23

(2)

Participant Demographics

25

(1)

The Prospectus

25

(1)

Meeting the Global Challenge

26

(1)

Key Points

27

(1)

Passport

27

(2)

Destination Assessment

29

(14)

Establishing a Resource Network

31

(7)

Destination Selection Criteria

38

(1)

Hotels and Meeting Facilities

39

(3)

Key Points

42

(1)

Passport

42

(1)

Organizing and Hosting International Events

43

(12)

International Congress Organization

44

(1)

Planning the Congress

45

(4)

Program Content and Policies

49

(1)

Role of the PCO

50

(3)

Key Points

53

(1)

Passport

53

(2)

Managing Currency and Finances

55

(10)

Budgeting

56

(1)

Getting Advice

57

(1)

Currency Strategies

58

(1)

Planning Guidelines

59

(1)

Financial Planning and Fiscal Management

59

(2)

Tax Issues

61

(2)

Key Points

63

(1)

Passport

63

(2)

Program Planning and Development

65

(14)

Program Design

66

(4)

Language Considerations

70

(3)

Speaker Selection

73

(2)

Meeting Environment and Staging

75

(1)

Entertainment

75

(1)

Satellite Events

76

(2)

Key Points

78

(1)

Passport

78

(1)

Cultural Considerations

79

(12)

Cultural Styles

81

(2)

Developing Cultural Competence

83

(1)

General Language Considerations

83

(2)

Protocol for International Meetings

85

(3)

Key Points

88

(1)

Passport

89

(2)

Marketing the Event

91

(10)

Marketing Strategies

92

(2)

Marketing Budget

94

(1)

Cultural Issues

95

(1)

Publicity

96

(2)

Marketing Partners

98

(2)

Marketing Timetable

100

(1)

Key Points

100

(1)

Passport

100

(1)

International Contracts and Legalities

101

(10)

Contract Provisions

104

(2)

U.S. Tax Implications

106

(1)

Host Government Regulations

107

(1)

Passports and Visas

108

(1)

Law Enforcement

108

(1)

Health Regulations

108

(1)

Negotiations

109

(1)

Key Points

110

(1)

Passport

110

(1)

Implementing the Meeting Plan

111

(18)

Registration

112

(3)

Registration Systems

115

(3)

Automating the Registration Process

118

(1)

Housing the Meeting Attendees

119

(3)

Premeeting Procedures

122

(2)

Site Coordination Visits

124

(1)

Food and Beverage

125

(3)

Key Points

128

(1)

Passport

128

(1)

Exhibiting Abroad

129

(10)

Meetings and Exhibitions

130

(1)

Finding Qualified Help

130

(1)

Similar but Different

130

(2)

Guidelines for Exhibiting Abroad

132

(1)

Planning Considerations

133

(1)

The Exhibit Prospectus

134

(1)

Shipping and Customs

135

(1)

What to Expect On-Site

136

(1)

Wearable Technology

137

(1)

Key Points

137

(1)

Passport

138

(1)

On-Site Operations

139

(20)

Working with Support Staff

140

(1)

Preconference Activities

141

(1)

Setup and Daily Tasks

142

(1)

Meeting Logistics

143

(2)

Resolving Problems

145

(1)

Media Relations

145

(2)

Staff Meetings

147

(1)

Tickets and Badge Control

148

(1)

Monitoring Master Accounts

149

(1)

Program Management

149

(3)

Speaker Support

152

(3)

Guest Programs

155

(1)

Postevent Responsibilities

156

(1)

Key Points

157

(1)

Passport

157

(2)

Preparing for Travel Abroad

159

(14)

Selecting an Airline

160

(1)

Negotiating Fares and Services

160

(2)

Customs and Immigration

162

(1)

Passports and Visas

162

(3)

Hosting International Visitors in the United States

165

(1)

Immunizations

165

(1)

Shipping Equipment and Materials

166

(2)

Predeparture Information

168

(2)

Getting through Customs

170

(1)

Travel Security

170

(1)

On-Site Briefing

171

(1)

Passport

172

(1)

Safety and Security

173

(12)

What Are You Protecting?

174

(2)

Risk Assessment and Analysis

176

(2)

Risk Management

178

(3)

Special Security Issues

181

(2)

Insurance

183

(1)

Key Points

184

(1)

Passport

184

(1)

Event Technology

185

(12)

Communicating on a Global Scale

185

(1)

Calling Home

186

(1)

Computer Software

187

(1)

A Typical Application

188

(1)

Technology Tools

189

(2)

Audiovisuals at Meetings Abroad

191

(2)

Media Production for Multicultural Audiences

193

(1)

Key Points

194

(1)

Passport

195

(2)

Appendix 1 Major Meeting Industry Associations and Organizations

197

(2)

Appendix 2 Meeting Software and Services

199

(5)

Appendix 3 Checklists

204

(20)

Appendix 4 Criteria for Venue Selection

224

(2)

Appendix 5 Sample Quiz

226

(2)

Appendix 6 Program Guidelines for Global Meetings

228

(1)

Appendix 7 Guidelines for Hosting International Visitors

229

(2)

Appendix 8 Glossary of International Financial Terms

231

(2)

Appendix 9 Sample Schedules

233

(7)

Appendix 10 Budget Worksheet

240

(1)

Appendix 11 Forms

241

(3)

Appendix 12 Case Studies

244

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Global Meetings and Exhibitions

Summary

Author Biography

Table of Contents

Supplemental Materials