Meeting Budget
Going Global: Managing Meetings in International Convention Centers
meeting budget
You've conducted meetings in convention centers across North America, and you've got it down to a science. But now you've been asked to plan your first meeting in an international convention center, and you don't know what to expect. Will there be different procedures to follow, different questions to ask, different legal ramifications? It's wise to be concerned, because holding a meeting in an overseas convention center can be quite different from holding a similar event in the United States. Many international convention centers host numerous overseas groups each year, so they are familiar with the expectations of North American planners. However, it's a good idea to be aware of some of the differences you can expect to encounter in various parts of the world.
Destination Choice
First, be aware that the differences you will encounter often depend on the destination and its experience in hosting international groups. For instance, "in the major Asian convention centers such as in Singapore, Hong Kong, Bangkok, and Kuala Lumpur, you will find very little difference in what a planner may encounter [as opposed to in the United States]," said Warren Buckley, CEO of Suntec Singapore, which recently hosted the World Bank meeting in Singapore. "Centers such as these typically host international and North American activities with great regularity and the rules and regulations can be very similar. However, in China and Vietnam, where there have been many new centers built in the last few years, until such time that the operators gain a better understanding of the international marketplace, a planner will find many differences in contracts, regulations, and change of terms. This will take some time to work itself out."
Budget Concerns
Meeting planners often assume that if they take their convention overseas, it will cost more. However, "it is more likely that there are differences in the way things are charged for in different countries," said Petrina Gillespie, director of marketing for Australia's Melbourne Exhibition and Convention Centre. "In Australia for example, there are no bed taxes on hotels, so this means hotel room rates are usually less expensive. It also means that room taxes are not funding other convention infrastructure."
Meeting Space
According to a spokesperson for Disneyland Resort and Convention Center Paris, the major difference North American planners will encounter in taking a meeting overseas is the type and availability of meeting facilities. For instance, while North American hotels often offer all the function space needed for a large meeting, meeting professionals will find few convention-oriented hotels in Europe. For this reason, planners looking to host a large convention often must look to dedicated civic exhibition or conference centers to find enough room for their events.
There is also a general difference in the size and configuration of meeting facilities, especially those found in Europe. While American meeting attendees are accustomed to large, flat floor ballrooms with high ceilings, those are uncommon in Europe.
In addition, planners in North America are usually accustomed to domestic hotels and resorts that typically provide meeting facilities for free or reduced rates. In contrast, European facilities typically require planners to pay for such space, an important consideration when budgeting for the meeting.
Outside Vendors
When you take your meeting overseas, it's possible that your trusty AV provider, caterer, or decorating company won't be able to go with you. But depending on where you're meeting, you may not need to bring outside vendors anyway. For instance, unlike most U.S. centers, some international centers such as Malaysia's Kuala Lumpur Convention Centre (KLCC), offer numerous extra services that are simply included with the rental fees. "The KLCC offers comprehensive AV and technical services built in to the facilities, many of which are included in the rental, plus in-house five-star hotel quality catering," said Jenny Salsbury, director of marketing and sales for KLCC.
At the International Convention Centre (ICC) in Birmingham, England, "an all-inclusive package is offered, which means that we include items such as data projection, technicians, sound, lighting, staging, stewards, furniture, public liability insurance, management team, and medical center within one rental cost," said Catherine Caiger, head of ICC business operations. "Most U.S. centers have a basic price for a room and additional services are priced separately."
If your vendors are able to travel with your meeting, you can rest assured that in many locations, they'll be welcome; unlike many U.S. venues, most European convention centers do not require planners to use the center's preferred providers. "In Europe, there is no need to be tied to a supplier, so planners can use their own preferred suppliers," Caiger said.
Legal Considerations
As in the United States, laws vary from location to location. For instance, in Korea, meeting planners are not required to hire unionized workers, but elsewhere in Asia, they may be, said Carole Hillson, international marketing manager for Korea's COEX Convention and Exhibition Center. When meeting overseas, research the legal environment of the destination and talk with those familiar with laws regarding meetings and events to make sure you know what to expect.
"Obviously, the local law of the land applies where conducting events offshore," Buckley said. "However, most laws here in Singapore are based on British law and pose no concerns. As a matter of fact, laws here are probably more strictly enforced than in the United States."
"Most countries won't be as litigious as the United States, with so many issues related to lawsuits and liabilities," Hillson added. "Some laws are also catching up: In Korea, laws allowing for public access AEDs [automatic external defibrillators] and 'Good Samaritan' laws are still in the process of being approved. As we are in an internationally focused industry, we tend to be at the forefront of those pushing for customer oriented legal issues. Another example is that we have a fully wheelchair-accessible facility, but that was our choice, not a legal requirement."
Extra Communication
Communication is especially vital when working with an international center and vendors. "Whether it's Asia, South America, or Europe, people from other cultures might not be as direct as is natural in the states," Hillson said. "If you're in a meeting, and you're running ideas by your venue provider, don't just take a quiet nod as agreement. Be explicit: 'So, if we take the OceanView Ballroom for X number of days, you'll give us a free day to get set up?' If you don't hear a 'yes,' the answer could well be 'no.' And when you're faced with a misunderstanding that might be exacerbated by this indirectness, try to remember that it doesn't come from a desire to be opaque or disingenuous on their part, but from their sense of politeness, and a desire to save someone, probably you, from being embarrassed. Your best bet is to develop the kind of comfortable communication where you can ask them to be direct, even if they think you won't like what they have to say. This kind of acceptance works wonders in any kind of cross-cultural business negotiations," said Hillson
Communication may take extra work simply because of different terminology. For instance, "U.S.-based organizers will find the term 'decorator' is not widely known [in Malaysia], and they will have to brief local contractors specifically," Salsbury said. "Pipe and drape exhibits are rare with shell scheme being the more common exhibit style. Introduction to the local service providers can be easily arranged."
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