A prestigious event, there will be experts from the country and prominent names from around the world.
There will be an international company that has visited many prestigious foreign hotels.
During the conference in Poland, you have the chance to enchant them with the hospitality industry in the country.
Although organizing a conference is a tedious process, with the help of hotel staff you will prepare the perfect event.
You just need to know how to prepare for conferences with foreign guests.
1) Why organize international conferences in a hotel?
2. transportation of guests from the airport
3. there must be an interpreter!
4. provide local attractions
An international conference at a hotel requires a detailed plan
The hotel resort has properly equipped conference rooms, restaurants and accommodation facilities.
Also included is a professional hotel staff who will be happy to help with your conference.
Large spacious rooms, hotel services at a high level, additional services, training rooms equipped with modern audiovisual equipment.
Everything in place - everything to ensure a successful international conference.
It is time to make a plan to organize this event.
International conferences in a hotel are governed by different laws.
Your guest is from another country, has different expectations and needs care in a foreign country.
As an organizer you represent the company, if this conference is a flop, it will be an image scratch for both you and the whole company.
You don't want to embarrass yourself in front of foreign visitors, do you?
Show that your company is a true leader in the service industry.
You are specialists, you can take care of every guest.
As a conference organizer, you need to make sure that your guest have good memories of attending your event.
Build a good impression from the first moments as soon as the conference guest steps foot on Polish soil.
Conferences with foreign guests - step by step organization
Boldly appoint positions and delegate to appropriate tasks. You are now one team, playing to one goal.
Communication between you must be seamless.
Accommodating guests at the hotel where the conference is held is a plus in itself.
Your international guests won't have to wander around the city looking for a conference venue.
Can you imagine a situation where your guest is waiting for several hours at the airport for transportation, late for an event.
As a result, he doesn't appear as a speaker, and you recall that you were supposed to pick him up from the airport just as the conference presenter announces his panel?
This is a really black scenario and after all, it won't happen to you.
Finally, you are reading this article, you know how to prepare for hosting an international conference in a hotel.
Therefore, already at the time of inviting the speaker, arrange transportation details with him/her.
Whether the guest wishes a private car, counts on reimbursement of travel expenses ( including the cost of a cab from the airport to the hotel).
If the hotel where the conference is to be held is located outside the city, you as the organizer should take care of the guests' transportation to the resort.
English is ok!
When organizing conferences with foreign guests, you have the right to demand this from the hotel staff.
No one requires them to have advanced level English, just knowledge of basic business phrases.
This is not the end of the linguistic problems.
Also, remember to prepare your conference materials in the language of the guest (usually only English is sufficient).
A visitor from Thailand is unlikely to learn anything from Polish catalogs and flyers, and the whole material will end up in the trash.
They can be discreet chaperones to foreign visitors, and can also appear alongside speakers and translate their specialized speeches.
If Spanish- or German-speaking guests are attending an international conference at the hotel, the presence of an interpreter from the respective language is mandatory.
Such an interpreter will not only be a linguistic aid, but also a guardian of the foreign guest.
If your hotel is located in a scenic area, it is a must see for your foreign guests.
During a longer break or at the end of the conference, offer guests a short walk around the area.
Is the area around the hotel a nature park or a tourist gem of the region?
Put a field trip on the conference agenda.
- tourist trip along the trail of the most interesting places in the region
- theme evening (your guests are Italian? - propose an Italian evening in their honour) with live music and Italian cuisine
- chamber concert of a local music group
- bonfire with feast
By organizing a tour or a party together, you prepare the right atmosphere for your guests for business discussions.
The relaxed atmosphere is conducive to networking.
This is the moment, for behind-the-scenes, casual conversation.
Around the campfire and having fun, new acquaintances are born, new ideas and initiatives are created.
Polish souvenirs and promotional materials
Finally, a word about the promotional materials that should go out to guests on the last day of the conference.
Do not miss Polish souvenirs, advertising materials of the conference organizers in the press packs.
Remember to prepare materials in both Polish and English.
Materials should include:
- conference programme
- information about the speakers (short bio and contact)
- advertising materials of the organizers, sponsors and partners of the event
Be sure to include the most important points in your plan when organizing your conference.
It is true that organizing a conference is a tedious process with many details, but when you see the positive feedback from your guests, warm thanks you will appreciate the effort.
You show that you are not afraid of challenges and are willing to reach for foreign specialists and, of course, that the world of conferences is not foreign to you.
You are specialists, with the help of the hotel you will organize any event.
Planning an international conference at a hotel?
In the MOLO Centre you can organize any business event.
Team MOLO Centre has extensive experience in organizing conferences