Important meetings outside of your country? Here’s what you should do

Time passes by and your official meeting gets closer and closer? You have no idea how to organize everything you need to do in such a short time? There are lots of things you need to consider and managing meetings is not something you do every day. No worrying is needed, because you can have all your tasks gathered in one single place, ready for you to use. Here are some of the most important reminders for your meeting outside of the country:

Places to stay

The first thing you need to consider is where you are going to sleep. If your meeting implies a lot of persons who will travel along from your hometown, the best solution would be setting up the date and time for your departure. Getting there together will ease the process of meeting up at the right place and time. A business apartment for a short-term period would work perfectly in your case. You should take into account Creative Rental Solutions which offer a variety of executive suites, short-term rentals and furnished apartments. According to the number of people involved into your business meeting you should opt out for the most suitable apartment size, ranging from 3 bedrooms, 3 baths and 2300 square feet to 1 bedroom, 1 bath and 1100 square feet. There is a large variety you can choose from so don’t forget making some research before taking any decisions.

Places to eat

An official dinner is required when talking about a meeting outside of your home city. Choosing the best place in town to eat and organize an official dinner is not such an easy task and it requires some arrangements. Check out a list of the best restaurants in your location and make sure the menu offer they have satisfies everyone’s individual needs. Don’t forget to ask your colleagues what they do prefer. There are some things you need to follow regarding the dinner itself:

  • Dress code
  • Timing
  • Billing
  • Consumption
  • Staff

Transportation

 

Another thing that will cause you a little bit of distress is transportation. Allowing for the possibility that you are going to travel with your company colleagues, transportation will represent a problem accordingly to the number of participants. If you must travel by plane, the tickets should be reserved in time, long before the meeting itself, so you can assure all of you will have the chance to travel by the same plane to the location. Taking different planes at different times will result in organizing problems and delays. The company should mention the services it can provide for you and your associates so don’t forget to ask and make the required arrangements.

Luggage

Traveling for a short time raises issues when talking about how much luggage you can take with you. If your meeting won’t last more than three days, everything you pack must be chosen after quite a selection of your items. Space is limited so you need to choose strictly the things you are going to use and need. Being an official meeting, a suit and tie outfit will surely be desired, but traveling with a small bag will make it quite impossible to transport your fancy clothes without any cuts and creases. Therefore, try looking for laundry services in your area for ironing your clothing items (buttoned-up shirts, professional blouses, slacks etc.). Also, don’t forget to bring with you:

  • Toiletries
  • A travel umbrella
  • Smartphone and charger
  • Laptop if necessary
  • Office supplies
  • Business cards
  • Travel documents

Things to do

Besides the actual business meeting and the dinners and lunches, you should decide what you want to do with your free time. You definitely don’t want to get bored while in your apartment or on the streets of the city you are currently visiting. Ask for a tour of the company you’re working with or visit the most important checkpoints of the area. Ask the locals to give you some tips about what should you visit or what interesting things you can do around the town.

It is pretty tricky to fully organize a business meeting and without the help of your company or a specialist, you may need some time to take proper care of things. It is paramount to always communicate with your fellows, to ask for their opinion and help if it is appropriate. Respect the schedule you are planning ahead and don’t go over your budget or there may be consequences. Time is literally money here so no mistakes can be allowed in the process.

 

 

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