Pre-departure prep:
Event
related:
-
Registration: check the event’s
website to make sure we are registered with the event. This will vary depending
on the event. (If this is a sales call, make sure to get in contact with as
many people in that area as possible and make a full itinerary – though leave
room for travel in between locations)
-
Double check to see that your
badges are correct.
-
Booth: if we have a booth, make
sure that is registered and check with the office about booth design,
activities, partner exhibitors, etc. Double-check location and direction
(especially if you’re putting up banners or having to place partners
strategically inside the booth)
-
Contract: if applicable, make
sure the contract is done ahead of time with all the details checked upon.
-
Food&Beverage: does your
event need F&B? check budget and details. If serving Korean dishes, make
sure the spelling of the dishes match our company’s standards and that any
fusion food does not make the food seem too much like a different country’s
food.
-
If putting on an event,
consider other details – everything from centerpieces to the powerpoint or
games/quizzes.
-
Reporting: Start the Korean
style report sheet about the event trip PLAN *참가 계획(뉴욕지사) . (The post report 참가 보고서 is made
afterwards but will most likely heavily borrow from the pre-event report)
Supplies
for the event:
-
Souvenirs? – Plan ahead! Figure
out exactly what souvenirs you will need for the different aspects of your
event/booth/sales call/etc.
-
X-banners? Tablecloth (with our
logo on it)? Backdrop? Think about if you need these. Check with the
Information Officer about what we have in our inventory or have them made.
-
Korea official pamphlets, guidebooks,
etc. Check with the Information Officer about what we have. Anything we do not have
in stock will come from headquarters, which can take months.
-
Name Tags? Or Company Logo
Prints? – Make sure to get a roster and print these all ahead of time.
-
Additional event specific fliers?
Surveys? Posters? Etc. – think about all the details you need and print ahead
of time
-
Media? – if it’s complicated,
contract out, or go ahead and make it yourself.
-
Shipping: whatever you decide
to use for the event, make sure you ship it out to the location ahead of time
so that it will be waiting for you. Depending on the event, you may need to
coordinate with the people on the ground there. Make sure to include the
shipping costs in your event budget
-
Print return labels when
necessary
Travel
related:
-
Flight(s)
- Walkerhill Travel & Tours: 212-532-0203; should be booked
through our tour operator for billing purposes
- Check the event website for airfare discounts. Depending on the
location or the event, there may be a published discount code.
- Make sure that you book round-trip.
- If the Executive Director is traveling with you, call about flight
options first and present him with the options to make sure he approves of the
flight times. (Also, if the flights are more than 5 hours, the ED can be placed
in business class. Please check about this)
- Make sure the confirmation also has confirmed seats with the ED’s
seat being at least window if not aisle.
- Have the tour operator include the flight in the people’s mileage
accounts
- Invoices should be given to the General Manager.
-
Rental Car
- Book using the company card and try to secure the card for travel,
but if that doesn’t happen, you will have to use your personal car and get
reimbursed.
- Include basic insurance
- When traveling alone, book a smaller vehicle.
- Check to see if there will be other additional drivers (both KTO and
partners) and whether or not they will need GPS.
- If traveling with the ED, book a “Full-size” car or bigger and check
to see if the ED needs GPS.
- All receipts should be printed digitally to a pdf file as well as in
hardcopy.
- Check the event website to see if the shuttle service is enough for
you and your attendance to the event, especially if the event is inside the
city.
-
Hotel
- Your budget is $100/night. This amount will be given to you upfront
and you will not need to produce any receipts. If you’re so inclined, you can
stay at a nicer hotel, but it would at your expense. (The general practice
seems to be to book further away from the event in order to secure price. If
this is the case, it is not a bad idea to check with areavibes to see which
areas are nicer.)
- If you’re traveling with the ED, the nightly budget goes up to
$130/night. Check with him regarding options before finalizing the booking.
- If headquarters is involved in the event, check with them before
booking anything as they may do the booking themselves.
- Check the event website to see suggested hotels. There may be event
discounts associated with the hotels.
Registration, Contracts, etc.
Packing
-
Take personal business cards
-
Get the company’s credit card
from someone. This will be used for the rental car.
-
Do you need the company laptop?
Ipad? Digital camera? Make sure to pack the chargers while you’re at it.
-
Check the dress code
(especially if there are side events you are attending. These may require a
certain color or suggested style.) Otherwise, pack business casual or whatever
is most appropriate for your event.
-
If flying, plan to pack for
carry-on luggage only.
-
Take a pouch or folder to
collect receipts in.
During your trip:
KEEP:
-
Receipts or invoices of any
kind
- Most probably of: rental car, gas, tolls, parking
- this excludes meal/hotel expenses that you incurred personally as
they are covered by the 출장비
-
Your flight stubs
-
Business cards you receive from
people you meet (you may need to type this up for a report on your networking)
-
Daily printed material or any
other printed material that is officially handed out
-
Attendance lists (where
applicable/available)
Notes: preparing for the 결과 보고서
-
Take note of any other NTO
there, paying special attention to Asian NTO presence. This may be as
exhibitors or attendance.
-
Take note of any presence by
other Korean companies or notable partners
-
Any trends? On the ground news
that people don’t read about in the papers? (e.g. a specific company is looking
to partner with X type of companies for Y purpose.)
-
Any trends that make you feel
like Korea needs to do certain things
-
How effective was the event? Is
it worth attending in the following year? Why or why not?
-
What could we do better to make
attendance to the event better?
Pictures of EVERYTHING~!
see the Photographer's Brief page
Post-trip:
Event
related:
-
Invoices: Make sure everything
is squared away.
-
Hand all receipts, flight
stubs, etc. to the General Manager
- Ideally, these will be separate in date/transaction order
- Separate them by the type of payment used: cash/company credit
card/personal credit card)
Report
결과 보고서/참가 보고서:
-
Ideally done within the next
day or two following the event. If not, you have until the end of the month as
the fiscal calendar requires a closing of all monthly events at the end of the
month
-
What are some of the follow-up
activities that will result from this event?
Contact
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