Corporate Travel Destinations

Different cultures have developed different business habits and trends, a fact that still needs to be contended with in our modern corporate environment. While globalization has certainly reduced the overall number of differences between different cultures and their meeting styles by allowing a freer flow of ideas, it still falls to the meeting planners to understand the different concepts different cultures have about time and business etiquette.

For example, in the United States and England meetings start and stop at a pre-appointed time regardless of nearly anything else. In fact, some sketch comedy troupes have made fun of this reliance on time be showing whole middle management teams unable to leave a burning meeting room because it was not yet time or suffering some similar fate while bound to the tick-tock of a clock.

In some European cultures, particular Spain and Italy, meetings might begin at a predetermined time or perhaps a little later but they do not end until a resolution has been reached. This means that scheduling an afternoon meeting might be taken as a sign of low significance by some as there is always the likelihood that a morning meeting would run long. In some Asian cultures time is less important and meetings might begin whenever all parties are ready and may end for any reason or for little discernible reason at all.

Meeting planning is an undertaking that requires attention to detail. A meeting planner has to be intimately involved in all aspects of meeting planning. Detailed involvement helps to ensure the corporation gets the most for its money and that participants of the cruise event feel their time was well spent. When planning a group cruise, many of the details of typical meeting planning is already determined. However, determining which ship will be right for the group cruise event is not.

The type of ship chosen will be closely related to the type of cruise event being planned. For meetings at sea, it is ideal to choose a ship that offers the best group rate. Since there will be a large group of people for whom the cruise is being planned, choosing a ship that can accommodate large groups at reasonable rates will be essential. Some cruise ships are more adult oriented while others are more kid friendly. Cruise ships that are not designed for children will be more tailored to adult interests. The expectations of cruise event participants, the preferences of the organization, and the group rates available will help meeting planners determine which type of ship will be best.

A meeting planner knows how difficult it can be to arrange events that do not conflict with attendee's schedules. Even when planning a group cruise, attendees schedules have to be taken into consideration. Scheduling conflicts can make planning any meeting complicated, but when the meeting takes attendees out of the office these complications are magnified. Along with planning the cruise event in general, issues like scheduling conflicts can be quite overwhelming to the meeting planner. By following a few simple tips, meeting planners can more easily plan incentive cruises or meetings at sea with far less stress.

The first thing that needs to be taken into consideration is the destination. Once the incentive cruise destination is determined, the meeting planner can then make arrangements regarding the length of the cruise. When the cruise length is determined, the meeting planner can help attendees ensure their schedules are clear for the upcoming cruise event. When attendees know that they can leave the office without any worries or hassles, they will feel more relaxed at scheduled cruise meetings. When employees can devote their full time and attention to cruise meeting topics, meetings at sea can be more productive for the company and enjoyable for attendees.

A recent survey conducted by MeetingNews found that most meeting planners expected meeting budgets to increase or stay the same over the first six months of 2010, when compared to meeting budget trends over the last six months of 2009. This optimistic outlook may be further proof that companies across the country are beginning to recover from the recent recession. The survey, which included 220 participants, found that only 19% of responding meeting planners anticipated further budget cuts or smaller meeting budgets in the first six months of 2010. Additionally, seventeen percent of respondents actually reported increased spending in the last half of 2009, showing that some companies continued to prioritize meeting spending during the economic downturn or were already beginning to enjoy financial recovery at that time.

Just over half of the survey participants (51%) expected meeting budgets to stay the same during the first half of 2010. These results support the hope that deep budget cuts are now behind us for the most part and indicate that things may start looking up for the corporate travel and business meeting industries. This is good news for meeting and travel planners who learned tips and tricks for cutting costs without losing quality during the economic downturn and will now be in an excellent position for providing exceptional planning services with increased budgets.

When it comes time to plan a large corporate retreat, savvy meeting planners and/or event planners need to consider at least four different factors.

Distance & Travel – how far will the destination be from all parties? Remember that organizations with far-flung offices will need to find ways to transport the relevant from those offices to the destination in question. This can become an expensive venture rather quickly, but planners can mitigate this by planning ahead.

Scheduling & Jet Lag – Corporate travel is always a combination of work and play. Whether it is a cruise meeting, incentive travel, or a retreat, event planners should always try to strike a balance between work and play. Remember that jet lag may be a factor to contend with, so start off slow with events and meetings if possible.

Allergies & Location – Planning an outdoor event or a team-building getaway in the woods might sound great until Susan in accounting turns out to be allergic to the grass and Bob from sales cannot stop itching for some reason. Remember to consider allergies before planning any corporate event. If guests are being brought into the event, be sure to inquire as to their health needs.

Food & Drink – Many corporations prefer to self-cater, but it does not really matter who does the catering if those who have certain dietary needs are not being met. With vegetarian and vegan lifestyles becoming more popular, and a handful of religions taboos on foods, it pays to spend a good deal of time on food.

When planning for a successful executive retreat, there is much more to keep in mind than simply finding the right venue and arranging for transportation and accommodation. Of course, these are critical aspects of retreat planning, but if you are also involved in the hands-on planning for the day-to-day aspects of the executive retreat, these seven tips will help you plan for success.

Ensuring the success of an executive retreat starts long before arriving at your destination. Here are seven tips for meeting planners to make sure your executive retreat is productive and effective:

1. Double-check your guest list. It is crucial that you make sure you have invited all of the major players and that they are on your list for receiving materials and planning logistics.
2. Determine the main goals and objectives for the retreat.
3. Distribute materials beforehand that clearly state these goals and objectives so that your participants know what to expect.
4. Assign homework to ensure that your participants are prepared.
5. Send out reminders a few days before the retreat to make sure everyone remembers to complete and bring their homework.
6. Arrange to have a professional facilitator run the business portions of the retreat.
7. Assign someone with the task of maintaining a thorough record during the retreat of who volunteers or is assigned to complete tasks, as well as the deadlines.

The green meeting movement is in full swing and many companies are scrambling to make their meetings and corporate events as eco-friendly as possible. This can boost their public image, shows their commitment to limiting their impact on the environment and can make attendees feel good about the efforts being put forth; however, it can also mean higher pricing. In fact, the fear of significantly higher prices is one of the main reasons that other companies are not taking more steps to green their corporate meetings, events and travel. There is s a perception that going green automatically means doubling your event expenses and, while this certainly does not have to be the case, there are good reasons why some folks think this.

The problem is green gouging. Just like any new trend, there are some folks who see this as a way to make more money and are hiking up prices on organic or local food, sustainably-sourced products and other necessities for green events. Meeting and event planners should expect a slightly higher price on some environmentally-friendly items, which is completely justifiable; however, some venues are taking advantage of this opportunity to freely overcharge folks who care about their event’s impact.

Oftentimes, this can result from the fact they do not have the vendors to meet the needs of folks who need organic or locally-grown food and other essentials. This can be avoided by opting for venues that are just as committed to eco-friendly meetings as you are, and that already have established relationships with green vendors.

Switzerland is one of the most popular tourist destinations in Europe, particularly for those interested in skiing and other mountain sports. Well-known for its exceptional ski resorts, luxury mountain spas, breathtaking natural beauty and well-established tourism infrastructure, it is easy to see why so many travelers return to Switzerland year after year. This thoroughly developed infrastructure based around tourism, coupled with the important business centers of Zurich and Geneva, make Switzerland an easy choice for corporate travel and meeting planners looking for a European destination.

Switzerland offers quaint, traditional villages; major metropolitan areas with exceptional dining, shopping and entertainment; world-renowned watch-making, chocolate and cheese industries; and magnificent scenery that your participants will find appealing and memorable. English is spoken throughout the country, which provides an even higher level of convenience for your travel participants.

Berne, the capital city of Switzerland, is particularly enticing as a destination and is located just 152 kilometers from Geneva and 122 kilometers from Zurich. As a UNESCO World Heritage Site, Berne is filled with sites of historical and cultural importance, including the Clock Tower, Prison Tower, Parliament House and Munster Cathedral. This medieval city is also well-known for Emmental cheese and Toblerone chocolates, and for being a central location for the work life of Albert Einstein. With numerous options for small, medium and large groups, Berne is an excellent choice for your next corporate travel destination.

The Walt Disney World Swan and Dolphin Resort knows just what it takes to create the most imaginative meetings that generate the highest possible results.  Their approach definitely lightens the work load for meeting planners, since the resort takes the responsibility for achieving the "WOW" factor for your meetings and events. 

Their approach, called ReImagine Meetings, puts the focus on combining creativity, theme, technology, and relationships. In addition to more than 329,000 square feet of indoor meeting space, the resorts proximity to Walt Disney World offers access to the parks and fabulous Disney events.

Why not ReImagine your next meeting or event at a place where the unforgettable surroundings will inspire creativity?  For meetings from 15 to 15,000, the Walt Disney World Swan and Dolphin have been delivering top notch events for two decades.
 

Hosting meetings in the South has increased in popularity in recent years, particularly with numerous large companies, such as Boeing and several auto manufacturers, increasing their presence in southern states. States like South Carolina are working hard to provide exceptional deals and incentives to encourage meeting and incentive travel planners to consider their states as viable destinations, which increases the appeal of these already affordable options further.

Columbia, South Carolina is one city that is poised for growth as a strong competitor vying for the business of meeting planners across the country. New hotels are springing up throughout the city, which is expected to result in a total of 13,000 guest rooms by the end of 2010. With its central location within the state, a major university and its well-known affordability, Columbia, South Carolina is one destination option that should not be overlooked. Regional and national conferences are taking place in Columbia at a steadily growing rate, as are regional and national meetings hosted by major corporations located in the South, as well as those headquartered elsewhere.

If you choose Columbia, South Carolina as a destination for your meeting or incentive travel planning, those in attendance will have a plethora of attractions and amenities at their fingertips, including the Robert Mills Historic House and Park, South Carolina State Museum, Riverbanks Zoo and Botanical Garden, and the Columbia Museum of Art.