Q: what lessons have you learned from planning or attending an overseas convention?

Q: What lessons have you learned from planning or attending an overseas convention?

From attending an international meeting, I learned the value of participant-friendly formats. In 2001, I attended the Migrant and Seasonal Farmworker Health Meeting in San Juan, Puerto Rico. The participant-friendly format allowed for a) shorter meeting segments; b) varied break durations (e.g., 20 minute, 45 minute); and c) time within the meeting for sightseeing.

Many of my colleagues around the country complain that long days leave little time to enjoy the meeting city, this is compounded by requests for additional meetings before or after the formal meeting. Formats similar to the one used in San Juan can help add some relaxation to the meeting experience before we must hurry back to our hectic lives at home base. Besides, people who attend meetings day in and day out often stagnate after sitting more than two or three hours.

Greta J. Shepherd-Stewart Executive Director, Oklahoma Primary Care Association, Oklahoma City; [e-mail]

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It's going to be a lot harder than you ever expected, due in large part to cultural differences that are hard to anticipate on a first, second, and third meeting. It's also going to be a lot more expensive than you ever expected or planned for. And lastly, pack your own medicines. They might not be readily available where you're going.

Donald A. Harris, CAE CEO, Barbershop Harmony Society, Kenosha, Wisconsin; [e-mail]

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Never make the mistake of assuming that there is only one way of planning a meeting and not taking the time to learn and understand the people and customs of the country you will be visiting. Each country has unique customs. They use different terminology, have different labor situations, and are usually much more formal than Americans. While I don't believe that you must become totally immersed in the culture of the country when planning a meeting, you must be willing to meet them halfway to have a successful event. Things that we give little or no consideration to such as dress, gift wrapping, and protocol are sometimes very important to our international counterparts.

So study and take to heart the customs of the country you will be visiting, and meet them halfway on business practices. You will have a much more successful event. And it would not hurt to learn a few words of their language.

Chris P. Vranas, CAE Executive Director, American Association of Orthodontists, St. Louis; [e-mail]

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Attending overseas conventions can be an eye-opener and often an ego boost for our meetings. I've found overseas meetings not always as well organized, at least in our industry, as are our own. In addition, overseas meetings usually mean multiple hotels, even for relatively small gatherings, and this would not be tolerated in North America where there's an abundance of large, self-contained conference hotels. Interestingly, this rarely becomes an issue because small citywide meetings are the custom overseas.

C. James Trombino, CAE Executive Director and CEO, Metal Powder Industries Federation, Princeton, New Jersey; [e-mail]

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