How to organize a delegation's trip to an international business event

An important part of the development of the organization is business trips of delegations to international business events. Business trips for employees will help the company reach a new level. Conferences , exhibitions, festivals - it is at such events that sales markets and important connections are established, and the experience of foreign colleagues is studied.

At the same time, organizing business trips for employees requires a lot of time, resources and knowledge. For a business trip to be successful, it is important to carefully plan everything and solve many problems.

How to plan a business trip?

• Competently and quickly prepare documents. It is important not only to ensure legal procedures within the organization, but also to take care of visas for crossing the border.
• Book everything you need: plane tickets , hotel rooms , rent transport .
• Think through the logistics. It is important to clearly define who will go where and at what time. In a short time, employees will have to solve many different issues, so mistakes should not be made in the schedule.
• Determine and optimize expenses, allocate the necessary amounts. Anything that can be paid in advance - pay in advance so as not to waste minutes on it during the trip itself.
• Take care of printed materials and samples of manufactured goods. The delegation should have advertising booklets, souvenirs with logos, brochures with important information and, of course, examples of the things being created. All this must be selected, manufactured and packaged in advance.
• Organize an excursion program. Getting to know the city where the event is taking place will add unusual impressions to employees, motivate them to do excellent work, and allow them to get out of their comfort zone. In addition, this is a great way to get to know and understand representatives of another culture with whom you plan to collaborate.
• Consider supporting the delegation. Find a translator, driver, tour guide, contact site administrators. Questions and difficulties will arise in any case, but it is important to know who will help solve them.

All this is difficult to organize even for the trip of one employee, but when it comes to an entire delegation, the responsibility increases significantly. Coordinating a group of workers from different departments, occupying different positions and having different experience will take more than one hour. In addition, not all companies have a travel manager who deals with organizational issues. If the task of arranging a foreign trip for a delegation falls on an ordinary employee, it is unlikely that difficulties will be avoided.

The best option in this case is to contact the Travel Code business travel service . A personal assistant will take into account your wishes and solve all the difficulties: from purchasing tickets to drawing up a cultural program. And workers, freed from the need to deal with other than their duties, will fully focus on the upcoming trip and will be able to prepare well for it. In addition, the demonstration of coordinated and clear actions of the delegation abroad will definitely make a good impression on foreign colleagues.