Trade Missions are organised international trips by Government offices or trade organisations (such as Chambers of Commerce). Their purpose is to explore the business opportunities in the international market. They are an important component of a country’s global market action plan, to position the country’s business for export success in foreign markets. Government trade missions bring market opportunities for opening doors, providing on-the-ground support, new business-to-business contacts, and information and tools for all export markets, especially small and medium-sized enterprises.
If you’re looking at going further afield with your business opportunities, aren’t sure on which target market you could have potential customers or looking to organise travel for a trade mission, then you may not know where to start with the process.
Whether you are a trade organisation planning to lead a mission or an individual wanting to join a trade mission and explore new markets, here we provide 10 tips for planning a flawless trade mission covering all aspects of trade missions.
1. Check the Department for International Trade/ DIT Market report for the country you are visiting.
The Department for International Trade (formerly known as UKTI) are responsible for promoting British trade across the world and ensuring the UK takes advantage of the huge opportunities open to us.
Their website provides vital information on how to do business within the target country’s market, and more importantly whether or not certain parts of the market are safe to visit.
2. Check the FCO website for entry requirements and travel advice
It can be difficult to know the requirements for unfamiliar countries. The Foreign & Commonwealth Office have a wide range of travel advice and information which can tell you if you need additional validity on your passport, or safety and security advice. A good Travel Management Company will provide an essential step of sufficient duty of care and/or traveller tracking solutions to support the international trade team in any circumstance when they need it most, giving you peace of mind.
3. Do I need a VISA?
VISA requirements can be tricky but if you use a Travel Management Company to organise the travel for your trade mission they will give you advance notice of any entry or visa requirements needed for your forthcoming trip, saving you time with your documentation or direct contact with embassies.
4. Are any vaccinations or other preventive measures required?
When travelling to at risk counties, a critical step is a recommendation that each individual traveller ensures they are fully aware of the additional health risks of travelling to their destination, as well as the vaccination requirements. This is to protect against illness/disease situations across the world such as the recent Zika virus outbreak. You can check if you require a vaccination for your destination by checking the MASTA Travel Health Checker website.
5. Know your travel plans
If you are travelling on an organised mission then the DIT or trade association often co-ordinates the travel plans with a TMC to ensure the smooth running of the mission and frees them up to concentrate on ensuring you get the best out of market to market opportunities. Prepare yourself before travel by researching the airport you will be departing from or connecting through to the foreign country. This way it enables you to manage your time more effectively, and gives you a stress free journey. Researching will also enable your business travellers to understand any cultural sensitivity on work wear and communication styles that won’t offend.
Coordinate a group meeting point if travelling from the same airport. Why not suggest additional extras such as lounge access/car parking/fast track security and priority boarding, your travel management company can organise this for you, making the trip from carpark to aircraft as smooth as possible.
6. Do the maths…
Work out how many delegates will be attending. Are you able to qualify for discounted group rates for hotels or flights? TMC’s are experts and play a crucial role in negotiating rates with preferred suppliers and have extensive buying power to secure the best options and rates for flights, hotels, meeting rooms, delegate dinners and networking venues.
7. What’s included when you’re at the destination?
A key step is making sure that you budget correctly as not all hotels will include breakfast or meals within the rates booked. When at exhibitions, the target audience will experience much higher prices on food, drinks and hotels. Be prepared and set a clear indication as to what is included with your rate, to alleviate any sudden costly surprises. Missions should include opportunity for business networking and B2B meetings and building relationships. Sometimes a specialised facilitator will be employed to assist with this in advance and on the ground.
8. Do you have enough baggage?
Travelling to exhibitions/conferences/networking events can often mean taking promotional material with you along with your personal items. Airlines generally offer 1 bag within the baggage allowance which may not be enough. It is always best to pre-book extra baggage that you may needs as you may have to pay a higher rate directly at the airport rather than online before you travel, so help reduce travel costs by checking this out. To help co-ordinate the transport of larger exhibition materials you may need to use a logistics or freight company.
9. Research the delegate list
Try and see who the other potential partners and trade associations are that will be taking part in the trade mission. You will receive a delegate list from the organising body and often they will arrange a pre-mission briefing enabling you to get to know and meet those on the mission with you in advance. This will help you to prepare and research the potential opportunities of those delegates in advance, giving you the edge when given networking opportunities and overall international business opportunities.
10. Check for national/religious holidays
Precise planning and attention to detail play a pivotal role when arranging group travel and trade missions. Some countries have days of religious observations that may affect working days which would be considered a normal working day for UK travellers. If you know in advance before travelling it will help with any embarrassing transport issues upon arrival.
The Role of a Corporate Travel Management Company
Whether or not you use a Travel Management Company to assist with your trade mission travel plans, hopefully the tips above will help you along the way to give you an amazing experience and some long-term benefits for your business. Good Travel Management play a vital role as industry experts in trade missions and the planning along the way leaving you with a positive experience.