Meeting in Europe
BY SARA TORRENCE, CMP

Planning a meeting in Europe for the first time? A panel of experts offers pointers.

At the “doing business in Europe” session at PCMA’s 2006 Annual Meeting, attendees heard the
following advice from a panel of experienced meeting and travel professionals:

• Start by contacting the U.S. office or national tourist office of your host country, or your host city’s CVB. They provide valuable information about doing business in their country/city and can direct you to reputable partners throughout your process.
• When selecting official airlines, deal with a worldwide alliance, such as the Star Alliance (www. explorestaralliance.com) to seamlessly help you bring in passengers from several global destinations.
• Use the overall value of your event when negotiating contracts. Use in-house vendors when negotiating the meeting spend. “Bundling” gives you more leverage.
• Hotels in Europe often negotiate a rate that includes the sleeping room, plus other services. This helps to keep the group in the hotel. The hotel will break out expenses when billing — with the room cost invoiced to the delegate, and other services, such as AV and food and beverage, to the convention.
• The amount of business you do with a U.S. hotel corporation will not necessarily give you leverage in Europe. European hotels are privately owned, and are not obligated to give you frequent client privileges you might receive in the United States.
• Partner with convention bureaus and PCOs (Professional Congress Organizers). They are local, speak the language, can help with contract negotiations and guide you through the nuances of their country. PCOs may be paid by commissions/rebates from the hotels and other vendors or by a management fee. You should understand how they are compensated from the outset and the payment method should be disclosed to the hotels, vendors, and the convention center. Because of their volume of business and relationships with local vendors, PCOs may be able to negotiate a lower rate for your convention, even if they are receiving a 10 percent commission.
• Most European countries include a value-added tax (VAT) on sales. People or organizations not living or headquartered in the country can have the VAT refunded upon departure. Registration fees are subject to the VAT.
• Work with a tax reclaiming company to help you receive refunds. There are many steps you need to take when you begin planning to successfully receive your reimbursement, so don’t wait until after the meeting is over to work with the tax reclaiming company. For more information on VAT reclaiming, contact Neve Murray of Tax Back International, nmurray@taxbackinternational.com.
• Most convention centers price their services a la carte. Your PCO can help with negotiating these prices. They are working in your interest, and do not represent the convention center. Make sure youknow exactly what is included in the contract.
• Compare the cost of printing convention materials at home and shipping them, versus printing in the country where you are meeting. If you are shipping, shipping agents can help you with customs.
• Lastly, partner with U.S. representatives and local organizations. Check with colleagues who have worked in Europe, your hotel point of contact or international sales office, or the convention bureau for advice on whom to contact.