Briefing Book Template

A Hot Tip about Business Travel in the United States

Posted on: 31 Jul 2010

A template for preparing briefing books. Includes delegation list, itinerary, biographies, news & events, corporate profiles, cultural protocol, trade statistics, and meeting briefs.

Logo Seal Flag Event Name Location Dates Event Name Location Dates Logo, Seal or Flags Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Index Note: Plain divider tabs with clear adhesive labels work particularly well and are easy to customize. Depending on the scope and scale of the event, media relations may need to be included as well as photography services and acceptable protocol (e.g., back flash only).For the cover design, take inspiration from the place you will visit?the colors of the flag, the culture, etc. to customize it to your look and feel. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Delegation Government Delegation Members* Name Business/ Physical (First LAST) Title Department Address Mobile Email Private Businesses Delegation Members* Name Business/ Physical (First LAST) Title Department Address Mobile Email *Include contact information for all delegation members. Verify that mobile phones will work abroad. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Itinerary Note: The Itinerary needs to be specific to each participant and include information only relevant to the individual for which it is intended. As the delegation organizer, you need to have a copy of all itineraries. Itineraries must include all logistical information such as mode of arrive, who will be greeting whom, etc. Each meeting must also include the organizer/point of contact and his/her mobile number. You may prefer to have two itineraries?a comprehensive itinerary with all the details and then a second ?at-a-glance? version that simply states the meetings and significant events. Day, Month, Date, Year (Monday, January 1, 2020) 08:30 Meeting (state company name) Contact: Person with who you scheduled the meeting Mobile: + (###) ###-#### Email: name@domain.com Location: Name of Location Address Participants: Name, Title 10:00 Meeting (state company name) Contact: Person with who you scheduled the meeting Mobile: + (###) ###-#### Email: name@domain.com Location: Name of Location Address Participants: Name, Title 11:30 Luncheon: state company name Contact: Person with who you scheduled the meeting Mobile: + (###) ###-#### Email: name@domain.com Location: Name of Location Address Participants: Name, Title 13:00 Meeting (state company name) Contact: Person with who you scheduled the meeting Mobile: + (###) ###-#### Email: name@domain.com Location: Name of Location Address Participants: Name, Title 15:30 Meeting (state company name) Contact: Person with who you scheduled the meeting Mobile: + (###) ###-#### Email: name@domain.com Location: Name of Location Address Participants: Name, Title *by using military time, you can avoid confusion between morning and afternoon. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Transportation & Accomodations Note: Inclued all flight schedules, hotel arrangements, rental vehicle/transportation services, driver contact details, and confirmation numbers. Some dignitaries and guests will require special accomodations such as a specific type of vehicle, availablity of refreshments, and so on. Make certain to obtain a list of all request in advance. Also, coordinate with security on all levels. To create a sense of unity, delegation members may receive matching pins (friendship pins, emblems, logos, etc.) and/or matching luggage tags with the official seal, logo, flag? FLIGHT SCHEDULE Date Date Departure Date Return Date ### Airline Name ### Airline Name Flight # Flight # Departure Time ##:##* (LAX)?airport code DepartureTime ##:##* (LAX)?airport code Arrival Time ##:##* (MIA)?airport code Arrival Time ##:##* (MIA)?airport code HOTEL Hotel Name Name Physical Address Address Intinerary Number ########## Confirmation Number ########## TRANSPORTATION Rental Car Company Rental Company XX Airport Address Location Pick-up XX Street Name, City, State, ZIP Intinerary Number ########## Confirmation Number ########## Name of Driver Name Mobile Number (###) ###-#### *by using military time, you can avoid confusion between morning and afternoon. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Meeting Brief To: Party of Interest CC: All Staff Members From: Office Name Date: Day/Month/Year Re: Meeting Name Event / Meeting Name: Meeting Name Event Details Event Times: Month, Day, Year, Time, Site Information: Place/Hotel* Physical Address Contact Information: Mr. / Ms. Name Mobile: 011 ##-##-##-#### Attendees: Domestic Delegation (List names and titles) Attire: Business Staff/Travel Arrangements: Define staff or travel aide, mode of transit, vehicle and driver Event Background: [Provide background on event or meeting, participants, and purpose of/for meeting; note any history such as MOUs that have been signed, former relationships, etc.] Remarks/Introductions: [Provide background on audience, expectations of remarks, information regarding format and setup] Meeting/Event Goals: [Define expected outcomes, specific points to address; list all talking points] Protocol: [Exchange gifts / marketing materials; state order in which to distribute by rank and who gets what] *Include a seating chart if necessary; respect seats of authority and proper cultural protocol. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Name of Speech Note: Speeches should not be printed on only one side for easy of reading; some speakers like to rip out the pages upon completion. All unfamiliar names need to be phonetically spelled out in parenthesis next to the proper name for accurate pronunciation. Use large font so words can easily be read. Schedules tend to change up to the last minute; three-hole binders make it easier to pull out and insert information. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates First Name LAST-NAME Title Company Date ? Current President/CEO, Company Information Date ? Date Vice President, Company Information Insert Photo Date ? Date Manager, Sales Information Education Date ? Date Degree University Note: Can be a written biography or a resume/C.V.?whatever they submit or have available on their website. If possible, always affix a photo of the individual. Put the last name in all caps to avoid confusion. Err on the side of formal if in doubt. Remember that in Asia, many place the last name first. In Spanish, the fist of the hyphenated last names is addressed but in Portuguese it is the second of the last hyphenated names that is addressed. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Corporate Profiles Note: Below is an example of a standard corporate profile. Many subscription-based databases offer profiles similar to the one below. Harris Selectory, Hoovers, InfoUSA, Kompass, and PIERS are some of the information providers you may want to purchase a licensefrom in order to access corporate data. Company Name D-U-N-S® Number: ##-###-#### Location Type: Single Company Name: Official Name Subsidiary Status: Non Subsidiary Also Known As: Doing Business As Plant/Facility Size: ##,### Sq Ft Mail Address: Street Name/Number Foreign Trade: Import/Export City, State ZIP County: County Year Established: Date MSA: Region Ownership: Private, Minority-Owned Country Phone Code: 1 Prescreen Score: Low Risk Phone: (###) ###-#### Fax: (###) ###-#### Web: URL Employee Count: ## Sales: $##,###,### US (All Sites) (All Sites) (Estimated/Modeled) Employment: ### Sales: $##,###,### US (Individual Site) (Individual Sites) (Estimated/Modeled) Employee Count: ### Current Year: XXX 1 Yr Prior: XXX Trend: 0.00 2 Yr Prior: XXX Trend: 0.00 3 Yr Prior: XXX Trend: 0.00 Executives: Name - Chief Executive Officer Name - General Manager Name - Corporate Secretary Name - Treasurer Executive Biographies: Name YEAR OF BIRTH: Date Year-PRESENT ACTIVE HERE. SIC Code(s): ######## - Industry (Primary) Line of Business: Industry Type Product(s): Types of Product NAICS Code(s): ###### - Industry (Primary) Notes Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Protocol Note: Protocol deals with culture and social nuances. In addition to the country overview (on the next page), printouts of the items below are strongly adviseable: ? Country?s CultureGram http://online.culturegrams.com/ (subscription required) ? Executive Planet?s Culture Guides http://www.executiveplanet.com/index.php?title=Main_Page ? U.S. State Department Consular Information http://travel.state.gov/travel/travel_1744.html It may be helpful for to invest in several books covering this subject matter. Recommended readings include: ? Understanding Global Cultures: Metaphorical Journeys Through 29 Nations, Clusters of Nations, Continents, and Diversity By Martin J. Gannon, Rajnandini Pillai Publisher: Sage Publications, Inc; Fourth Edition (May 4, 2009) ISBN-10: 1412957893 / ISBN-13: 978-1412957892 ? Kiss, bow, or shake hands: the bestselling guide to doing business in more than 60 countries by Terri Morrison, Wayne A. Conaway Publisher: Adams Media; 2 edition (July 24, 2006) ISBN-10: 1593373686 / ISBN-13: 978-1593373689 ? Protocol: The Complete Handbook of Diplomatic, Official & Social Usage, 25th Edition by Mary Jane McCaffree, Pauline Innis, Richard M. Sand Publisher: Durban House Press; 25th edition (September 12, 2002) ISBN-10: 1930754183 / ISBN-13: 978-1930754188 ? Forms of Address: A Guide for Business and Social Use by Andrea Holberg Publisher: Rice University Press; 1st edition (1994) ISBN-10: 0892633344 / ISBN-13: 978-0892633340 Gifts that are moderate in price but thoughtful are best. Seek items that are functional and tell a story of your history such as products native to your state. A perfect example is Toyota?s magnifying glass?it is a tool that suits typical senior management who tend to be older in age, and has a handle of their first model car. Not only is it functional as a magnifying glass or simply art, it tells the story of their corporate beginnings. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Country Overview Country Name: Official Title Political Map Political Overview ? Government ? President ? Political Parties ? Language ? Area Social Overview ? Human Development Index ? Population ? Life Expectancy ? Religion ? Literacy ? Internet users Economic Overview ? GDP (PPP) Total ? Inflation Rate Country Flag ? Unemployment Rate ? Sectors ? Industries ? Exports ? Imports ? Currency Cultural Overview ? Culture (Market Pricing/Vertical Individualism vs. Equality Matching/Horizontal Individualism) ? Influence (review history) ? Orientation (Ethnocentric, Geocentric, Polycentric, or Regiocentrism) ? Context (Low/Explicit vs. High/Implicit) ? Time Orientation (Monocratic or Polycratic) ? Buying Priorities (Price, Latest Technology, Quality/Durability, Service, Style, High-End, Environmental) ? Value System (scale: 0 = low; 118 = high) o Power Distance Index o Uncertainty Avoidance Index o Individualism Index o Masculitity Index Note: This data can be found in the following sources: ? CIA World Factbook https://www.cia.gov/library/publications/the-world-factbook/ ? Economic Freedom: http://www.heritage.org/index/ ? Global Peace Index: http://www.visionofhumanity.org/ ? IMD World Competitiveness Index: http://www.imd.ch/research/centers/wcc/index.cfm ? Hofstede?s Value System: http://www.geerthofstede.nl/ (official website); http://www.geert- hofstede.com/ (unofficial website?ITIM International, a consulting partner of Geert Hofstede Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates United States of America Political* Social* Economic* Culture* Government: Human Development GDP (PPP) Total: $12.36 trillion; GDP Culture: Market Federal Republic Index: 0.944 ? High per capita: $41,800; Growth Rate: 3.5% Pricing President: Population: Inflation Rate: 3.2% Influence: Barack Obama 298,444,215 (.91% Unemployment Rate: 5.1% English Political Parties: growth rate); white Sectors: Services 78.3%; Industry Orientation: Democrat, Green 81.7%; black 12.9%; 20%; Agriculture 1% Ethnocentric Libertarian, Asian 4.2%; Industries: leading industrial power; Context: Repubilcan Amerindian & Alsakan diversified and technoloy advanced, Low/Explicit Language: native 1%; native petroleum, steel, motor vehicles, Time: Mono- None; English de Hawaiian and other aerospace, telecommunications, Chronic facto (English: Pacific islander .2% chemicals, electronics, food processing, Buying 82.1%; Spanish: Life Expectancy: consumer goods, lumber, mining Priorities: Price 10.7%; Other 77.85 years Exports: 927.5 billion FOB (Canada Value System Indo-European: Religion: Protestant 23%; Mexico 13.6%; Japan 6.7%; UK (scale: 0 = low; 3.8%; Asian & 52%; Roman Catholic 4.4%; China 4.3%) 118 = high) Pacific: 2.7%; 24%; Mormon 2%; Imports: 1.727 trillion FOB (Canada ? PDI: 40 Other: .7%) Jewish 1%; Muslim 17%; China 13.8%; Mexico 10.3%; ? UAI: 46 Area: 3,718,711 1%; other 10%; none Japan 8.7%; Germany 5.2%) ? IDV: 91 sq mi; 4.87% 10% Currency: United States Dollar ($) ? MAS: 62 water Literacy: 99% (USD) ? LTO: 29 Economic Internet users: 68.3% Gini Index: 42 Freedom: 78 Peace Index: 82 W *Rev. 5/2007 orld Competitiveness Index: 3 Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Trade Statistiscs Note: Collect data concerning the intersts of the delegation members. Most trade groups are interested in their exports to a particular country/market. You may also want to include imports statistics. At least five years of data is necessary to analyze market trends. The more specific the data, the more useful it is. Industry data is usually based on the NAICS or HS codes. Try to drill down to the sixth-digit of the HS code if possible for the most specific information. Data can be easily collected from the following sources at no cost: ? TradeStats Express http://tse.export.gov/TSE/TSEHome.aspx ? United States International Trade Commission http://dataweb.usitc.gov/scripts/user_set.asp ? UN Comtrade http://comtrade.un.org/ Examples from TradeStats Express: Note: Data depicted here is on the national level. Data is also available on the state level. Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Note: Data depicted above illustrates the U.S. exports to China. This is beneficial for an overview, but has little value to a U.S. exorter given its broad scope. More precise information can be extracted from CenTradeX?s StatsPlus database (a paid service) that can drill down to the sixth HS code level. In this example, we use HS 830210: Hinges, And Parts Thereof, Of Base Metal and get the following market data for California exporters: Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Current News / Events Headline Article Summary Source: Name of Source Note: It may be easier to print copies of the news article and insert them directly in the briefing book. Make certain to use credible news media and only use relevant material that coincides with the goals of your mission. A service such as LexisNexis or a RSS feed can simplify your search. Example: Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov Logo Seal Flag Event Name Location Dates Maps Note: A map of the local area with streets and points of interest clearly marked is useful. Depending on the location, you may want additional maps that are specific to business operations. Map types can include industry clusters, the power grid, natural resources, and available public restrooms (seriously, they may be hard to come by in certain countries). Cluster maps are useful towards attracting foreign direct investment (FDI). The industry cluster (a concentration of private business, education institutions, public-private partnerships, and a supportive public sector within a geographic area) generate a competitive advantage for a region as industry builds upon the interconnected local resources. A spill-over effect is achieved and increases productivity while fostering an educated workforce. Available skilled labor is a top priority for business location decisions. Here is an example of an Aerospace Cluster Map from the Virginia Economic Development Partnership (VEDP). Name of Office Address Phone: (###) ###-#### ? Fax (###) ###-#### ? www.website.gov
Posted: 31 July 2010

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