If you are planning on organizing a Chinese conference in the United States, chances are you have realized it is a highly complex, multifaceted process. Weighing up the needs of the participants, the goals of the event and the needs and expectations of the speakers can present many challenges for the organizers. However, when executed well, hosting a Chinese conference in the US is also a potentially rewarding experience, on several levels. Read on to discover how to make your Chinese conference an all-round success!
1. Identify the conference’s core aims
First things first: What do you hope to achieve by hosting a Chinese conference? Only once you have analyzed your ultimate aims for the event and pinpointed a clear purpose, can you contemplate the finer details.
You should be able to articulate this primary purpose in one sentence, such as “The conference aims to enhance cultural exchange and understanding between China and the US,” or “The conference seeks to create networking opportunities for professionals from both countries to explore new business ventures.”
Once you’ve come up with a sentence that fully encapsulates the aims of the event, write it down and keep it somewhere prominent to ensure you remain focused during the rest of the planning stages.
2. Pay close attention to cultural considerations
When organizing a conference, the participants’ needs and expectations are paramount. This is particularly critical when it involves attendees from diverse cultures. As China and the United States have different customs and cultural norms, it’s important to ensure everyone present feels welcomed and included. This will allow all participants to feel at ease and may even help pave the way to future collaborations and ventures.
With a Chinese conference, this could include showing awareness of both American and Chinese tastes and preferences. This could be demonstrated through catering choices, for instance, or by incorporating cultural performances that celebrate both nations. Similarly, gift-giving is an important part of Chinese culture so offering a culturally appropriate gift would further highlight the conference’s commitment to both traditions.
3. Communication, communication, communication!
A conference has communication at its very core, and for all participants to understand and express themselves, it’s crucial you find a Chinese interpreter to facilitate this. As well as eliminating language barriers by providing simultaneous interpretation services (where the speaker’s words are translated in real time so there is no delay), a Chinese interpreter serves another role. In addition to impeccable language abilities (not to mention organizational skills!) a Chinese interpreter is also adept at bridging the cultural gap, thanks to their knowledge of both American and Chinese cultural norms and expectations.
4. Consider the logistical details
At any international conference, participants fly in from many different destinations. At a Chinese conference, attendees may have to navigate the complexities of visa requirements. To facilitate this process, anticipate the hurdles Chinese nationals may face and simplify the process for them. This could include preparing a helpful step-by-step guide, highlighting the necessary dates to allow adequate time, since the application process can be lengthy. Work closely with the required embassies to ensure this aspect runs smoothly.
In addition to visa requirements and travel options, a conference guide may include detailed instructions on how to get to the event, complete with maps and visual aids. Use a professional Chinese translation service to ensure the guide is accurate and well-written.
It’s also important to establish links with local hotels and negotiate fixed-priced deals for participants. If the conference is set to take place in a hotel, this simplifies the accommodation aspect but if not, ensure you offer your invitees plenty of nearby options and be prepared to make the reservations yourself, to eliminate language barriers.
Organizing a Chinese conference in the US represents a whole host of opportunities. Although the task may seem initially daunting, by focusing on the foundations of human communication, understanding and culture, you’ll find yourself well-equipped to manage any challenges that arise! Enjoy!
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