M & C Magazine - August 2014

PLANNER’S PORTFOLIO CHECKLIST

14 Meetings & Conventions • mcmag.com August 2014

How to Plan a Multicultural Event

By Walter Stugger

encourage the opposite. Some attendees therefore will hold back on interacting out of long-held tradition. Encourage interaction by scheduling ice-breaking activities. Where possible, make face-to-face introductions yourself while respecting others’ traditions.

LOCAL INSPIRATION

❑ Be creative in event theming. Explore various traditions for motivational theme concepts. Most cultures have their own myths and folktales dealing with such classic themes as exploration, courage, creativity, collaboration and innovation. Tap these sources for fresh event ideas and inspiration.

❑Incorporate historic references. At your event destination, identify local sites with historic, architectural and artistic significance, and plan off-site programs there. Hire local guides to maximize cultural interaction.

❑ Tap into local culture. Identify creative leaders from the local arts community and book them as speakers, entertainers, hosts, performers and trainers.

FOOD AND DRINK

❑ Respect food-and-beverage taboos. Orthodox Jews require kosher food and beverages.

Observant Muslims require halal certification for their food and beverages. Many Hindus and Buddhists follow strict vegan diets, avoiding meat, fish, fowl and animal products. In addition, many people adhere to vegetarian diets for nonreligious reasons.

❑Plan alcohol offerings with sensitivity.

Many cultures expect alcohol to be served at business and social functions; others oppose it. Have nonalcoholic options available at receptions; avoid terms like “cocktail hour.”

❑ Get creative in the kitchen. Contract local chefs to prepare culinary favorites with ethnic specialties and authentic flavors to enhance your off-site programs and social events. ■

CREATING PROGRAMS THAT ENABLE EVERYONE TO ENGAGE

TAKEAWAYS

• Select locations and dates that do not inadvertently exclude potential attendees. Account for very early or late arrivals.

• Be aware of cultural differences with respect to notions of timing and social interaction.

• Look to local customs for themes and important sites to use for event venues.

• Understand dietary restrictions and attitudes regarding alcohol.

Multicultural awareness is essential in planning truly inclusive events that foster collaboration, encour- age communication and enhance deep engagement. The following checklist was created by Walter Stugger, managing/ creative director of Inspiria Global Events ( inspiria-global-events.com), based in Salzburg, Austria, and New York City.

LOGISTICS

❑ Choose locations wisely. Select destinations accessible to international travelers. Look for multiple transportation routes: international flights, railroad connections, reliable roads and (if relevant) good maritime options.

❑ Plan around international arrivals. International flights often arrive outside of business hours. Plan welcome ceremonies accordingly.

❑ Schedule with savvy. Check event days for possible conflict with national, religious or ethnic holidays.

CULTURAL SENSITIVITY

❑ Specify starting times. Concepts of punctuality vary enormously. For programs to start precisely on scheduled time, you must emphasize the start time. For example: “ Programs start at 8 a.m. sharp. Latecomers will be seated at the break.”

❑ Address language barriers. Many attendees struggle privately with unfamiliar tongues and consequently communicate less. Put them at ease by providing written materials in advance of the program, to allow for familiarization ahead of time. Give information using visuals in addition to printed or spoken words, and minimize use of slang, pop-culture references or cultural “in-jokes” that can exclude non-native speakers. Encourage multilingual attendees to volunteer to help.