Exporting Your Goods

Receiving Foreign Business Visitors

An inexpensive way to build relationships in your export market is to participate in incoming trade missions of buyers from that market or receive individual foreign business visitors. The following 11 questions and answers can help you plan:

How can we learn about incoming trade missions?
How else can we meet foreign business visitors from our export market?
What preparations should we make for a foreign visitor?
What should we include when preparing the proposed schedule?
What types of general information could we provide the foreign visitor?
What if the foreign visitor is on a “scouting” visit or here primarily for other purposes?
What if the foreign visitor is here expecting to conclude business deals?
How can we best demonstrate the benefits of doing business with our company?
Who pays for various activities?
What about gifts?

How can we learn about incoming trade missions?

For information about incoming trade missions, sign up for the newsletter of TradeStart and check the events calendar of the Canada Export Centre.

How else can we meet foreign business visitors from our export market?

BC has a number of organizations that host foreign business visitors. One type of organization is the English as a Second Language schools that corporate executives attend. Another option is to monitor the events at the Vancouver Convention & Exhibition Centre that might attract foreign business attendees.

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What preparations should we make for a foreign visitor?
  • Acquire background information from the mission organizer or directly from the company, including the purpose of the trip.
  • Determine the names and titles of the visitors and make sure that they meet with staff in your company of equal standing.
  • Learn the visitor’s agenda for the rest of their trip.
  • Check the visitor’s main product lines and customers in their own country.
  • Brief yourself on the business and cultural etiquette of the country.
  • Assist the visitor ahead of time in finalizing visit arrangements and knowledge of BC as appropriate.
  • Prepare a promotional packet with appropriate materials translated into the visitor’s national language and price lists customized to include delivery to the foreign marketplace.
  • Provide a proposed schedule or outline for the visit ahead of time.

What should we include when preparing the proposed schedule?
  • Start and finish times of all activities, including meals and social events.
  • The names and titles of all staff participating.
  • Space for personal time, including whether or not you can provide a quiet space and phone line.
  • Information about where meals will take place, and their style and format (e.g., buffet, dinner, working lunch).

What types of general information could we provide the foreign visitor?
  • Maps of the area as well as a map of the location of the visitor’s hotel, your place of business, and other key locations.
  • Where to find information about visas, health certificates, etc. on the Citizenship and Immigration Canada website.
  • Contact information of Consulate General in Vancouver as well as the office hours
  • Business etiquette tips, including tipping, greetings, etc.

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What if the foreign visitor is on a “scouting” visit or here primarily for other purposes?
  • Determine what is of primary interest to your visitor and accommodate that interest if possible.
  • If the visitor is here on a working vacation with spouse, you may wish to offer some social entertainment.

What if the foreign visitor is here expecting to conclude business deals?
  • Focus your presentations and promotional materials on the visitor’s expressed needs.
  • Have key promotional pieces translated into the visitor’s language even if the visitor is fluent in English or French.
  • Include information in your promotional kit about your standing in the Canadian industry.
  • Have your key decision-maker present at all meetings, presentations, tours, etc.
  • Have specifications and technical material available in translation.
  • Prepare some sample contracts, or templates, that can be used to illustrate detailed requirements, or adapted on the spot as a “first draft.”
  • Identify potential logistical (such as packaging) and regulatory issues in both Canada and the foreign market, and plan your options for resolution of these issues.
  • Provide prompt follow-up after the visit.

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How can we best demonstrate the benefits of doing business with our company?
  • Plant tour, including specialized facilities
  • Visit to one of your customers
  • Help your visitor learn about the industry in Canada

Who pays for various activities?

You will want to clarify ahead of time which of the following expenses your company will cover and which the visitor will be expected to cover:

  • Local transportation costs (drivers, taxis, car rental)
  • Cost of an interpreter
  • Meals, especially if not on your premises
  • Accommodation, particularly if the visitor is extending a trade show trip in order to visit your facilities
  • Tickets for cultural or sporting events, or tourist attractions

What about gifts?

Check with the mission organizer or a cultural coach about what is appropriate in terms of gift-giving.