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РусскийMeeting a business guest: what to agree before arrival
Before the guest arrives, agree on a short plan with them, the host, and the organiser. Copy the template below into your work chat and fill it in for the visit.
1. Arrival: who provides the details
The host collects the date, flight or train number, guest count, luggage details, and meeting point. Assign someone to report delays. The guest needs one clear arrival contact rather than several chats with different versions of the plan.
2. Fixed appointments: what cannot move
Record the time and address of each business meeting, the receiving contact, and its duration. Add journeys and breaks afterwards. If the day is too full, remove optional stops rather than cutting travel time.
3. Dinner: what to ask the guest
Is dinner for business conversation or a free evening? Are there cuisine preferences or dietary requirements? Who confirms the restaurant and reports delays? For a cultural outing, check tickets, entry time, and the journey afterwards separately.
4. Changes: who makes the decision
Decide whom the manager contacts about a delay and who can approve an alternative. Distinguish expenses agreed in advance from decisions needing separate approval. This avoids leaving a guest waiting while everyone searches for the responsible person.
5. The day before: send one final plan
One message should contain the meeting time, pickup point, sequence of addresses, confirmations, and responsible contact. Mark unconfirmed parts separately. Check for changes in the morning and share the current version with those who need it.
Before you start
- Date and city: …
- Arrival, flight/train number, guest count, luggage: …
- Meeting point and arrival contact: …
- Fixed appointments: time, address, host: …
- Dinner or free programme, guest preferences: …
- Transport, breaks, and return address: …
- Who approves changes and additional expenses: …
- What is confirmed and what is still being discussed: …
Need help with the arrangements? Tell your manager the city, date, occasion, and how you would like to spend your time.