Are you planning on doing business with a foreign entity in their country? Maybe you’re hiring a vendor at an international destination or perhaps you’re outsourcing some planning work to someone in the country where your next event will be held? If so, there are a few things you should know and tips that can make working with international clients more enjoyable and lucrative for everyone.
Working with international clients requires a bit of research on your part before agreeing to the terms of any contract that either of you is drafting. In this article, I touch upon things you should consider and ways to make the working relationship and payment schedule as smooth as possible. Still, laws for individual countries vary. It’s important you research the specifics before signing (or drafting) anything.
Tips on Working with an International Client
There are many differences in culture and expectations when working with international clients. While the following advice will provide information about things you should consider, these are simply suggestions for all countries. Never assume because you’re working with someone who shares a good command of your language that all people conduct business in the same way.
- Avoid using slang or colloquialisms in client email.
Some of our phrases can be very disturbing when literally translated. Before sending each email, reread them and remove any slang, humor, or sarcasm. These things often get lost in translation.
- Be aware of time zones
. An international client could be half a day off of your schedule. Sending an email during your business day could be the middle of their night. Before doing this, understand their work hours. Some international clients work on a Canadian schedule because it’s more convenient for them if they work with many Canadian companies. But never assume this. It’s important to understand whether they mind receiving emails in the middle of the night. Some people turn their phones off. While others could be notified of your email at 3 a.m. their time. It’s also best for this reason to pre-arrange any calls needed to find a time that suits both schedules.
- Seek clarification if you don’t understand what’s being asked or stipulated.
Sometimes, as mentioned earlier, things are lost in translation. If something’s unclear don’t assume they mean the most common definition. Some languages and their words do not have direct translations.
- Know the legal components with a contract.
Your standard event client contract may not cover you in the country you are doing business. It’s important you work with an attorney that can help you understand the details of the transaction. For instance, the French court system allows a person involved in a civil/business case to withhold documentation that may be damaging to their case. This is not the situation in Canadian courts and you may want to advise your client of these differences. You should also be aware of the power of the courts in the country of the person you’re doing business with. For instance, recent changes to French law allow courts to alter contracts based on financial hardship.
- Know the cultural differences.
It’s important when working with a foreign client that you perform your due diligence to understand what is acceptable and what is not in a business arrangement. For instance, using someone’s first name without being told to may be too forward, while talking about price too early in the process may be considered rude in a country. Making contact on a holy day may be too brazen. Understand these differences at the beginning of the working relationship so you don’t negatively impact your opportunity.
- Watch out for holidays.
Canada has different holidays compared to other countries. Plus, for most of our population working on the weekend is not unheard of. That is not the case with all other countries. Office Holidays can help you better understand when your foreign client is working and when they aren’t. This will assist in schedules and expectations with answers over email communications.
- Turn to those who know.
There are many (online) communities around the globe that can help you understand the differences between your country and the one you’re trying to do business with. They are also able to translate concepts for you in a less formal way. You may be able to ask them questions that you wouldn’t feel comfortable discussing first with the client, particularly if there is a language barrier. Local chambers of commerce may be able to help as well.
- Understand cultural expectations.
In some countries celebrations are often capped by doing shots of an alcoholic beverage. “If you were to not drink it or have any sort of reaction to that initial taste, it would definitely lower your standing within a meeting.”
Things Event Planners Need to Know About Getting Paid by International Clients
- Understand how you will get paid.
Working with an international client is not as easy as asking them to mail a check. If they don’t have a Canadian bank account and you do business in Canada, you will incur large fees from your bank. Paypal is probably one of the easiest and least expensive ways to receive foreign money. However, Paypal will charge you a processing fee much the way a credit card company does.
- Be specific about currency.
Never assume the preferred currency. Make sure you specify how it will be paid and in what form. You might want to be paid (or pay) in your currency but you could also calculate the exchange rate for them and pay it in local currency. Be clear about which you are doing so there are no misunderstandings.
- Agree in writing.
While contracts may vary from country to country, you are still safest to have the terms in writing. Payment amount and terms should be listed. What’s considered an acceptable timetable in Canada for a deliverable or payment is not always the same overseas.
- Use referrals.
You may have very little recourse in another country when it comes to a breach of contract so using a known venue or vendor will give you more peace of mind. Ask other event planners who have worked in the area or turn to the expat community. Working with someone who has worked with someone you know and/or trust will be much less risky than simply searching on Google.
In Conclusion
If you’re looking to do more overseas work it’s important you perform your due diligence. Explore the country and the culture. Learn a little bit about the laws governing business and choose known entities to avoid greater risk.
(Social Coup LLC)