Get help from local, state and national organizations

State departments of commerce, local visitor’s bureaus, even U.S. embassies in foreign countries can be useful resources when it comes to hosting international travelers. At the state level, look for the department that oversees and facilitates international trade development.

I recommend: Find your home state or country among these small business resources. Look for National Council for International Visitors resources in your area. Tap local resources of the International Trade Administration. Learn what official entry documents your visitors will need and be prepared to answer general questions. Look for help from US Embassies based in your guest’s home country.

Tap resources at a local international trade group

Most sizeable population areas have at least one nonprofit organization of business people involved in international trade. Members can be an excellent resource for suggestions, information and referrals. Ask for help, or better yet, join the group.

I recommend: Tap local resources of the International Trade Administration. The Federation of International Trade Associations is a network of companies that do business internationally. The Web site is a good information resource.

Hire experts to handle the details

There are many things to think about when hosting international visitors. You want them to experience the uniqueness of your business and personal environment but it’s also important to recognize cultural and business style differences. This is the time to turn to experts who have been there, done that, and in more ways than one, speak the language.

I recommend: If you require help with language translation during your guests’ visit, contact state and private universities and colleges that have foreign language departments. Many will work with you on a fee basis. You can translate documents at no charge at this Web site, or hire them for more complex language tasks. You can also seek interpreters at your local convention and visitor’s bureau. For help coordinating all aspects of your colleagues’ visit, hire a company that specializes in services to international visitors or an event planner.

Make your guests feel welcome the moment they arrive

Imagine how you would feel, arriving for the first time at a foreign airport with no one to greet you or take you to your hotel. Chances are you’d be uneasy at best, panic-stricken at worst. This will be true for your foreign visitors too, so plan to pull out all the stops to welcome them to your home turf. It could pay big dividends when you’re ready to negotiate and seal that deal.

I recommend: If you or a key player in your company can’t be at the airport personally, arrange for a limousine service to meet your guests at baggage claim with their name on a sign.

Give a gift that’s meaningful and culturally correct

Gift-giving to international visitors is tricky. You want to give them something that reflects your thoughtfulness as a host and reminds them in a positive way of their visit, but beware of potential traps and taboos. And make sure it’s something they can take home without encountering problems at airport security. The lead content in heavy crystal objects, for example, will catch the screener’s eye. And more than three ounces of a liquid (wine or liquors, for example) will not be allowed in carry-on luggage.

I recommend: Review these international gift-giving guidelines before deciding on a gift. And don’t forget to check out the TSA (Transportation Security Administration) Web site for the latest do’s and don’ts of carry-on and checked luggage.

Don’t make it all about business

Plan a good mix of business and leisure activities but don’t rush your visitors into any activity immediately after they arrive. While doing business is the reason they have traveled to see you, building in leisure activities too will make their visit more enjoyable and leave a positive impression of you, your company, your home town and your way of life.

I recommend: Find golf courses in your area, scout out top sporting and musical events at Ticketmaster, or go to the World Events Calendar to find and buy tickets for sporting, musical and other events that might appeal to your clients.