A clear brief gets you a useful proposal faster. You do not need every answer before you contact us, but the points below shape the city, venue, hotels and programme we suggest for a meeting, team retreat or incentive trip in China.
The purpose
What should the group take away? A strategy meeting, a reward for top performers and a team-building retreat need very different programmes. Tell us which matters most: working sessions, shared experiences or free time.
Dates and headcount
- Preferred dates and how flexible they are
- An estimated headcount and the date you expect a final number
- Where guests fly from, and whether anyone arrives early or stays on
Guests’ nationalities matter. Many passports can currently enter China without a visa for short stays; check our guide to visa-free entry.
Meeting requirements
- The hours of each session and the number of breakout rooms
- Room layout: theatre, classroom, banquet or boardroom
- Audiovisual equipment, interpretation and working languages
- Whether meeting rooms and bedrooms should be in the same hotel
Accommodation
The hotel standard, the number of single and twin rooms, and anyone who needs an accessible room.
Food and activities
Dietary requirements such as vegetarian, halal or allergies, any spice preferences, and how much structured activity the group wants. Mention guests with limited mobility.
Budget
A budget range per person or for the whole programme, the currency, and what it should cover: flights, hotels, meeting space, meals, activities and transport.
Decisions and deadlines
Who approves the proposal, when you need it and when contracts must be signed. In popular cities and seasons, venues and hotel room blocks should be secured early.
A short example
“Annual leadership meeting for 40 people flying from Europe and Singapore, 14 to 17 April. One full meeting day with a theatre setup and three breakout rooms, then a team activity and a closing dinner. Four- or five-star hotel, single rooms, two vegetarian guests. Budget per person in euros, excluding flights. Proposal needed by 15 January.”
Send your brief or read more about meetings and incentives in China. Organising a trip for clients? See how we work with agencies.