1. INTERNATIONAL CONTRACTS AND LEGALITIES – PREPARING FOR TRAVEL ABROAD Dr Alan Fyall – Module 6

3. International law and contract provision Host government regulations Negotiations Customs and immigration Shipping equipment and materials Contents

4. International Law and Contract Provision

5. Contractual “Binding”  An offer is made  The offer is accepted  “Consideration” is provided  Document is in writing when required by law  Signatories are legally authorized to do so

6. Contractual Provisions  Names of contracting parties  Dates of the event  Sleeping room requirements (including surcharges/taxes)  Meeting space requirements (including rates, surcharges / taxes)  Function space requirements  Food and beverage  Complimentary accommodation

7. Contractual Provisions  Payment terms  Force majeure  Attrition  Cancellation / termination  Dispute resolution  Need for a detailed audit / paper / email trail of all activity  Need for certified translation

8. International Legal Systems  All legal systems are different (retain counsel competent in both systems)  Always seek professional advice and ensure contract provision enforceable - verify jurisdiction  Civil / common / criminal law  Conditions available for termination of contract + check dispute resolution, arbitration and mediation  Liquidated damages  Payment methods if long-term project  Verify US tax law (Securities and Exchange Commission)  Criminal and civil penalties for non-compliance  Additional reporting and auditing responsibilities

9. Host Government Regulations

10. Host Government Regulation  Imported equipment, materials and supplies vs. passenger baggage, gifts and goods  ATA Carnet – document that guarantees imported materials will be re-exported (duty-free and tax-free exemptions) ….. problems more common when returning!  Immunizations (again, problems tend to be more common when returning)  Law enforcement

11. Negotiations

12.  Varying business philosophies  Nurturing relationships a critical skill  Less flexibility to negotiate in Europe  Clarify standard / baseline costs  Playing by “their” rather than “your” rules

13. Customs and Immigration

15. Getting through Customs  Group luggage  Clear and distinct labeling  Appointment of DMC with airport “clearance”  Choice of airport (big variations even in US i.e. Miami)  Currency, liquor, cigarettes and drugs  Volume, size and scale of hand luggage  Clarify limits for duty-free, items to declare, prohibited items, duty payable etc.  Return journey

16. Travel Security  Leave all non-essential ID at home!  Always keep copies of ID elsewhere  Avoid use of expensive luggage, clothing, jewelry  Avoid “slogan” and “cartoon” clothing  Avoid peak travel times (cost and convenience)  Take minimum carry-on luggage  Avoid excessive alcohol

17. UK Border Agency

18. Terrorist Attack – Glasgow International Airport (2007)

19. Pre-departure Information  Passport and visa requirements  Hotel information, address in local language and general orientation  Cultural information and clothing etiquette  Currency (not just credit cards) and insurance  Ground arrangements, emergency services, security arrangements  Government policies  Cars, car hire and driving  Phrase book or “app”

20. Passports and Visas  Check and double check passport expiry dates!  Passport is not the same as a visa!  Differences between visas – i.e. business, pleasure, education  Verify location and office hours of embassies and consulates as seldom 24/7  Always keep a photocopy of your passport – name, photo and expiry date  Always take 2 forms of ID and always have passport photos spare  Ensure you have “invitation letter” if required  Medical history and medical insurance especially in US

21. Common Immunizations  Diphtheria and tetanus  Hepatitis A  Hepatitis B  Malaria  Measles, mumps and rubella  Typhoid  Yellow fever

22. Malaria Map

23. Typhoid Map

24. Yellow Fever Map

25. Diphtheria Map

26. Shipping Equipment and Materials

27. Shipping Equipment  Need for accurate lists by container (with serial numbers)  Label everything!  Include weight details  Itemized invoices  Separate items staying and returning  Airport / port selection  Use of a Freight Forwarder

28. Top Airports in US for TSA Theft  Miami (29)  JFK (27)  Los Angeles (24)  Hartsfield-Jackson Atlanta (17)  Las Vegas-McCarran (15)  Dallas/Fort-Worth and LaGuardia (14 each)  Newark Liberty, Philadelphia and Seattle (12 each)  Orlando (11)

29. Questions?  Contracts and negotiations tend to be more complicated when arranging events internationally rather than domestically. For an international event destination of your choice, discuss this viewpoint, providing contemporary examples to substantiate your answer.  Identify and discuss those issues that need to be considered prior to travelling abroad with a group of event delegates.

30. Office: 219C Rosen College Tel: (407) 903 8808 Email: alan.fyall@ucf.edualan.fyall@ucf.edu Questions