I’m back from my 3-country tour that started with being guest of honour at Helsinki’s “Alternative Party” which introduced me to the Demoscene, something I will write about in some future blog posts. While I have much to say about this trip, and many gigs of photos, I thought I would start with some travel notes.
How to be nice to your guest
I don’t write this to fault the crew at Alternative Party. They were fine hosts, and great and friendly people. As a small, non-professional conference, they had to act on a budget, so they could not do everything a rich conference might do. And they did several of the things I list here as good ideas.
- Hire a local travel agent to assist the guest, and to manage payments for travel. You can give the guest the option of using their own favourite agent, but somebody who knows local stuff is always a plus. And you can control spending via your own agent, and don’t have to worry about reimbursement.
- If the guest pays some of their own expenses, reimburse as quickly as you can to make them feel good. While it’s rare, there are enough stories of guests who found out after the fact that something would not be reimbursed (including in fraudulent cases an entire trip) to provide enough jitters. Speaking fee doesn’t need to be paid as quickly because that’s a two-way street.
- Write up a local guide web page for all guests with local info and information on at-event process. Include the mobile phone numbers of local organizers so somebody can always be reached.
- If the guest is coming from another country, particularly another continent, offer them a local cell phone or local (possibly prepaid) SIM card. These are often dirt cheap and you may even have some spare. If the guest is coming with somebody else, offer two or more of such. USA guests may not own a phone that can work overseas, and many European phones won’t work in the USA/Canada. If they do work, calls are usually very expensive, both for you to reach them and them to call you. In many countries, there are providers who offer free or cheap “on-network” calling, so a pair of such cards or phones can be handy as walkie-talkies.
- If the guest likes, circulate word among conference organizers or even known attendees to see if somebody who is a fan of the guest would be willing to be a local guide or driver before/after the event. Having a local pick you up at the airport and answer questions is very friendly compared to sending a limo or taxi. If the guest wishes, also arrange a dinner at a nice restaurant with interesting people from the conference.
- Above and beyond any dinner, ask the guest what kinds of restaurants they like and prepare a list for them of some that are known to be good.
Hotels should do some of this
In St. Petersburg, we stayed at a very nice B&B. But I still had a few suggestions of inexpensive things that could improve life.
- As with the conference, hotels should make local phones and SIMs available to guests with only a modest profit margin. Program the hotel concierge into the SIM’s phonebook, too. My German prepaid SIM could not make calls in Russia (it worked in Finland and Sweden though at roaming prices) and while I could have bought a Russian SIM, shopping for this would have been time-consuming without knowing the language.
- Of course, providing wireless internet should be de rigeur. It has become essential to our travels as we read news, get weather and look up tourist information on the internet regularly. In addition, have some loaner computers available, both for those who don’t bring a laptop, and for couples who bring only one but who can then both do their E-mail at once.
- European hotels almost universally serve a couple by putting two single beds together. They then put two sets of single sheets on the bed, or a single duvet. These can’t be tucked in, and at least for me, it means they always come off. And it’s no good for cuddling as a couple. It would not be that expensive to also keep a modest number of full-bed sheets around for those who prefer that. The single duvets could still sit on top. I realize the European system may make housekeeping easier, but I find it highly annoying and I am sure many others do as well.
- Many hotels offer a laundry service at a very high price. (Often the cost of cleaning socks and underwear will exceed the cost of buying new ones at discount stores like Costco.) But for those that don’t, the hotel should offer the location of a nearby laundry that does “wash and fold” (ordinary laundry charged by the kilogram) and perhaps even have a relationship with them. Once a trip gets over 8 or 9 days, laundry is important but you don’t want to waste time on it.