Crossing Borders: Planners Without Borders
Author: Hunter Holcombe
May 2008
Features
Canada and Mexico add foreign flair to meetings, especially when overseas options are over budget
There are few things more universally exciting in life than emerging from a plane at the airport in a different country than your own, breaking away from the line at immigration—the ink of a new stamp still wet on your passport—and taking that first breath of unfamiliar, foreign air.Every detail around you is different and exciting, and over the next several days you will absorb the culture—the food, the people, the geography, the lifestyle—and every experience, even meetings, will be more memorable and more vibrant because of these departures from the norm.
The U.S. is lucky to be bordered by two large, diverse and beautiful countries that are about as divergent from each other as possible. Mexico is world-renowned for its stunning tropical beach destinations, laid-back culture, excellent cuisine and friendly, upbeat people. It also possesses a visitor-friendly blend of sophisticated hospitality and affordability. Meeting planners who have booked in Mexico over the years have seen first-hand that it is a rapidly changing country, yet one that retains its omnipresent allure, whether at a major resort area like Los Cabos or at a formerly sleepy fishing village that just added its first hotel last year. No matter where your meeting is held in Mexico you can expect to grab everyone’s attention.
Canada, to the north, is a whole other ballgame. Like Mexico, it has experienced significant growth over the last decade or so, fueled by a strong and resilient economy—boosted by Alberta’s oil reserves and strong international appeal. Instead of warm summer nights and sandy beaches, Canada is a wonderland of pristine forests, snow-peaked mountain ranges and sparkling blue lakes. Scattered throughout this organic playground are world-class, modern cities in the West like Vancouver, Edmonton and Calgary, all of which have matured at an unprecedented rate and today are major players in the meetings industry.
Compared to the rest of the world, Canada and Mexico are the U.S.'s only easily accessible major international destinations, with flight times less than half the 10- to 15-hour marathons required to access Asia, Europe or even South America. As a result, visitors and meeting planners alike frequently look both north and south for trips that are quicker, less expensive and just as rewarding and exotic.
There’s no denying that things are different in the 21st century—passport restrictions and a weakened dollar are obstacles that must be examined and dealt with—but our two neighbors remain clear winners for planners who need to impress attendees as well as stay
on budget.
A little extra planning could make Mexico or Canada an option for your next meeting. Your attendees will love it and, knowing how much money you saved over a meeting anywhere else abroad, you’ll be smiling as well.
GETTING STARTED
The first minor challenge you may face when planning a meeting over the border is finding help. If you usually book meetings in the U.S., you might discover that you’ve gotten fairly comfy with your regular contacts at the various city CVBs and meetings hotels. Fortunately, because Mexico and Canada depend significantly on U.S. business, they’ve nailed the process down pretty well.
In Canada, the Canadian Tourism Commission is the national resource for all things involving visitors—a good place to start if you’re not certain which city or part of the country is best for your meeting. Just as in the U.S., the provinces, cities and popular regions (such as Alberta, Victoria and Banff) have their own CVBs, and may prove particularly valuable if you are unfamiliar with the area. Major cities like Vancouver and Calgary operate similar to U.S. cities, but the geography and climate of Western Canada can vary drastically, so be sure the CVB is explicit about what to expect for your destination and time of year.
You can anticipate similar assistance from tourism and convention bureaus in Mexico. However, consider that the country has seen significant change over the decades, with new and trendy beach destinations sprouting up all the time. In meetings staples like Los Cabos and Mexico City, for example, you can expect a well-established system for assisting U.S. planners and a solid stable of accommodations and meeting space. If your event does not require a lot of space, however, or leans more to the incentive side, you might opt for one of the smaller, less-developed jewels that often pop up in an issue of Travel + Leisure. The smaller towns are part of what gives Mexico its special flavor—just be prepared if arranging everything requires a little more legwork and phone tag on your part. As always, it’s a good idea to do a site inspection if you’re booking in Mexico; the town or area can change quickly, and there’s nothing like getting the feel for a place to make sure it’s right for your group.
CUTTING THE RED TAPE
While somewhat surprising, it is nonetheless true that not much more than a quarter of Americans carry a passport. Only recently has this statistic made its way to the headlines, however, propelled by the increase in passport applications processed in the last few years—a direct result of new federal rules that primarily affect travel to Canada and Mexico. Since January 23 this year, U.S. citizens must present a valid passport when traveling by air from either country (the rules are different for entering Canada or Mexico, but let’s assume no one wants to stay behind).
With such a small percentage of Americans carrying passports, it’s important that planners make sure everyone is well prepared—recent surveys have found that standard passport applications can take more than several months; even expedited service has proved to take well over a month. But the hurdle may only prove problematic for certain groups.
“In general, we tend to get the higher end of group travel,” explains Janice Cann, vice president of sales for Cantrav, a Vancouver, B.C-based destination and meeting management service. “They are better traveled and have passports. It’s more of a challenge for associations.” Indeed, while you may not lose any sleep over the group of 12 CEOs you will be sending up to British Columbia next week, the 80 or so members of a cattle feed association headed to Calgary might be more worrisome.
Cann, an experienced planner who has worked for Cantrav since 1983, recently brought employees of a financial services company to the idyllic mountain resort town of Banff in Southwestern Alberta. With 1,200 attendees from all over the U.S., they were divided into four equal groups, each arriving to stay for four nights as the previous group departed. Cann says there were no problems with customs or passport issues. “We expected [the change in passport law] to be more of a barrier, but it has not been so.”
Cann did experience one problem with a U.S. visitor, however, that illustrates a potentially embarrassing situation that planners should be aware of. In Canada, driving under the influence is considered a criminal offense. In the U.S., while a state DUI violation might disappear from your records after about seven years, the charge can remain on a U.S. passport for up to two decades. So, while your president or CFO might have forgotten all about that one extra glass of wine they shouldn’t have had back when they were 27, it could be a rude reminder when a Canadian border official refuses them entry into the country. Fortunately, if you have anyone with a DUI on their record, it is as easy as going to a Canadian consulate in the U.S. and obtaining a signed letter for the border agents. Just make sure your attendees aren’t left in the dark.
When it comes to arriving in Mexico, immigration is usually a breeze. It’s even a little fun to go through Mexican customs, where, like a game show, you press a big button to see if you get green (for go) or red (sorry, gotta check your bag). Be aware that not all things you buy in Mexico are legal in the U.S. (Cuban cigars, for example), and don’t take it personally if a police dog sniffs your bag a little too long. But, generally, the transfer between Mexico and the U.S. is a simple one, provided you are a law-abiding, passport-carrying citizen.
You’ll need to do more than just get bodies across the border, however, if you plan on shipping anything—there’s nothing worse than showing up at an event on time with your sales kits stuck at the airport in customs.
For Mexico, the general rule of thumb is to ease your stress level a few notches by hiring a good customs broker to handle your shipping; couriers like FedEx and DHL can’t deliver right to a tradeshow. For shipping to Canada, one of your best bets is to enlist the help of the Canadian Border Service Agency, which operates a planner-friendly Convention Services Program. “We have a really good customs department,” Cann says. “It’s a good idea to work with them so that things are not held up [at the border].”
DEALING WITH THE DOLLAR
While it might be easier to avoid thinking about it, it’s abundantly clear that the U.S. dollar has seen better days. Slumping economies are never good for anyone (except hedge fund investors), but a less-potent dollar by itself doesn’t theoretically have any effect on your buying power within the U.S. Where it does have a huge consequence, however, is with meetings in countries whose currencies have been doing particularly well against the falling U.S. dollar.
The British and European Union currencies have risen considerably over the dollar in recent years, prompting some U.S. companies to place significant restrictions or even freeze overseas meetings in Europe until financial conditions improve. For Canada and Mexico, the scenario is much rosier. In Canada, for example, the U.S. dollar dropped below the Canadian dollar for the first time in history just months ago; today it hovers only pennies above. Mexico, on the other hand, has always been a significant bargain for the U.S. dollar, but today savings are not nearly as great (primarily due do a steadily strengthening Mexican economy over the last few decades, not a worsening exchange rate).
In general, meetings in neither country are going to be more expensive than in the U.S., and may prove to be more of a bargain compared to other overseas destinations than ever before. “The falling dollar did draw some concern for us,” says Janice Greenwood-Fraser, manager, travel media relations for Tourism British Columbia. “But Canada is now much more attractive compared to, say, Europe, where the Euro is so strong.”
A CHANGE OF PACE
Despite the challenges of a weak dollar and new passport rules, it’s hard to find two countries more friendly and hospitable than Mexico and Canada. They also complement each other well, together providing an ideal climate for every month of the year.
If your meeting is in the middle of summer, for example, Western Canada can offer blue skies, perfect 75-degree weather, fresh mountain air and endless outdoor recreation. If it’s the middle of January, however, and your colleagues are starting to feel the gloom of two weeks of rain, a well-timed escape to Cancun will give them just the kind of rejuvenation they need. Conversely, if snow is on the wish list, then January may best be spent up in Whistler, B.C., one of the top ski resorts in
the world.
It’s important to remember that both countries are large and diverse. Mexico has many beach destinations; however, the feel of each town and city can be vastly different, and it’s important to know the expectations of your group. Los Cabos, Mazatlan, Cancun, Puerto Vallarta and Ixtapa, for example, are the staple resort cities that Americans know best and generally draw the most leisure visitors.
On the other hand, resort towns also typically offer beautiful and historic “old towns,” with traditional central courtyards, ornate churches and open markets, presenting a more authentic flavor. Smaller groups might appreciate the opportunity to explore the culture a little more, while others will want to stay in the all-inclusive resort. Know your group, and work with the local CVBs to know all of your options.
Canada is even more difficult to define. As the northern two-thirds of the country is largely uninhabited frozen tundra, the cities are fairly close to the U.S. border—a boon for visitors, as flight times are relatively short. But there is no such thing as a “Canadian city.” Just as New York, L.A. and Houston have distinct personalities, so too do the major meetings cities in Canada.
Vancouver, just north of Seattle, has evolved of late to become a major cosmopolitan city, particularly as it gears up for the 2010 Winter Olympics. Victoria, on Vancouver Island, is a popular destination for visitors, especially those arriving via ferry from Seattle. Farther east, in the province of Alberta, the thriving city of Calgary more closely resembles a city in Texas, with friendly, outgoing locals, a strong cowboy heritage and a robust business climate. Directly north, Edmonton has a thriving arts scene and world-class festivals year-round.
No matter where you choose, the beauty of holding a meeting in Canada or Mexico is that they are inherently different from the U.S., and that distinction alone gives them tremendous appeal. “It offers a taste of something more exotic without an overseas flight,” says Tourism British Columbia’s Greenwood-Fraser. “It gives them a fresh perspective.”
Resources
Canada
Canadian Tourism Commission
canadameetings.com
MPI British Columbia
mpibcchapter.com
MPI Greater Calgary
mpi-gcc.com
MPI Edmonton
mpigec.ca
Mexico
Mexico Convention Bureau
visitmexico.com
MPI Mexico
mpimexico.org.mx
Border Crossing
Canada and Mexico each have major international airports, as well as regional airports for smaller cities and popular visitor destinations. Mexico offers several international airports and an abundance of local airports. In fact, the country has the third-largest number of airports in the world. Canada offers international airports in its major cities; some out-of-the-way destinations may require ground transportation. Calgary is the primary access airport for Banff/Lake Louise.
MAJOR WESTERN
Canadian Airports
Vancouver International Airport
yvr.ca
Edmonton International Airport
edmontonairports.com
Calgary International Airport
calgaryairport.com
MAJOR MEXICAN AIRPORTS
Cancun International Airport
cancun-airport.com
Ixtapa-Zihuatanejo International Airport
zihua-ixtapa.com/flights
Mexico City International Airport (Benito Juarez)
aicm.com.mx
SJD Los Cabos International Airport
sjdloscabosairport.com
