How To Receive Foreign Guests

About the way of invitation.

It is usually a courtesy and a necessary procedure to invite foreign guests first.

Invitations should normally be carried out in a timely manner, and the inviting party should respond promptly after receiving the invitation and handle the relevant procedures accordingly.

In addition to welcoming the invitation, the invitation also indicates the identity of the invited person, the nature of the visit, and the date and time of the visit.

Sometimes, in order to show politeness, the invitor is invited to visit when he thinks "convenient" or to leave the time to be "agreed separately".

Some countries have made certain provisions for inviting foreign leaders to visit.

For example, China stipulates that the number of heads of state or government visit to China invited to visit is usually limited to 5 days and the longest is not more than 7 days.

Its arrival date should avoid Chinese holidays and Sunday.

If it is difficult to avoid flights due to flights and other reasons, China will not arrange official activities on the day of arrival.

As for the cost of receiving foreign guests, the international common practice is that visitors' international travel expenses are borne by the visitors themselves, and the host's guests are accommodations after arriving at the host country's accommodation.

The cost of a farewell banquet or a thank you party is visited by the visitors.

However, the cost issue can also be decided by the two sides through consultation.

For example, for some foreign guests to arrange a visit at their own expense, the host will pay for all the accommodation expenses except for the cost of banquet.

Some countries are limited by their financial resources. They have restrictions on the number of visiting delegations, or when invited, they say the number of invitations exceeds those of some of them.

According to Russia's "news" 1995, January 3rd, reported that foreign Presidents visit Russia, Russia only to bear the cost of 12~15 people, the Russian President's visit, the other side is doing the same.

The expenses of entrepreneurs and journalists who visit with leaders are usually taken care of by themselves. The expenses of special plane crew members should be taken care of in addition to the reciprocal agreement between the two sides.

In order to get a good reception, we should make adequate preparations before the arrival of foreign guests.

First of all, we should make clear the basic situation of visiting foreign guests or delegations.

For example, whether the total number of visiting foreign guests includes the spouse of the guest of honour and other personnel, the duties, sex and order of visitors, etc., can be requested by the other party in advance.

During the visit of important state guests, there were official attendations (or delegations) and staff members in their follow-up staff, while some of the official entourage were senior government officials.

In addition, some leaders of the state came to visit them accompanied by entrepreneurs, journalists and crew members of special planes.

All these should be clearly understood in advance so that the relevant units can prepare for the corresponding reception.

For foreign guests, such as eating habits, religious taboos and other special habits can also be inquired in advance. When necessary, they can also ask the other party for blood type data of visitors.

Before drawing up the visitors' schedule, they should also know clearly the date and time of departure, the means of pportation and the route of implementation, and the specific wishes of visiting visitors.

The specific time for aircraft take-off and landing can be closely controlled by the civil aviation department.

Generally speaking, the visiting schedule should first be put forward by the host country.

After the drafting of the draft agenda, the main content can be informed to each other in order to listen to the other side's opinions and prepare the other party.

The quality of the schedule is of great significance to the success and smooth progress of the visit.

In particular, the visits of state leaders need to make the schedules conform to the general requirements of etiquette specifications, and to avoid making people feel that all such visits are the same.

In drawing up the draft agenda, in addition to following the usual etiquette procedures, we should also consider the following factors: 1. the purpose and nature of the visit; 2. the wishes of the visitors; 3. the visitors have a special relationship with the host countries; 4. visitors have visited in the past, which items have been seen in the past, how to make the visit more distinctive; 5. the visitors' age and physical condition can be adapted to the limits of activity; 6. the other members of the delegation have special needs and arrangements, especially the wife of the guest of honour, sometimes some meaningful activities can be arranged separately.

In addition to the above factors, the time arrangement of the leaders is a very important factor and should be contacted with the relevant offices in advance.

The schedule should be tight.

There are too few activities, so guests sometimes feel bored when they do nothing in the hotel. Too many activities are exhausting.

It is not easy to keep a balanced schedule.

In order to allow guests to see more things and contact more people in a limited time, it is easy to schedule too much time and have no easy time to relax.

Speaking of the British Queen's tense visit to the United States, former US President Eisenhower said: "they must have time to rest and be quiet.

If any assistant dares to arrange my schedule as tight as they do, I will dismiss him. "

In order to achieve better results, some large delegations can arrange their group activities.

Some minor activities can be arranged by other members of the delegation to alleviate the fatigue of the guest.

The height of the reception specifications reflects the importance attached to visitors and the intensity of welcome.

Receptionist specifications are often more sensitive.

Therefore, the specifications of visitors should be properly handled.

The specifications of reception are often shown in all aspects.

For example, the size of the banquet, the status of the hosts at the banquet, the solemn degree of certain ceremonial activities, and sometimes the arrangement of housing and pport facilities will also be regarded as a reflection of the specifications of the reception.

Therefore, for the same level of state guest, we should keep roughly the same reception specifications, so as not to give people the impression that they are so different.

For some of the special needs of the political or bilateral relations, the "exceptional" reception of the state guests may receive obvious results.

Although the specifications of reception can be reflected from many aspects, the interview of leaders is particularly important.

It is a hot topic that people have been paying attention to.

Sometimes the main leaders of the host countries are not in the capital, and guests are also willing to meet outside.

Therefore, when drawing up the reception plan and arranging the activity schedule, the leaders' attention should be given special attention.

All countries attach particular importance to the safety of visiting foreign guests, especially the state guests.

In some countries, special security precautions are taken when important guests visit.

This is because the host government has the responsibility to ensure the personal safety of the guests during their stay in their territory.

According to the international practice, the duty of security to visit the guests is on the shoulders of the host country.

The host government should cooperate with the visiting government to elaborate plans for their protection, including police escort, on-site control, close guard, food tasting, traffic safety and all other necessary technical and preventive measures.

Concierge departments should also take safety factors into account when considering schedules and activities.

The reception of foreign guests during the visit is very important.

Housing, car and daily life should be as comfortable, convenient and safe as possible, and the diet should be delicious.

The place of residence should be selected in a beautiful and quiet area, so that guests can have proper rest after busy and intense activities.

Generally speaking, state visits are mainly located at the guesthouse and high grade hotels, which are well equipped and well experienced.

Some countries arrange guests to live in palace, villas and other places in order to pay attention to etiquette specifications.

The flag of residence or flag of the head of state should be added to the residence of the head of state.

The distribution of housing should be close to staff members, such as secretaries, interpreters, close guards and service personnel.

Senior officials in the delegation should also be properly arranged.

A bachelor's room should be arranged unless he has to. He must not arrange for two singles to live together.

The house can be arranged by the host, and then the guests will be invited. The room location map can also be sent to the other party ahead of time.

All year round hotels and restaurants with foreign guests should strive to improve their life and improve their service quality. They should not only be equipped with advanced living facilities, but also have high quality services.

We should be considerate, considerate, warm and considerate.

There was a New York businessman who was a frequent visitor to the Oriental Hotel in Bangkok, Thailand. Once he entered the hotel on Friday and found that the hotel arranged his room near the stairs on the two floor. He was deeply moved that he could not take the elevator on Friday because of religious reasons.

Things are small, but their feelings are great.

As for diet, we should try our best to do well according to the habits and interests of foreign guests.

Foreign guests should also be used to prepare some drinks, fruits and so on, so that they can be used at any time.

For the flag and the production instructions of the national flag of the guest country, the score of the National Anthem can be sought from the other side through diplomatic channels.

In addition, some music from visiting countries should be collected for entertainment and evening performances.

Visitors to the state usually give gifts to the leaders and staff of the host country. The host country also gives gifts in return.

Leaders give gifts to each other. They can be delivered in person at the time of the interview, or can be passed by concierge staff. Gifts for general accompanying personnel and staff can be received by concierge personnel.

Gift giving must avoid duplication and repetition. Therefore, gifts for each visiting guest should be recorded for future reference.

Gifts for visiting guests should be taken away with the special plane.

If there is no special plane, it is generally not appropriate to give gifts that are large, fragile and difficult to pport, so that guests can be pported as carry on luggage.

Our practice is that when the foreign heads of state visit, my ambassador to the country can advance or escort the guests back to the reception.

Sometimes, foreign governments can make this arrangement when they first visit.

This is not only conducive to the communication and reception work, but also helps my ambassador to work in the local area after the end of the visit.

This is also in line with general international etiquette. Other countries have similar practices.

The visiting guests should visit the other cities outside the capital, and the pport should be arranged by the host country.

Foreign heads of state or government usually arrange special trains or special carriages on charter flights or trains.

Other general delegations take the flight.

Countries with high road traffic can also take the bus according to the situation.

The heads of state and government were sent to other fields by the government, accompanied by other senior officials.

Local mayors and governors held welcome banquets to welcome the visiting guests and other officials.

Provinces and mayors should generally accompany tours.

Political talks are usually held in the capital and in some cases in the field.

The famous Shanghai communiqu of China and the United States was finally discussed and announced in Shanghai.

The reception of foreign guests, especially the reception of important state guests, is a heavy task and a tight schedule. It is a comprehensive project involving many foreign affairs, public security, pportation, civil aviation, capital and other provinces and cities.

The main leaders of the state often attend the meeting in person, conduct the event in person, and have extensive participation of the masses.

Therefore, all countries have a smart, capable and trained staff who can cooperate with each other.

This is also a basic guarantee for doing a good job in reception.