Business trips are not as common in the beer industry as other industries, so as the annual Craft Brewers Conference and BrewExpo America approaches next month breweries that are sending employees to Minneapolis should take the time to implement company policies and expectations to make sure the conference is a professional success as well as a bit of fun.
Budget in advance
Covering hotel and travel costs is a normal practice. Finding lodging in advance and facing a company policy on single or shared rooms, be it at a hotel or private residence, like an Airbnb, can help save money in the long-run versus last-minute bookings. Same is true for flights. If employees are driving to a conference and using a personal vehicle, gas can be reimbursed.
Then there is time during the conference itself. From meals at restaurants to bar tabs at local breweries there are a lot of opportunities to spend money. Setting a daily stipend for employees in advance and having them keep receipts is important. Setting up a daily rate and communicating that before the trip will save problems when it comes time to settle up the bills.
Conferences are a professional setting
The conference has a professional code of conduct where it will not “ tolerate harassment of festival participants in any form. All communication should be appropriate and inclusive for all audiences including people of diverse backgrounds, sexual orientations and cultures. Sexual language and imagery is not appropriate. Be kind. Do not insult or defame participants. Harassment in any form, sexist, racist, or exclusionary jokes are not condoned.”
The Brewers Association notes that “participants violating these rules may be asked to leave.”
Expectations inside your own company for employees traveling as ambassadors should also be in place. This includes intoxication and proper behavior outside of the conference walls. Employees represent your company and any poor behavior can have long-lasting negative effects. Set expectations and rules in advance.
Have an after-conference action plan
Before your employees embark on the trip they should know which seminars they are attending, or which vendors they need to speak with. After returning from the conference each employee should be required to write a memo on things learned and suggestions on how it can be implemented into your business.
It is also helpful to include not only official activities, but also conversations of interests, beers tried that inspired, or brewery aesthetics that worked. Any details that can help the overall company grow and become stronger should be included.