Welcoming International Delegations

1. Welcoming International Delegations • International Business Development Branch • January 30, 2019 • MINISTRY OF ECONOMIC DEVELOPMENT JOB CREATION & TRADE

2. Purpose • Share information/experience related to hosting visiting international delegations, along with some tips/best practices and suggested resources

3. Agenda • Overview: • International Business Development Branch, Ministry of Economic Development, Job Creation and Trade (MEDJCT) • International Delegations Visiting Ontario • Types of International Delegations • Assessment Factors • Program Development: • Elements • Partners & Stakeholders • Tips & Lessons Learned • Business Culture & Meeting Etiquette • Letters of Welcome • Gifts • Resources • Event Logistics Checklist • Table of Precedence • Flags Positioning at Events and Meetings • Sample Boardroom Set-Up • Federal & Provincial Online Resources • Contact Us

4. Overview • International Business Development Branch, MEDJCT • International Delegations Visiting Ontario • Types of International Delegations • Assessment Factors

5. International Business Development Branch • The International Business Development Branch of the Ministry of Economic Development, Job Creation and Trade supports and coordinates inbound business delegations by collaborating with international stakeholders to attract reverse trade missions, promoting Ontario’s economy as a key destination for investment and trade. • The team showcases Ontario’s key sectors, innovation ecosystem and unique culture, through targeted meetings, custom site tours and relevant informational presentations.

6. International Delegations Visiting Ontario

7. Types of International Delegations International delegations range in type, size and objective and may include: • Official visits of foreign dignitaries - Senior government representatives leading missions with businesses, associations and universities to promote trade between the two regions and to facilitate partnerships. • Buyers/trade missions - Delegations looking to source products from Ontario suppliers, while some may also be sellers. • Investors - Delegations looking to establish a presence in Ontario. • Academic researchers - Universities/Colleges looking to establish Memoranda of Understanding or collaboration with universities and research institutes. • General information gathering/sharing - Delegations looking to learn about best practices and policies within specific sectors. These are good opportunities to share experience, policies and best practices both ways. • Delegations attending international events being hosted in Ontario – Opportunity to connect with delegations to leverage their presence locally.

8. Assessment Factors Factors to consider when assessing inbound international delegations: • Stated business objectives, such as trade or investment in priority sectors. • Have they done their homework? e.g. provided companies profiles, researched Ontario, identified targets, identified areas of interest? • Have you worked with them before? • Were they referred by a trusted partner? • Level of requested/required support, including program development, financial and/or team resources • Level of government representation, if any, with the business delegation, such as a mayor or a councillor • How the delegation fits into your overall international engagement strategy. A scorecard is an assessment tool that: • Ranks the types of delegations coming in based on strategic importance/likelihood of success • Helps manage financial and human resources • Helps prioritize when there is a increased demand

9. Program Development • Content • Partners & Stakeholders

10. Program Development - Content • Information Sessions • Overviews of local market and key sectors including presentations from key industry partners/industry associations local companies, trade consultants, lawyers, accountants, etc. • Business-to-Business & Business-to-Government Meetings • International companies & local companies; • international companies & local economic development organizations; and • local companies & government advisors. • Site Visits • Tours of relevant companies, research and innovation centres and other appropriate organizations. • Networking Events • Mini trade-shows • Welcoming receptions • Other • Marketing and promotion • Coordination of government representation • Considerations: • Leverage local anchor events/opportunities (e.g. trade shows or conferences being held locally) • Leverage/support/develop other municipal initiatives – local and/or in-market

11. Program Development - Partners & Stakeholders • Consult with – and leverage – partners and stakeholders to support program development: • Global Affairs Canada, including embassies & consulates abroad • Ministry of Economic Development, Job Creation and Trade • Industry Associations • Chambers of Commerce / Business Councils • Research and Innovation Centres • Innovation, Science and Economic Development Canada • Academic Institutions • Think beyond the immediate opportunity and explore how it can reinforce the overall international engagement strategy of each partner.

12. Tips and Lessons Learned • Business Culture & Meeting Etiquette • Letters of Welcome • Gifts • Lessons Learned

13. Business Culture & Meeting Etiquette • Meetings in Ontario adhere to a western-style business format. • Consuls General / Ambassadors / High Commissioners posted to Ontario / Canada have excellent familiarity with western-style business and meeting etiquette. Best practices: • The receiving party should be in the meeting room prior to the guests’ arrival. • Guests should be escorted to the meeting by a Senior Official, who then facilitates introductions between primary meeting officials. • Ensure there is a photo opportunity if desired. • Gifts may be exchanged at the end of the meeting. It’s best to confirm this ahead of time, but always have something just in case! • If applicable, business cards are exchanged at the start of the meeting. • The cards should be placed on the table in front of you during the meeting

14. Letters of Welcome Letters of Welcome • Some delegations may require “Letters of Welcome” to travel to Ontario. • These letters may be issued to help secure travel documentation, but the process required can be lengthy and requests should be dealt with on a case by case basis. • Ontario does not typically cover any costs associated for incoming delegations (e.g. travel, accommodation, interpreter etc.) and “Letters of Welcome” or other documentation shared with the delegation should state this clearly. • Use of the phrase “Letter of Invitation” is avoided as it could be misinterpreted to mean that Ontario is covering costs associated with the visit.

15. Gifts • A gift exchange is standard practice that is internationally ‎accepted when Ontario elected officials are travelling abroad or when dignitaries are visiting Canada. • Gifts are an opportunity to reflect local emblems, symbols, and history. • Consider cultural sensitivities when deciding on gifts. • Gift exchanges should be confirmed in advance and the value of gift is dependent on guest, level of visitor, jurisdictional guidelines/restrictions. • For example: Ontario elected officials have limits on ‎the value of gifts they can receive. Gifts valued at over $200 have to be reported to the Office of the Integrity Commissioner. • Gift exchanges are less common with business delegations.

16. Lessons Learned • Communication, communication and more communication • Set clear expectations up-front (e.g. Kick-off Guide) • Follow-up with written notes • Partner relationship management • Consult with internal and external partners • Avoid stakeholder exhaustion • Ensure engagement meets everyone’s needs/win-win • Strategic considerations • Context - where has the delegation been? Where are they going? • Level of interest – gauge commitment on part of visiting delegation • How does the visit fit into your overall international business development strategy? Build next steps into program. • Logistics • Transportation • Interpretation • The unexpected will happen, be prepared and be flexible!

17. Resources • Event Logistics Checklist • Table of Precedence • Flags Positioning at Events and Meetings • Sample Boardroom Set-Up • Federal & Provincial Online Resources

18. Event Logistics Checklist

19. Table of Precedence • Establishes symbolic order of hierarchy for ceremonies/events/meetings. • Guides order of entrance (for ceremonies), introduction, seating, and speeches. • Each province and territory has its own table but defers to the federal table when there is federal participation. • For additional details please visit: https://www.ontario.ca/page/international-relations-and-protocol#section-1. Ontario example: Lieutenant Governor of Ontario The Premier of Ontario The Chief Justice of Ontario Former Lieutenant Governors of Ontario, with relative precedence among them governed by the date of their leaving office Former Premiers of Ontario, with relative precedence among them governed by the dates of their first assumption of office The Speaker of the Legislative Assembly of Ontario Heads of accredited Diplomatic Missions in Ottawa with relative precedence to be determined by the date they present their credentials to the Governor General of Canada Members of the Executive Council of Ontario, in accordance with the precedence document issued by the Cabinet Office The Leader of the Opposition

20. Flag Positioning at Events or Meetings Positioning of Two Flags • If you stand facing the flags, Canada's flag is on the left and the other, whether it is a national or sub-national flag, is on the right, as follows: Canada Other Positioning of Three Flags - with a Foreign Country • If you stand facing the flags, Canada's flag should be in the centre, the flag of the foreign country is to the left, and Ontario's flag is to the right, as follows: Foreign Country Canada Ontario Positioning of Three Flags – with a Municipality • If you stand facing the flags, Canada's flag is in the centre, Ontario's flag is to the left and the municipal flag is to the right as follows: Ontario Canada Municipality For additional flag protocol information please visit the following link: https://www.canada.ca/en/canadian-heritage/services/flag-canada-etiquette/about.html

21. Sample Boardroom Set-Up • The leads sit at the centre of the table, facing each other • Second most important participant seated to the lead’s right (and then alternated left to right) • Interpreters traditionally seated behind the lead • Country/subnational flags are typically placed in the meeting room • Example: • Ontario • Mayor • Deputy Mayor, if applicable • Counsellor • China • Mayor • Councillor • Advisors ON 2 CH3 CH1 ON 1 CH2 ON 3

22. Federal and Provincial Online Resources

23. Contact Us Corie McDougall, Director 416-325-6663 corie.mcdougall@ontario.ca MEDJCT’s International Business Development Branch is here to help!