🌍 Hosting Global Visitors

Step-by-step checklist for hosting international colleagues in Shanghai.

Before the Trip

✦Assign owners: Team discussion to assign an owner for each checklist action.

✦Confirm travel: Purpose, dates, number of travelers, and all required details.

✦Complete visit info: Fill out the visit tracking sheet with all visit information.

✦Plan visitor seating: Reserve seats in advance. Seat Map 2025 →

✦Plan meetings: Book rooms and send invites using the Meeting Schedule Template. Meeting Schedule Template →

✦Prepare visitor access: Arrange badge or QR code. Raise a workspace ticket or contact reception (Helen Gu). Raise Workspace Ticket →

✦Share SHA5 travel tips with visitors if applicable. SHA5 Travel Guide →

During the Trip

✦Visitor arrival: Pick up visitors and give VIP badges on day one.

✦Office tour: Show visitors the working environment.

✦Meetings prep: Ready the meeting room and IT equipment. Raise an ITS ticket for AV support. Raise ITS Ticket →

✦Hosting expenses: Must be for business purposes and require manager alignment in advance. Expense Guidelines →

After the Trip

✦Return VIP badges to reception.

✦Update documentation: Add relevant decks and materials to the visit record.

✦Document visit: Archive materials, photos, slides, and recordings in Google Drive.

✦Submit expense claims accordingly. Concur →

Travel Safety

✦Advise visitors to use the International SOS app (free for all employees). Membership number: 30BYCA081534. Download ISOS App →

✦Travel Assistance (non-urgent) — Global Line (London): +44 (0) 208 762 8359

✦Crisis (urgent) — Global Line (London): +44 (0) 208 762 8572

✦Share pre-read safety materials with visitors if applicable. Pre-read Reference →