THE INSIDER GUIDE
TO THE PERFECt business dinner
THE INSIDER GUIDE
“People bond over food and drink
because it is a common language
between even the most diverse of
cultures. Sharing a meal with people
who live in another country can be
one of the most effective ways to
learn about their customs. Over
the years, business dinners have
become integral to relationship
building between business partners.
Thousands of deals have been
successfully initiated, sealed, or inked
at our hotels the world over, ever
since the first InterContinental Hotel
opened its doors in 1947.
The reason is simple: we help our
guests create the right conditions for
the perfect business dinner.
For over 65 years, InterContinental
Hotels and Resorts has played host
to many heads of state, prominent
business leaders and VIPs. We
understand the importance of
fostering meaningful relationships
beyond the boardroom that will go a
long way toward building trust.
Whether you are hosting a meal for a
potential client or a long-time partner,
the formula for a perfect business
dinner is a combination of ample
preparation, meticulous planning
and a commitment to delivering a
world-class experience. It is a winning
equation that reflects the excellence
your business stands for.
It is about making an impression, and
paying attention to the little details
that are important to your guests.
The perfect business dinner is about
knowing what matters to your guests,
no matter where they come from.”
Phil Broad
Vice President, Food & Beverage
IHG Asia, Middle East & Africa
INSIDER INGREDIENT #1:
KNOW THE OCCASION
Planning a perfect business dinner begins
with selecting a suitable venue for the
purpose and occasion. Knowing the cultural
habits of guests from different countries can
help you understand what to consider.
In this guide, we tap into industry perspectives
to bring you the five essential ingredients for a
truly successful business dinner. Whether you are
planning, hosting or attending, this Insider Guide
to the Perfect Business Dinner will provide you
with useful local insider knowledge, wherever you
are in the world.
In most parts of Asia, a dinner meeting is an
opportunity to display the host’s generosity,
status and wealth. The Chinese enjoy
hosting their guests with a sumptuous meal
in private dining rooms and generally expect
the same reciprocity when being hosted.
The Indian business community prefers
to conduct meetings in restaurants of
prestigious hotels as a sign of their standing.
In the United Kingdom and Australia,
business dinners can tend to be a relatively
casual affair as the locals prefer an informal
setting for the interaction.
In Southeast Asia, it is recommended that
business dinners are held at locations in the
city centre as landmark buildings are more
recognisable and convenient to get to. For
example, in Singapore, consider planning
your business meal somewhere along
the famed shopping stretch on Orchard
Road, or Club Street for a more upscale
environment. In Thailand, you will find
suitable options in the Sukhumvit or Siam
Square districts. Indonesia’s capital Jakarta
also offers a host of reliable choices in
Kemang, a street south of the city populated
with lanes of restaurants.
A Majlis is a common forum in the
Middle East where decision makers meet
other senior individuals, especially when
hosting or meeting with government
representatives or members of royal
families. Traditionally, a Majlis is attended
by men and held in a room with cushions
or chairs placed around the wall. Some
modern-day Majalis will also see the
presence of female business counterparts.
Guests are typically offered coffee, dates and
other dried fruits. Many hotels have specific
rooms set up for Majalis.
Business dinners in South Africa are
commonly held either at the start or
culmination of business deals and often
regarded as opportunities to develop
relationships outside the boardroom. Such
dinners are preferably held at gourmet
restaurants which offer a private dining
experience. In Johannesburg, the business
hub of South Africa, some venue favourites
include Moyo’s and The Butcher Shop.
Moyo’s is a top selection when hosting
international clients due to its range of
African cuisine and eclectic décor; while The
Butcher Shop, as its name proclaims, is famed
for its meat dishes and convenient location.
“Planning a business dinner requires
certain essentials. Choosing a venue that
serves good food is a basic requirement;
ensuring it has a conducive environment
for conversation and ample parking spaces
are crucial add-ons for the South African
community. Always make sure you know
who your guests are before selecting the
venue in a multicultural society such as
South Africa so as to be sensitive to your
guests’ dietary requirements,” says Mogan
Govender, a prominent South African
engineering consultant who hosts regular
business dinners at InterContinental
Johannesburg Sandton Towers’ Atrium
Restaurant.
There is a plethora of options when deciding
on a location to host the perfect business
dinner in Australia, depending on the type
of setting you’re looking for. In Sydney, for
example, David Patt, InterContinental
Sydney’s Chief Concierge, recommends
“the Rockpool Bar and Grill for a power
dinner thanks to its impressive atmosphere
and wine list offerings. For a more intimate
dining experience, EST, a New York style
dining room is perfect and consistently
ranked as one of Sydney’s best.”
INSIDER TIP:
“Business in Saudi Arabia is a very personal affair and deals will rarely be
closed without at least one face-to-face meeting. Sharing a meal together is
an important way for potential business partners to get to know one another.
Tucked away in a quiet corner of InterContinental Riyadh, our sophisticated
international fine dining restaurant, Mondo, is the ideal place to enjoy a good
meal as the conversation meanders from light conversation to business deals.”
- Mohammed Sadiq, Restaurants Manager, InterContinental Riyadh
TO GIVE OR NOT TO GIVE:
THE ART OF GIVING
In some countries, presenting of gifts is
common and expected. In others, it is
considered impolite. It is necessary to
understand the occasion and setting to
decide if gifts should be prepared, and
which types are befitting of the cultural
backgrounds of your hosts or guests. While
expectations and practices will differ in
each country, it is always appreciated when
you present a gift brought from your own
country. There are certain restrictions you
will need to be mindful of though.
In China, avoid wrapping gifts in white or
black as these colours symbolise death and
tragedy. You should also be aware of gift
taboos such as clocks or timepieces, which
could literally mean time is running out;
and handkerchiefs, which translated into
mandarin resembles a farewell greeting.
Scissors, knives or cutting utensils should also
be avoided as they indicate a want to sever
the relationship. How presents are packaged
is especially important to the Japanese, so
gifts need to be well-wrapped and presented
at the end of the meeting. In Thailand, the
colours green, black and blue should be
avoided as they represent mourning. The
best colours to wrap gifts with are gold and
yellow as they are considered royal colours.
Preparing a gift to the hosts of a dinner
in India, especially when it is held at their
homes, is good practice. Gifts for the
children of the families you visit are usually
also welcomed. It is impolite to reject a gift in
countries such as Indonesia or in the Middle
East, though in Chinese cultures it is polite to
verbally refuse a gift before accepting it.
When presenting gifts to Muslim
counterparts, you should use the right
hand to show respect. Do remember to
avoid giving alcoholic gifts or snacks with
pork derivatives such as gelatine. Also take
note that, unlike Western countries, gifts
received in Asia are not usually opened in
the presence of the giver.
INSIDER INGREDIENT #2:
SENSE OF STYLE
Now that you have set the scene, how do
you dress for success?
When planning a business dinner, always
remember to include the dress code in your
invitation. If you are a guest, align your outfit
with what is stated in the invitation, or call
the restaurant in advance to find out if there
are attire restrictions at the dinner venue.
If you are still unsure, observe a business
formal dress code to be on the safe side.
Attire expectations may also differ in
different countries. In Malaysia, men are
advised to wear pants and white shirts, while
ties are reserved for executives; women
should wear sleeved blouses with business
skirts or pants. Remember that the colour
yellow in an outfit is reserved for royalty.
In Thailand, the mark of your success is
reflected in how you dress – men should
always ensure their shoes are polished and
women should accessorise their outfits with
eye-catching jewellery.
The Japanese always make it a point to dress
well. Even if an invitation indicates ‘casual
attire’, adhering to a business causal or formal
dress code would be appreciated. Men can
attend in dark-coloured suits and ties, and
women in elegant dresses or a suit and heels.
South Africans, on the other hand, tend to
dress down for business dinners and don
smart-casual attire in the spirit of the social
occasion. Collared tops, jeans and simple
dresses are examples of appropriate attire
though certain restaurants might require
their patrons to bring it up a notch.
In Muslim countries like Indonesia and
certain countries within the Middle East,
rules of modesty should be adhered to
as basic respect. For women in particular,
knees and elbows should be covered at all
times. Dresses or blouses should also have a
high collar.
INSIDER TIP:
“When dressing for a business dinner in Australia, men and women usually wear
a conservative dark suit. Classic accessories help make a good first impression.
For men, quality well-shined shoes, a crisp shirt, cuff-links, a classic tie and a
perfectly placed pocket square will help you to stand out. For women, shoes
with heels and a classic blouse with a scarf, broach or necklace will make the right
impression and set the tone for a successful business dinner.” - James Ridenour,
Chief Concierge, InterContinental Melbourne The Rialto
For more tips on how to dress for success on a business trip, read the Insider Guide
to Travelling in Style.
INSIDER INGREDIENT #3:
UNDERSTAND
DIVERSITY
First impressions matter, and that first greeting or handshake may well determine the
success of the dinner.
Showing awareness and respect of cultural differences is important when you meet your
dinner partners at the start of the evening. The level of formality and customary greetings
can differ quite widely in each country, and you may be surprised to know that a simple
handshake may not be the best way to greet your business counterparts. The perfect
business dinner begins with the right greeting.
INSIDER TIP:
In traditional cultures in the Middle East, men and women eat in separate rooms.
Spouses are not usually invited to business dinners in restaurants, although they
may sometimes be invited to one hosted at home. Do not assume your spouse
is included in the invitation unless it is specifically indicated. Also, be mindful that
showing the soles of your feet in the Middle East is considered impolite, so it
is best to avoid sitting with one leg crossed over the other - Fawaz Al Farhan,
Concierge Supervisor, InterContinental Riyadh
Australia:
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HANDSHAKES
Expect a firm handshake
accompanied by a smile; women
sometimes do not exchange
handshakes, and will occasionally kiss
on one cheek. A slight nod and smile
will generally do.
EYE CONTACT
Direct eye contact is important – it
shows sincerity and respect.
India:
=
HANDSHAKES
Place both hands together with
a slight bow and greet by saying
‘namaste’ (nuhm-uh-stey), which
means greetings and to be well.
EYE CONTACT
Make direct eye contact with the
person you’re speaking to.
Indonesia:
A Quick Cultural Guide to
MASTERING THE
FIRST GREETING
FIRST OR LAST NAME BASIS
There is a general preference to
use first names; refrain from talking
too much about yourself or your
company when you first meet.
BUSINESS CARDS
This is not customary – do not be
offended if they don’t hand you one
in return.
FIRST OR LAST NAME BASIS
Always greet with the appropriate
salutation before the first name. For
example, if you’re meeting a business
partner by the name of Rajan Kumar,
you would address him as Mr Rajan.
BUSINESS CARDS
This is expected at the initial meeting
and should be received with respect
and studied carefully.
HANDSHAKES
An exchange of handshakes is
expected on the first meeting; for
subsequent meetings a nod of the head
is sufficient. Greet your Indonesian
counterparts with “Selamat” (slahmaht) which means peace. Avoid
handshakes with the opposite gender –
a simple smile and nod would suffice.
FIRST OR LAST NAME BASIS
Address your counterparts by their
titles or salutations and first names. A
man is addressed either ‘Pak’ (park) for
males in position or ‘Bapak’ (bar-park)
for older men with higher seniority
and ‘Ibu’ (ee-bu) for ladies. For
example, if his name is Alit Suharto,
you should address him as Pak Alit.
EYE CONTACT
Avoid prolonged eye contact as it
could be incorrectly interpreted as a
challenge.
BUSINESS CARDS
Business cards are exchanged at the
start of the meeting; accepting the
card with both hands and having a
prolonged look at it symbolises respect.
Japan:
k
HANDSHAKES
Greet your counterparts with a
gentle handshake with little eye
contact, accompanied by a bow to
show respect. The deeper the bow,
the more respect is shown.
EYE CONTACT
Be mindful that prolonged eye
contact is considered rude.
FIRST OR LAST NAME BASIS
Address both female and male
guests by their family names
followed by the honorific – ‘San’
(sun). A full Japanese name is written
with the family name followed by
first name. For example, a man
named Watanabe Ichiro should be
addressed as Watanabe-san.
Middle
East:
C
HANDSHAKES
Expect long handshakes – do not pull
away until the host withdraws his or
her hand. Men should refrain from
initiating handshakes with women and
vice versa, unless it is offered. Women
should not be offended if men from
the region do not shake their hand.
EYE CONTACT
Men should avoid prolonged eye
contact with women as it is not
culturally appropriate. However,
intense eye contact between men
often signify strong sincerity.
BUSINESS CARDS
Business cards are treated with
utmost respect. Present your
counterpart with a card from a nice
holder. You are represented by the
quality and condition of your business
card and how you conduct yourself.
When receiving the cards, be sure
to hold it by the top two corners
and examine it with respect. Never
place their cards in your business card
holder immediately after you have
been presented with it.
Singapore:
South
Africa:
Y
HANDSHAKES
Always exchange a firm handshake
with a small, polite bow when
you first meet your Singaporean
counterparts.
FIRST OR LAST NAME BASIS
Greet your business counterparts
by their last names and the proper
salutations unless otherwise
introduced.
EYE CONTACT
Sporadic eye contact is appreciated,
while constant eye contact might be
intimidating.
BUSINESS CARDS
Business cards are usually offered and
received with both hands.
HANDSHAKES
Greetings are typically initiated with a
firm handshake, but sometimes you
can expect a pat on the back from
your counterparts as an informal
gesture of goodwill.
FIRST OR LAST NAME BASIS
Address your counterparts by their
first names.
BUSINESS CARDS
It is common practice to exchange
business cards when you first meet.
EYE CONTACT
Direct eye contact should always
be maintained with your partners.
FIRST OR LAST NAME BASIS
Greet senior people first and address
them by their salutations with their
first names. For example if his full
name is Mr Abisha Abboud, you
should address him as Mr Abisha.
BUSINESS CARDS
Business cards are always exchanged at
business meetings, so always go to one
prepared with more than enough.
Thailand:
X
HANDSHAKES
Greet with a “Wai” (why) – an action
shown by putting your palms together
at chest level with a slight bow.
EYE CONTACT
Maintaining eye contact is usually
preferred by Thai business people.
FIRST OR LAST NAME BASIS
The word ‘Khun’ (khoon) is used
as a prefix in replacement of the
usual salutation, and is followed by
the first name of your counterparts.
So to greet a Thai named Prasert
Angsakul, it would simply be Khun
Prasert. Sometimes, they will offer
a shorter version of their names to
foreign guests.
BUSINESS CARDS
These are expected during the initial
meeting, and business cards should
be studied carefully when you receive
them as a sign of respect.
INSIDER INGREDIENT #4:
INSIDER TIP:
“To ensure maximum congeniality at a business dinner, seat
your guests appropriately by ensuring they are in proximity
to people they will find interesting.” - Franklin Sonn, Former
Ambassador of South Africa to the United States
THE ART OF DINNER
CONVERSATIONS
Conducting appropriate and engaging conversations over the dinner table, while maintaining
decorum, is vital to making any business dinner a rewarding affair. Some cultures value
pleasantries more than others; some prefer to dive straight into business speak; and for others
it is considered taboo to talk about work during dinner as the time is meant for relationship
building. Knowing the art of dinner conversations can make or break a business relationship.
In Australia, a business dinner is the ideal forum to engage clients. “Sotheby’s Australia uses
this platform to connect partners with inspirational works of art, jewels and items of rare and
historic significance. Utmost consideration is given to the selection of guests as each person is
integral to the success of the evening. We curate tables that are stimulating and interesting for
our attendees. During the course of the evening, our world renowned specialists introduce
exciting works of art that have emerged for sale. The evening is complimented by fine food and
wines which are placed within the context of their respective milieus. Above all, our intention
is to create a unique and memorable occasion,” says Geoffrey Smith, Chairman of Sotheby’s
Australia, a partner of InterContinental Sydney and frequent host of business dinners.
General Rules of Engagement for Dinner Table Conversations:
AUSTRALIA
Culturally, Australians converse in a direct, informal way. This is a sign they are
comfortable, personable and treat everyone as equals.
s
It is best to avoid playing up personal, academic or professional achievements
as that might be considered brash and standoffish. Casual pleasantries and
questions about each other’s family or background are customary at the start of
a business dinner.
INDIA
It is advisable to ask about your Indian counterpart’s family, interests and hobbies prior
to starting business discussions.
=
INDONESIA
Business discussions at dinner meetings will be initiated by Indonesians so waiting for
them to do so is considered good manners. Socialising and engaging in small talk is
preferred in order to build relationships so always do that before getting right into
business conversations.
JAPAN k
It is appreciated when people are aware of and observe the Japanese culture.
Nodding during conversations shows that you are engaged and understand them.
Entertaining over a meal is an important part of business, so do allow at least ten
minutes of social conversation before launching into business. Pauses during dinner
conversations are common, and acceptable.
MIDDLE EAST
All meals in the Middle East are opportunities for business conversation and closing
deals. Keep in mind though that the first meeting is usually to establish trust and
build a relationship so you may want to keep the business talk light when having
dinner for the first time.
C
SINGAPORE
While Singaporeans are concise and efficient during office meetings, business
dinners are seen more as platforms to build relationships and socialise. If business is
to be discussed, it will likely take place periodically during or after the meal.
SOUTH AFRICA
It is considered good table manners to engage in brief personal conversation before
getting down to business. Take your cue from your South African associates – if
they begin a business conversation, it is acceptable to continue with the discussion.
Y
INSIDER TIP:
In some Asian cultures, people value how they are perceived by
business partners during meetings and will usually do their best not
to say ‘no’ so as not to disappoint. They may choose to respond with
‘maybe’ instead. Similar expectations of you are expected and your
business partners might be offended if you respond to any question or
request with a direct rejection. – Mohamad Hifni, Assistant Concierge,
InterContinental Singapore
INSIDER TIP:
“In Saudi Arabia it is considered polite to accept at least
one cup of tea or coffee at the end of the meal. Your
waiter will keep refilling your cup, allowing you to finish
your meal in a leisurely way. Shake your cup slightly to
signal when you have had enough.” - Mohammed Sadiq,
Restaurants Manager, InterContinental Riyadh
INSIDER INGREDIENT #5:
MIND YOUR
TABLE MANNERS
You’ve made the reservations, dressed for it,
welcomed your guests and are engaging in a
light conversation after being seated. Then,
the food arrives.
When is it acceptable to empty your plate,
and when should you leave some food
behind? Where do you place the utensils after
a meal, and is there a particular hand you
should handle food with?
In India, the Middle East and Muslim
countries such as Malaysia and Indonesia,
touching or passing food with your left
hand when dining with Muslim business
counterparts is frowned upon.
Slurping a soup dish audibly is acceptable
in Japan as a gesture to show you are
enjoying your food. However, the same
action is considered rude in Western parts
of the world.
When you have finished with your meal
in Australia, the fork and knife should be
placed facing up side by side with handles
on the edge of the plate at the 5 o’clock
position. Sasha Spruyt, Director of Events,
InterContinental Sanctuary Cove Resort,
Queensland adds, “Shared portions are
always passed to the left, and be sure to taste
your food before adding salt and pepper.”
In Indonesia, place the fork crossed with
the spoon faced down to show that you
have completed your meal. Chopsticks,
where used, should be placed back on the
chopsticks rest.
In South Africa, you should call for the
attention of a waiter by raising your hand,
or through eye contact. Waving or calling
their names is considered impolite. It will
also be appreciated if you wait for the host
to start eating before you do. Quintin
Mulwitsky, Food and Beverage Manager of
InterContinental Johannesburg, Sandton
Towers, says, “Remember to keep your
elbows off the tables at all times, and when
you’re finished with your meal, leave your
plate where it is instead of pushing it away.”
“In Indonesia, it is important to stay seated at
your allocated seat, and refrain from eating
or drinking until the dinner begins. Respecting
the local culture is key to a successful dinner,”
says Christian Fumado, Director of Food and
Beverage at InterContinental Bali Resort.
“A perfect business dinner is a combination
of discrete service with great food and a
classy ambience. It is also very important to
observe basic etiquette. We recommend that
hosts prepare discussion topics beforehand
to ensure they hold good, meaningful
conversations. Regardless of whether you are
a host or a guest, always be mindful of these
three things: be punctual, don’t interrupt
conversations, and most importantly, don’t
leave until the dinner ends,” he adds.
TOASTING
Expect frequent toasting at Chinese
dinners. When toasting, clink your glass
below the rim of the glass of someone of
a higher rank and maintain eye contact
with those you are toasting. Do not drink
until you toast with others at the table –
drinking alone is considered discourteous.
In Indonesia, if you are the honoured
guest, you may be expected to make a
toast. The best time to do this is after the
host makes one, or towards the end of the
meal. Toasts can be made to the health
of the host and dinner guests or to the
success of the business partnership.
On the contrary, guests in South Africa are
not expected to make a statement or a
toast. Instead, you may offer a compliment
on the meal at the end of the dinner
meeting just before everyone departs.
A toast in Australia is made by the most
senior representative of the company
hosting the dinner. They are usually made
before the start of the meal and, if it is the
first of the evening, typically accompanied
by a short speech. Sasha Spruyt, Director
of Events at InterContinental Sanctuary
Cove Resort, Queensland advises hosts
to “plan ahead, know your time limit and
rehearse; add humour only if you know
it will be accepted by your guests. If
someone offers you a toast in Australia,
return the favour.“
If you are a recipient of a toast in South
Africa, Quintin Mulwitsky, F&B Manager
of the InterContinental Johannesburg,
Sandton Towers, says, “Respond by
keeping your glass at arm’s length, nodding
your head graciously, and saying thank you.”
Do note that there are very strict rules on
the consumption of alcoholic beverages
in many Muslim countries. While drinking
is allowed in selected hotels in some
countries, you should always completely
refrain from consuming alcohol in the
presence of local business people.
HOW TO SAY “CHEERS” IN:
Afrikaans: Gesonheid (Ge-sund-hate)
Arabic: Sahtain (Sah-tane)
English: Cheers
Chinese Mandarin: Gan bei (Gahn-bay)
Indonesian: Pro (Pro)
Japanese: Kampai (Come-pai)
Thai: Choc-tee (Chok-di)
A SWEET END TO THE
PERFECT BUSINESS DINNER
Now that your business dinner has come to an end, it is time to write a ‘thank you’ note to
your host or guests to mark the good start of a long-lasting business relationship. Remember
these insider ingredients for the next dinner you plan or attend and they will stand you in
good stead for the many successful business dinners to come.
“Above all, a good host always goes the extra mile from start to finish so that guests have
the best experience. Do what you can to ensure that everything is in order. Sending a
personalised Thank You note to each guest after the dinner always goes a long way,” says
Yvonne Anjelina, Director and Chief Etiquette Coach, The Etiquette School Singapore.
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