Build the visit around business decisions
Write down the decisions the trip should support: choosing between factories, reviewing samples, resolving quotation questions or planning the first order. Decide which products and people are relevant to each meeting. A focused agenda helps the host prepare records and samples. Avoid booking a factory visit only because its city is convenient; connect each appointment with an unresolved buying question.
Confirm the site and the host before booking
Confirm the actual manufacturing address rather than only the registered office or sales showroom. Request the host name, phone number, meeting time, expected duration and access arrangements. Ask which processes can be observed and whether production will be running. Obtain permission before photography. Reserve a backup contact in case the appointment changes, and agree how updates will be shared.
Leave room for transfers and overruns
Group appointments by the actual factory locations and check each transfer separately. City-to-city arrival does not mean arrival at an industrial park. Allow time for the last leg, entry procedures, lunch and discussions that run longer than planned. Avoid a tightly scheduled factory visit immediately before an international departure. Keep booking details and contact information available offline.
Prepare a meeting pack and language support
Bring the current specification, quotation comparison, sample questions and a list of terms to confirm. Identify technical vocabulary that needs consistent translation. Agree whether interpretation covers general discussion or specialised technical work, and confirm attendance for the dates and sites involved. Share essential files in advance and keep a record of the version used in the meeting.
Confirm official requirements and separate costs
Check current entry, document and exhibition requirements with the relevant official authority or organiser before finalising the trip. This checklist does not assess visa eligibility. Separate planning and coordination fees from flights, hotels, transport, tickets and other third-party costs. Ask which bookings are made in your name and which changes require approval. Keep the agreed scope and cancellation terms in writing.
Close each meeting with a follow-up list
Record observations, supplier statements, missing evidence and decisions still to be made. Assign an owner and target date to each sample request, quotation revision or technical question. Send a written summary for confirmation. A useful trip ends with clear next actions rather than a folder of unrelated business cards. Use the findings to decide what to verify before an order or deposit is approved.