Decide what this visit must verify
Write down three to five questions to resolve, such as how target customers buy, whether local stock is needed and who provides after-sales support. Then identify who is qualified to answer them.
Do not add unrelated visits just to fill the schedule. Keep prospective and confirmed contacts separate; a meeting not confirmed by the other party should not be presented internally or externally as secured.
Give each meeting one decision to support
| Item | What to clarify |
|---|---|
| Purpose | Which commercial judgement this meeting will support. |
| Participants | The other party's verified identity, responsibilities and confirmed attendees. |
| Questions | The priority questions, rather than only a company presentation. |
| Materials | Product information, specifications or business summaries cleared for sharing. |
| Arrangements | Time, place, working language, responsible person and confirmation status. |
| Outcome | The information to obtain or next steps to clarify after the meeting. |
Allow time for transport and review
Build the itinerary around confirmed meeting locations and actual transport conditions, not straight-line map distances. Ask in advance about travel to other locations, on-site photography and requirements for bringing materials.
Leave time after important meetings to organise notes. Interpreters should understand the commercial purpose and key terms, but language support is not technical, legal or financial advice.
Meeting notes must lead to next steps
Record what the other party said, evidence obtained, disagreements, who owns the next action and when a response is due. Separate polite interest from a purchase commitment.
A useful structure is item — information source — current status — owner — next step. This is a working template, not an Arclena client case or a record of a completed project.
Check visas and activity scope before departure
Indonesian Immigration revised visa classifications in 2025. The current list distinguishes business, pre-investment, product promotion, audit and quality inspection, work and other activities. Check each planned activity before departure rather than assuming a business visa covers everything.
Meetings, visits, factory inspections, on-site technical services and actual work are not interchangeable activities. Visa categories, stay periods, sponsorship and permitted activities should follow Immigration information and professional advice current at application. This guide does not select a visa for you.
Finish with three decision lists
Before returning, group the results into proceed, obtain more evidence and pause. Give every item a basis, owner and next review date. Arclena can organise pre-visit materials, agendas, meeting records and follow-up actions as agreed, but a visit itself does not mean a signed contract or an order.