Wining and dining out-of-town clients is routine in some industries and for some professionals, but for others, it may be a source of anxiety and uncertainty. Who pays for what? What activities are acceptable and what are not? What about budgeting and documenting business expenses? While every company is different, there are a few universal rules to business etiquette when it comes to entertaining out-of-town clients.

Before your out-of-town clients arrive, check with an HR representative or your manager for guidelines on business expenses. You may have a strict budget amount or there may be restrictions on what you can and cannot bill the company. Make sure you know these details ahead of time, so you won’t get stuck paying expenses not covered by the company. Also, find out the procedure for expense reports and fill them out promptly after the clients leave using all of the receipts you saved while entertaining. If you are self-employed, research what you can and cannot write off on your taxes.

If it’s within your budget, book a hotel room for your clients to save them the trouble. Pick an area with easy access to food, coffee, drug stores and transportation. If your clients will be booking and paying for their stay, send them a list of area accommodations ranging in price. You may want to note your personal recommendations and the hotels closest to your place of business. If one is located next door to a popular attraction, like Reading Terminal Market or Rittenhouse Square, note that in your list. Definitely pick them up at the airport when they arrive and drop them off when they depart, or make travel arrangements for them. Pay for the taxi cab, or better yet, book them a limousine or town car.

Your company may have box seats for Phillies games or access to a country club golf course, but there are many other activities you can schedule for your clients. Sporting events are always fun, but make sure there’s enough time and privacy to discuss business issues. Lunches, dinners, drinks and coffee breaks are ideal meeting times with your clients. Take them to a local restaurant serving signature foods from your city or stop by a favorite local bakery for desserts after dinner. Do your best to find out if they have any food allergies or dietary restrictions ahead of time to avoid awkward situations, like bringing a vegetarian to a steakhouse or a recovering alcoholic to a bar. If your clients enjoy shopping, schedule time to window shop and visit stores. Art and science museums, theater performances, comedy club acts and concerts will be appreciated, but don’t expect to fit in any shoptalk. Dinner cruises or a trip to Longwood Gardens are more intimate and can allow for more conversation. If you’re working with a small budget or you’d prefer a more personal setting, invite your out-of-town clients to dinner at your home.

One aspect of schmoozing on the job can get carried away quickly if you don’t watch it carefully: alcohol consumption. While it may seem like a good idea at the time, getting drunk with your clients can lead to regrettable behavior and conversations. Try to keep the drinks to two or less. Eat food and drink water while you’re drinking, as well. If your clients do not drink, skip the wine yourself. It may be offensive to them, and at the very least, you should remain sober with them to make the best impression. Also, check with your manager or an HR representative at your company to see if there are any policies on alcohol.

If your clients are traveling internationally, bone up on their language. While you certainly won’t be expected to be fluent, learn a few common phrases to show you value and respect their language. For example, greet them by using their phrase for ‘hello’ and learn how to say ‘please’ and ‘thank you.’ Learn the proper way to introduce yourself according to their language and customs. International travelers will likely experience jet lag, so be considerate when creating a multi-day schedule and give them time to nap. If this is their first visit to the United States, or to Philadelphia, they probably would appreciate time to site-see. Make a great impression by guiding them yourself on their site-seeing tour. Other things to keep in mind for foreign clients: the type of food they eat and the utensils they use to eat it, their holidays that may differ from your own, and their ordinary working schedules.

Overall, cater to your clients’ needs and they will not only be appreciative, they will be more likely to continue doing business with you. Be personable, listen to them and respect their wishes: show them you know them.