A case study of 2020 conference reception scheme.

This scheme is concrete, thorough and operable from the aspects of purpose, requirements, ways, methods and progress. The following is my carefully collected conference reception plan. Let me share it with you and enjoy it.

Receiving scheme 1

First, the whole service project.

1. Exhibition planning: the planning, organization and operation of various exhibitions, fairs and expositions.

2. To undertake special conferences, annual meetings, ceremonies, opening ceremonies, receptions and exhibitions of various enterprises and institutions.

3. Hosting international conferences in China, including industry, professional or expert conferences.

4, organize to go abroad to participate in various meetings, appointments, visits, inspections and other activities.

5. Undertaking business negotiations, ordering meetings, new product promotion meetings, board meetings of group companies, awards and appraisals, customer associations, etc. Various companies (factories and mines).

6. To undertake various business investigation meetings.

7, the implementation of the training meeting plan.

8. To undertake conference activities according to the planning scheme customized by customers.

Second, individual services.

1. conference services: assist the organizers in choosing the venue of the conference, provide etiquette, public relations and secretarial services for the delegates, and coordinate the conference management.

2. Exhibition: booth construction, venue layout, exhibition equipment rental, audio-visual equipment rental, etc.

3. Conference reception: provide pick-up service for delegates and sign-in service for delegates.

4. Hotel reservation: provide domestic hotel reservation service at preferential prices and book preferential rooms in various places.

5. Dining arrangement: arrange special catering services at preferential prices, and purchase local local products at preferential prices.

6. Ticketing service: provide round-trip air tickets, train tickets and boat tickets for delegates; The consignment agent of conference exhibits and the conference representative will check the follow-up service after the visit.

7. Entertainment arrangement: arrange entertainment activities with local characteristics for delegates.

8. After the meeting, logistics services such as visiting, visiting, traveling and investigation will be provided.

Reception plan 2

1, psychological preparation

(1) A sincere heart makes the other person feel welcome and valued.

(2) the spirit of cooperation. When you see colleagues entertaining guests, you should have the spirit of active assistance, and you should not ignore them just because you are not your own guests.

(3) Have certain etiquette knowledge. Pay special attention to the relevant etiquette in reception, negotiation and banquet.

2. Material preparation: Material preparation includes environmental preparation and office supplies preparation, and the general manager's office is mainly responsible for it.

(1) Environmental preparation. Make every effort to create a clean, tidy, bright, beautiful and odorless reception environment. Including the front desk, reception room, office, corridor, stairs, etc.

(2) Preparation of office supplies. For example, in the lobby, prepare simple and harmonious seats for guests. The reception room, tables and chairs are neatly arranged and the desktop is clean. Hang a photo of a successful large-scale public relations activity on the wall and put some company information on the desk to improve the credibility of the company. In addition, tea sets, tea leaves and drinks should be prepared.

3, the preparation of business knowledge and ability, that is, the development history of the enterprise, product characteristics, specifications, models, departments and leaders; It is also necessary to prepare some relatively complete information, such as the names, locations and contact information of local hotels, places of interest, tourist routes and entertainment places, as well as the political, economic and cultural situation of the city. Mainly by the administrative department and the marketing department.

4. Understand the basic information of the guests, including the number, name, gender, age, position, nationality and religious belief of the guests, so as to determine the reception specifications and make the reception plan. Mainly by the personnel department, planning department and finance department.

After quickly understanding the basic situation of foreign guests, we need to do the following three main preparations according to the actual situation: determine the reception specifications, draw up the schedule, and provide funds. Including the people greeted at the airport or station, the types and quantities of greeted articles, special escorts and full-time escorts; The specifications and location of the banquet; Hotel level, room standard, etc. The specific contents involved are: (1) main accompanying personnel; (2) Key personnel; (3) Accommodation place, standard and number of rooms; (four) the time, standard and number of banquets; (5) Time, place and participants of meetings and talks.

In order to let all relevant personnel know their tasks in this reception activity accurately, arrange their own time in advance, and ensure the smooth progress of reception work, a form is specially formulated and distributed to all relevant personnel. The contents of the form are as follows:

1. Personnel arrangement table: including time, place, matters, key personnel and accompanying personnel.

2. Schedule: including date, time, activities, place, accompanying personnel, etc. , generally listed in tabular form.

3. The reception fee shall be paid as follows:

include

(1) Work expenses: expenses such as renting conference rooms and printing materials;

(2) Accommodation fee;

(3) catering expenses;

(4) Labor expenses: lectures, speeches, overtime and other expenses;

(5) transportation costs;

(6) Fees for visits, sightseeing and entertainment;

(7) souvenir fee;

(8) publicity and public relations expenses;

(9) Other expenses.

Reception plan 3

I. Theme of the meeting:

Need to decide or solve

Second, the meeting time:

20 years x month x day to 20 years x month x day

Third, the meeting place:

_ x hotel.

Fourth, the environmental layout.

(1) Off-site area layout

Surrounding environment of the hotel: light pole chess screen, LED publicity screen, light box screen, floating in the air.

(II) Layout of main areas of venues

1, banners, pick-up cards and flowers related to airports and railway stations.

2. The hotel (hotel lobby, check-in room, conference room and dining room) will be decorated with theme paintings, water signs, guiding signs, table labels, flower arrangements and banners.

Verb (abbreviation of verb) meeting content

The first meeting

(1) Meeting time: 20 years, x months, x days, x days.

(II) Venue: to be determined (conference hall for 200 people)

(iii) Content of the meeting: to be determined

(4) Meeting layout: 1) Desk layout: table-surrounding or table-style layout.

2) Meeting flowers: podium flowers, brooches and table flowers.

3) Meeting supplies: white paper, pens, tea cups and paper towels.

4) venue atmosphere: water sign making, background painting (X day, X day), wireless microphone, background music, X booth.

(V) Group photo after the meeting: Time: Before the meeting, tell everyone not to leave in a hurry, go downstairs in order and take a group photo at the designated place.

Venue: On the steps outside Kempinski Hotel (steps instead of chairs)

You can arrange a seat for the leader with the leader's name on it, so that you can sit in the right position.

The second plate of dinner

(1) Dinner time: X _ nights, 20_ (exact time to be determined).

(2) Dinner place: Restaurant to be determined.

(3) Dinner mode: around the table or buffet.

(4) Dinner arrangement: Outdoor: floating in the air (8) (floating in the air:), hanging colorful flag lanterns, and large spray-painted exhibition boards (outside the hotel and in the rotunda).

Indoor: stage construction, stage background painting, stage decoration, cold flame device, lighting and sound, special effects.

Table layout: table flowers and table labels (introducing dinner arrangements)

Section 3 Meeting Reception

(1) Work content

1, meeting process planning;

2. Compile and print the conference reception manual;

3, airports, railway stations and other ports to provide window shuttle service;

4. Accept pre-registration and distribution of goods;

6. Assist in hotel accommodation and catering services;

7. Provide vehicle deployment and services during the conference;

8. Provide airplane (car) ticket ordering service;

9. Provide professional reception services;

10. Provide services for other official activities as required;

1 1, providing services such as logistics and purchasing local products;

(2) Organizational structure and responsibilities

1. Responsibilities of the comprehensive coordination group:

(1) Responsible for the preparation of documents such as the overall reception plan;

(2) Responsible for the information collection, collation and other external liaison work of the participating delegations;

(3) Responsible for the overall docking with the Organizing Committee;

(4) Be responsible for the car pick-up (car pick-up) arrangement of the leaders of provinces, cities and the Organizing Committee;

(5) Responsible for organizing and leading all participants in the reception work to communicate and coordinate;

(6) Responsible for compiling the reception service manual; 2. Reception Services Section

Job responsibilities:

(1) is responsible for the pick-up and drop-off of guests, with a professional Datang concierge holding flowers.

(2) Responsible for the implementation of the preliminary itinerary, the number of participants, the round-trip time, and the specific participation intention;

(3) Responsible for providing conference services such as reception staff, accommodation, catering, transportation, internal meeting organization, visit and logistics for the delegates;

(4) According to the actual situation of the guests, provide specific arrangements for pick-up and drop-off and station; Hotel room arrangement; Detailed schedule for attending the meeting; Other official activities of the guests and specific arrangements for three meals; During the meeting, the deployment of vehicles and the ordering of flight (car) tickets; Organization and leadership of reception service personnel;

(5) Responsible for assisting guests to check into the hotel. After receiving the guests, register the name of the room key prepared in advance, give it to the guests, send it into the room, flowers, tea breaks, meeting procedures, etc. Arranged)

(6) Responsible for working with the comprehensive coordination group to complete the preparation of the reception service manual;

3. Service Support Team

Job responsibilities:

(1) Be responsible for the arrangement of related activities of the reception service group, such as taking photos at the meeting site, debugging the projector before the meeting, checking whether the materials (PPT) of the other party are uniformly copied and played normally, shorthand arrangement, meeting place arrangement, etc.

(2) Responsible for all logistics support work of this group of personnel.

Section IV Post-meeting Inspection

I. Post-meeting inspection:

1. If the organizing committee of the association arranges a meeting inspection after the meeting, please confirm the number and route in advance. We will distribute the departure time, boarding place and route arrangement to each guest.

2. If the post-meeting inspection is voluntary, there will be a consultation point for the post-meeting inspection route registration in the hotel lobby. (at one's own expense)

2. Local tourism service (20 people or more per car) (off-season quotation)

1. One-day tour on the Eastern Line: Terracotta Warriors, Huaqing Pool, City Wall, lunch price: 298/ person; 2. One-day tour on the western front: lunch price of Ganling, Yongtai and Famen Temple cultural scenic spots: 380/ person; 3. One-day tour in the city: city wall, forest of steles, Big Wild Goose Pagoda, lunch price: 2 10/ person; The above quotation includes entrance fee, bus fare, tour guide service fee and a standard Chinese meal in 30 yuan. 4. Two-day East Tour: Terracotta Warriors, Huaqing Pool, Huashan Mountain, 3. Morning 1, 3. Huashan accommodation. The cable car price is 780/ person. 5. Two-day tour of the northern line: Huangdi Mausoleum, Hukou Waterfall, Yan 'an Baota shan, Memorial Hall, Zaoyuan, Yang Jialing, 3. 65433.

The above quotation includes tickets, bus fare, tour guide service fee, one-night accommodation in three hotels, three standard dinners in 30 yuan and one standard breakfast in 20 yuan.

Second, other services:

If you need help with other services, we will provide you with better services. 1, professional etiquette reception: provide professional etiquette or Datang protocol guards according to the specifications. 2. Reservation of catering can be provided. 3. Booking service: collect and record the return information of the guests in advance. After booking the plane ticket, the guests will be told that they can go directly to the airport with their ID cards. Charge standard of pick-up and drop-off machine.

Remarks: The pick-up arrangement will be based on the arrival time of the customer's flight.

Receiving scheme 4

(1) Pre-meeting work:

1, consult with the conference organizer.

2. Provide conference reception planning scheme and quotation to the conference organizer.

3. Invite the conference organizer to visit the conference site.

4. Confirm the conference reception plan with the conference organizer.

5. Sign a conference reception contract with the conference organizer and ask for a deposit by the way.

6. Prepare meeting materials. (including inviting relevant leaders, news media, news release, receiving materials, supporting meetings for business services, public relations etiquette, translation, communication and secretarial services. )

(2) follow-up work:

1, airport, station: special person, special car to pick up the station in batches as required.

2. On-site conference hotel: the conference secretary distributes conference materials and receives visitors.

3. The conference secretary shall assist the venue layout and conference services.

4. When meeting reception (check-in), the meeting secretary shall assist the meeting group to confirm and allocate rooms, confirm VIP rooms, and sort out and record relevant information. Assist in distributing conference present and fruit in the meeting room.

5. Confirm the meal time, menu, standard, form, drinks, primary and secondary tables and other related arrangements.

6. Confirm the entertainment items, entertainment places, consumption and payment methods of conference delegates (customers) in advance.

7. Confirm the arrangement of food, accommodation, transportation, travel, shopping and entertainment provided by the travel company for the meeting (schedule, dining car guide, etc.). ).

8. Confirm and guarantee the security work such as anti-theft and fire fighting at the meeting place, and the safety work of people, money and materials represented during the meeting.

9. Confirm the arrangement and reception of special guests (such as representatives of major ethnic minorities, distinguished guests, representatives of the disabled and their families). ).

10. Coordinate the transportation arrangements during the meeting.

1 1. Handle transportation ticketing and other entrusted services for the return trip and other trips of conference delegates.

(3) Work after the meeting:

1. Summary and evaluation of conference services, feedback and handling by conference delegates.

2. Meeting materials, leaders' speeches, news report summaries, and print representative address books.

3. Settle the expenses with the meeting organizer.

4. Say goodbye to the representative work.

(4) Preparations for the meeting:

1, according to the conference scale, determine the reception specifications. Set the specification to be specified.

2. Publish the meeting notice and meeting schedule. The notice of the meeting must contain the name of the convener or the name of the organization or unit, the time and place of the meeting, the theme of the meeting, the participants, the meeting expenses, the materials to be brought, and the contact information. Pay attention to the receipt attached to the notice to determine whether the invited person will attend the meeting and whether there are other requirements for those who will attend the meeting. For participants from other places, a road map of the meeting place and hotel should also be attached. This road map avoids a lot of trouble for participants to ask for directions.

Meeting schedule is the specific arrangement of daily meeting activities during the meeting, and it is an important basis for people to understand the meeting. Its form can be written or tabular. Can be distributed with the meeting notice.

3. Site layout.

The layout of the venue includes the decoration around the venue and the configuration of seats. Generally, in large-scale meetings, banners will be hung at the venue according to the content of the meeting. Welcome and celebration slogans are posted at the door. Easy bonsai and potted flowers can be properly placed in the venue; In order to make the venue more solemn, the national flag and party flag can be hung or placed on the conference table, and the national emblem and national emblem can also be hung. If cups and drinks need to be placed on the desktop, they should be scrubbed clean and placed beautifully and evenly. The configuration of seats should conform to the style and atmosphere of the meeting, and pay attention to the protocol order. There are mainly the following configuration methods: round table type, if round table or oval table is used. This arrangement makes participants and leaders sit around the table, thus eliminating the sense of inequality. In addition, participants can clearly see other people's faces, which is beneficial to exchange views with each other. Seating arrangements should pay attention to the face-to-face between guests or superior leaders and business leaders and their accompanying personnel. The leader of the guest should sit in the middle of the south or at the door, and the business leader should sit opposite the superior leader. Sit diagonally opposite each other at the same level. Because respectable people have the priority to know. Classroom type, which is the most widely used form, is suitable for meetings aimed at conveying information and instructions. At this time, the number of participants is relatively large, and there is no need to discuss and exchange views among participants. In this form, the podium sits opposite the audience. The seats on the rostrum are arranged according to the positions and social status of the personnel. The chairman's seat is in the middle of the first row.

(five) the reception etiquette of the meeting:

First, check before the meeting. This is a remedy for places that have not been thought out or implemented in the preliminary preparation stage. For example, check for audio and video, documents, banners, etc. I'm ready.

The second is to enter the reception post in advance. The receptionist should enter the post and start work before the participants arrive. General reception work is divided into the following positions.

1, sign in. Set up 1-2 staff signature desk. If the reception level is high, you can send a hostess to undertake it. There are brushes, pens and autograph books in Taipei. When handing a pen to a guest, you should remove the pen cover, point the pen at yourself, and hold the pen in both hands. If it's a writing brush, dip it in ink before handing it. In order to save, the sign-in should be more detailed. If you need to distribute information, you should hand it in politely. The receptionist should report the number of people attending the meeting to the organizer at any time.

2, the collar seat. After signing in. The conference receptionist should politely guide the participants into the venue and take their seats. Important leaders should be introduced into the lounge, accompanied by business leaders in person, and then seated on the rostrum a few minutes before the meeting begins.

3. Reception. After the students are seated, the receptionist should hand over tea, towels and fruits, enthusiastically answer the students' various questions, meet various requirements, and provide the most thoughtful service as much as possible.

(six) the service etiquette of the meeting:

1. All employees should wear company suits and work clothes, men should wear blue shirts and work clothes, and women should wear white shirts and work clothes. Clothes should be intact, free from stains, complete with buttons, and without missing or wrong buttons. Wear tie and leather shoes, put nothing in the upper pocket, put less things in the trouser pocket, and don't pull the cuffs and trouser legs. Wear a work number plate. 2. Pay attention to the reception, show a good mental state, and have no fatigue, depression and dissatisfaction. Stand up straight, head up, chest out, abdomen in, hands drooping naturally. The walking pace is strong, the stride is appropriate and the rhythm is appropriate. 3. Avoid yawning, stretching, sneezing, ear digging, etc. In front of customers. If it's really hard to control, you have to avoid it sideways. When talking with leaders and guests, you should pay attention, look natural and express yourself appropriately. Don't put your hands behind your back, hold hands, hold hands or copy hands, and don't shake left and right and scratch your ears. 4. The service during the meeting should be as smooth and generous as possible. If the operation is careless and something goes wrong, we should deal with it quietly as soon as possible. You can't disturb others. You can't run back and forth in a panic, attracting the attention of participants to yourself. Otherwise, it will be a huge work mistake. 5. The service meeting should be compact and there should be no ice. This requires all staff to be "ready" and do all the preparatory work. 6. Get ready for after-meeting service. During the meeting, we should prepare the after-meeting service. For example, if you want to take photos after the meeting, you should arrange the venue, chairs and so on. In advance, photographers should be prepared for photography. In addition, the car after the meeting should also be properly arranged before the end of the meeting.

(7) After-meeting services:

After the meeting, the reception staff have a clear division of labor and do a good job in the aftermath.

1, organize activities after the meeting, sometimes arrange some activities. For example, parties, dinners, visits, taking photos, etc. These tasks are very complicated. A leader must be unified in command and coordination, and he must have strong organizational skills to be competent. At the same time, other receptionists should also actively cooperate and do their part to ensure the smooth implementation of the activity plan.

2. Say goodbye to arrange the transportation for the participants according to the situation, so that they can set foot on the return trip happily and in time.

3. Clean up meeting documents, recycle relevant documents, sort out meeting minutes and summarize the meeting.

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