What does the annual corporate meeting in Changsha include from planning to execution?

Want to have a perfect annual party? Want a higher quality celebration? Based on many years of experience in holding corporate annual meetings in Changsha, Yi Nianhua Media shared the following points that must be done from the planning of corporate annual meetings to the execution of Changsha corporate annual meetings: To prepare for the successful holding of a corporate annual meeting in Changsha, a dedicated team must be established A temporary team will be responsible for specific tasks. This can not only achieve a clear division of labor, but also improve efficiency. First of all: determine the theme of the annual meeting, and then carry out a series of planning around the theme. Then: determine the time, place, and people, and write them in detail in the planning book. Finally, after review by the leadership, it will be implemented. General sessions of Changsha corporate annual meeting 1. Opening ceremony 2. Leader’s speech 3. Annual meeting dinner 4. Employee performance 5. Lucky draw 6. Party games Planning and budgeting of corporate annual meeting. Responsibilities and tasks need to be clearly defined before planning. Different meetings require different requirements. In an environment where a company's annual meeting is held, certain goals and objectives must be achieved. So the first important step is to gather all the information that can be used to formulate a plan for the many tasks at hand. Develop a comprehensive meeting plan to determine what must be done to meet the needs of the meeting and achieve the expected goals of the meeting. Develop a feasible budget or arrange relevant work according to the established budget; determine the time schedule for each work.

Budget content 1. Transportation expenses Transportation expenses can be subdivided into:

(1) Transportation expenses from the departure point to the conference venue - including flights, railways, highways, and passenger ships, As well as transportation from the destination station, airport, pier to the accommodation place

(2), transportation expenses during the conference - mainly transportation expenses to the conference venue, including transportation from the accommodation place to the club, and from the club to the dining venue Transportation, transportation from the club to the business networking venue, transportation for business inspections, and other scheduled transportation that participants may use.

(3) Farewell transportation and return transportation - including transportation costs from flights, railways, highways, passenger ships and accommodation to airports, stations and ports. 2. Meeting room/hall costs can be specifically broken down into:

(1) Meeting venue rental - Generally speaking, the rental of the venue already includes certain common facilities, such as laser pointers and sound systems , tables and chairs, rostrum, whiteboard or blackboard, oil pens, chalk, etc., but some unconventional facilities are not covered - such as projection equipment, temporary decorations, exhibition racks, etc., and non-rostrum speech lines need to be installed Additional budget may also be required.

(2) Conference facility rental costs - this part of the cost mainly covers the rental of some special equipment, such as projectors, laptops, mobile simultaneous interpretation systems, venue display systems, multimedia systems, and video recording Equipment, etc., usually require a certain usage deposit to be paid when leasing, and the rental fee includes technical support and maintenance fees for the equipment. It is worth noting that when renting, you should make specific requirements for various functional parameters of the equipment (you can usually consult a professional conference service company to get the most suitable price/performance ratio), otherwise it may affect the progress of the conference. In addition, the rental prices of these conference facilities may vary greatly due to different brands, origins, and newness.

(3) Venue decoration costs - unless there are special requirements, generally speaking, this part of the cost is included in the venue rental fee. If you have special requirements, you can negotiate with a professional conference service provider.

(4) Other support costs - these supports usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Since these supports are of a temporary nature, if the conference organizer seeks support from these industries separately, the cost may be higher than the market price. If a professional conference service provider is used as an agent, the conference organizer will receive support with relatively low prices and professional services.

For these individual service supports, the organizer should specify the requirements as much as possible and sign a separate service agreement. 3. Accommodation fee The cost of accommodation should be very easy to understand - it is worth noting that some of the accommodation fees are full prices, while others require additional government taxes. Accommodation can be one of the major expenses for a conference.

You can usually get better discounts by looking for professional exhibition service providers.

The normal accommodation fee is not only related to the hotel star standard, room type and other factors, but also related to the services available in the room - such as long-distance communication in the room, laundry and change, mini bar drinks, one-time It has to do with whether services such as changing clothes for sex, the Internet, and fruit provision are open. Conference organizers should clarify the services and scope of hotels that should be closed or opened. 4. Catering expenses The catering expenses for a meeting can be very simple or very complicated, depending on the needs of the meeting agenda and the purpose of the meeting.

(1). Breakfast is usually a buffet. Of course, it can also be eaten around a table. The cost is calculated based on the number of people (but considering the particularity of conference dining and the preparation of raw materials, the number of people expected to dine should not be If the difference between the number of diners and the actual number of diners is 15, otherwise the restaurant has reason to refuse to settle the bill based on the actual number of diners - and instead charge based on the number of people booked)

(2), Chinese food and lunch

Chinese meals and lunches are basically formal meals, and can be in the form of a buffet based on the number of people budget, or in the form of table-based budgeting. If the host wishes to purchase the alcohol themselves rather than have it provided by the restaurant, the restaurant may charge a certain amount for the service.

(3). Drinks and service charges

Usually, if you dine in a high-star hotel restaurant, the restaurant will not allow the organizer to bring outside drinks for consumption. If you can bring outside drinks, For consumption, restaurants usually need to add service charges. When holding conferences and banquets in high-star hotels, a service fee of about 15 yuan is usually added to the basic consumption level.

(4). Tea break at the venue

This fee is basically budgeted based on the number of people. When budgeting, you can propose food and beverage combinations for tea breaks at different times. The coffee break price notified by the organizer usually includes service staff costs, but if the organizer requires non-program services, additional budget may be required. Under normal circumstances, the types of tea breaks can be divided into two types: Western style and Chinese style - Western style basically includes coffee, black tea, Western snacks, fruits, etc., while Chinese style mainly includes boiled water, green tea or scented tea, fruit tea, fruits, coffee, etc. Mainly fruits and snacks.

(5). Social reception/dance

In fact, the budget for a social reception/dance may be more complicated than a separate banquet. As long as the banquet has set the meal standard and scale, the budget is very simple. Easy to calculate. However, it may take a long time to confirm the budget for the reception/dance, including the design of the venue and program support.

(6), Others - snacks, fruits and mixed wine 5. Audio-visual equipment Unless it is done outdoors, the cost of audio-visual equipment can usually be ignored. If it has to be done outdoors for public relations purposes, the budget for audio-visual equipment is more complicated, including:

●The rental cost of the equipment itself, usually calculated on a daily basis

● The transportation, installation and commissioning of the equipment and the support costs for control technicians can be provided by the exhibition service provider

●Sound sources - mainly background music and entertainment music selections, the organizer can bring his own or entrust an agent6 , actors and programs can usually be calculated based on the number of performances after selecting the program - the budget amount is usually directly related to the difficulty of the program performance and the number of participants. If there is a fixed performance in a suitable location, the budget is very simple and is directly related to the number of people watching the performance - except for special performances or private performances. 7. Miscellaneous expenses refer to the expenses incurred by some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, models and etiquette services, temporary props, fax and other communications, express services, temporary health care, translation and guides, Temporary business vehicles, currency exchange, etc. The budget for miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the conference expense budget as a flexible solution.