The basic meaning of a meeting

The so-called meeting refers to an activity in which people exchange information or gather and discuss around a different theme with the same or different purposes. The main stakeholders of a conference are the organizer, organizer and attendees (and in many cases speakers), and its main content is the exchange of ideas or information among the attendees.

A meeting is an activity in which people gather to discuss and communicate in order to solve a common problem or for different purposes. It is often accompanied by a certain scale of personnel movement and consumption. As an important part of the exhibition industry, large-scale conferences, especially international conferences, play a special role in improving the city's image, promoting municipal construction, and creating economic benefits.

(1) A gathering to discuss matters in an organized and leadership manner: all-in-one meetings regarding factory affairs and work.

(2) A permanent body or organization that often discusses and handles important affairs: Chinese People's Political Consultative Conference ~Minister~.

(3) Internet term refers to a software that enables many users to participate in a semi-public written conversation. This conversation can be real-time (such as in an IRC channel) or non-real-time. (as in Usenet newsgroups).

Modern conferences have long gone beyond the structure of a single government conference and are developing in a diversified direction. Many of them have direct commercial purposes and can generate huge economic benefits, such as various summit forums, expert conferences, etc. Training meetings, etc. The general operating principle of a conference is: the organizer of the conference formulates a plan for holding the conference and entrusts it to the organizer. The organizer (can be a professional conference organizer (PCO, the company’s conference and incentive travel department, etc.)) will carefully organize the meeting around the established theme. Design and contact the buyers of the conference (i.e. target attendees), relevant personnel (such as government officials, speakers, etc.) and the venue in the market, and finally receive the conference yourself or subcontract the business to a conference company.

International conferences are the most important and influential conferences. The internationally authoritative organizations that identify international conferences mainly include ICCA and UIA. Since the standards stipulated by each organization are different, it will cause identification or statistical deviations. Therefore, a clear division of the standards of these organizations is the key to studying international conferences. development trend.

1. ICCA International Conference Standard

ICCA, The International Congress & Convention Association, is the International Congress and Convention Association. Founded in 1963, it is one of the most important organizations for international conferences in the world. The current number of members has exceeded 720, involving nearly 80 countries. In the field of conferences, it is the most internationally influential association.

ICCA stipulates three standards for international conferences: ① at least 50 participants; ② regularly organized meetings (excluding one-time meetings); ③ must be held in at least 3 countries.

The Beijing Municipal Tourism Bureau, Beijing International Convention Center, and Shanghai International Convention Center are all its members. Most of the statistics on international conferences seen in China come from ICCA statistics.

2． Un International Conference Standards

UIA, Union of International Associations, is the Union of International Associations and Organizations. Founded in 1907, it is the most important institutional organization for international associations and organizations in the world. The Beijing International Convention Center was once a member of the organization. Due to the "Taiwan issue", the Beijing International Convention Center withdrew from the alliance. UIA statistics are rarely used in China, so this organization does not have much influence domestically, but internationally, it is still a very important international conference organization.

There are 4 standards for international conferences stipulated by UIA: ① at least 300 participants; ② foreign participants account for at least 40% of the total; ③ at least 5 countries participating in the conference; ④ minimum conference duration for 3 days.

3. China does not yet have authoritative statistical standards for international conferences

According to relevant national documents, representatives from 3 or more countries or regions (excluding Hong Kong, Macao and Taiwan) participate, with the purpose of exchanges. Seminars, lectures, exchange meetings, forums and administrative meetings of international organizations held for the main purpose can be called international conferences. 1. Documentary nature.

The meeting minutes must be a summary record of the purpose, basic spirit and agreed matters of the meeting. Contents cannot be added, deleted or changed at will. Any untrue material must not be written into the meeting minutes.

2. Generality. Meeting minutes must be concise and concise, summarizing the contents and conclusions of the meeting at a high level. It should not only reflect the unanimous opinions of the participants, but also take into account the valuable opinions of individual comrades. Some meeting minutes also require a certain amount of analysis and reasoning.

3. Organized. The minutes of the meeting should summarize and summarize the spirit of the meeting and the matters agreed upon by categories and levels to make them clear and organized. 1. The general meeting of shareholders

Decides on the company's highest executive policy and elects directors and supervisors

Reviews important reports and plans of the joint-stock company and makes resolutions on major business matters of the company

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Amend the articles of association of a joint-stock company

At least once a year

2. Board of Directors meeting

It is composed of directors and supervisors elected by the general meeting of shareholders. It is a joint-stock company The permanent leadership body of the company is the decision-making body for business entrusted by the general meeting of shareholders and the articles of association of the joint-stock company.

The meeting mainly decides the time for holding the shareholders’ meeting, the selection of representative directors, the issuance of new shares and other important matters.

3. Executive meeting of the board of directors

——The chairman, vice chairman, permanent directors, managing directors, regular directors, etc. participate

It is to decide the execution of the company's business Important meetings on the highest policy, such as the presentation of specific plans such as the company's professional plans, staffing, etc.

4. Ministerial meeting (department manager meeting)

5. Department category meeting

6. Management agreement meeting

In order to improve, An agreement meeting held to improve the business activities of users and workers.

7. Committee meeting

——Mobile organization "Research Association Organization"

A powerful organization created to solve specific issues.

8. Negotiation meetings

9. Business-related meetings

New product launches, press conferences, customer receptions, founding commemorations, etc.< /p>

10. Meetings related to the financial community

Chambers of Commerce and Industry, Economic Associations, Federation of Business Organizations, Industrial Associations

11. Meetings related to social activities< /p>

Establishment meetings of associations that serve social group activities and goodwill

12. Meetings related to cultural activities

Various entertainment, get-togethers, and competitions A conference is a permanent body or organization that often discusses and handles important matters: Chinese People's Political Consultative Conference ~Minister~. Internet slang, due to the rapid rise of conference calls, is widely used in various types of businesses. Breaking the space and time limitations of traditional centralized meetings, Timely Talk provides a fully interactive meeting, where all parties participating in the meeting can speak at the same time and talk freely. The use of telephone conference systems greatly improves corporate work efficiency, improves corporate management, and enhances corporate competitiveness. Teleconferencing systems are widely used in multinational companies, IT companies, government departments, financial securities, large and medium-sized enterprises and other departments.

Telephone conferences use multi-party interconnected information methods to organize participants scattered in various places and conduct business meetings through telephone communication. Teleconferencing is convenient, fast, practical and efficient, saving a lot of transportation, venue and time costs. It is deeply loved by business people who are busy with business and cherish time like gold. A new conference mode that uses telephone lines as a carrier to hold meetings. Compared with traditional meetings, it has the characteristics of rapid meeting arrangement, no time and geographical restrictions, and low cost. Compared with the traditional point-to-point telephone service, functionally speaking, it breaks the boundary that calls can only be limited to 2 parties, and can satisfy more than 3 parties (according to the products of different providers, instant messaging enables multi-party simultaneous calls), providing communication that cannot be achieved by telephone. It is smoother, the information is more real, and the scope is wider. Restricted by tariffs, most of them are used in the daily work of enterprises.

1. Think carefully. To successfully hold a meeting, especially a large meeting, you need to consider many issues, such as whether the meeting time can ensure that everyone can attend, whether there will be foreign guests visiting or company shipments; Whether there is a substitute for the person and how to contact him; whether the arrangements for the chairperson, host, record-keeper, on-site service personnel and other related personnel of the meeting are appropriate; what auxiliary equipment is needed for the meeting and who is responsible for it; how long the meeting is expected to last, etc. Only by making preparations in advance can the meeting proceed smoothly and end successfully.

Choose a suitable meeting venue

2. There are many choices for meeting venues, the most commonly used is the company’s conference room; sometimes the company will arrange for employees to go on weekends to a beautiful resort It is a resort where you can have meetings and vacation at the same time; for large and important meetings, you can rent the hotel venue specifically. No matter which method is used, the basic requirements for the venue are the same, that is: the venue should be comfortable and spacious, with good sound insulation, good lighting and ventilation, and no other interference. It is best to have curtains so that you can see clearly when projecting materials and be quiet. Not noisy, good air conditioning, well equipped with sockets, power supply, whiteboard, microphone and other facilities.

3. Record the relevant matters of the meeting in writing

In the process of preparing for the meeting, all matters related to the meeting, such as time, location, meeting agenda, etc., should be recorded in writing. down for easy inspection in subsequent work. Decisions and notices related to the meeting must be printed out and sent to relevant personnel. They cannot just be notified verbally. As the saying goes, "words have no basis." Sometimes the secretary has notified the heads of various departments, but some people forget it when they are busy. So the work must be done carefully. Modern meetings are inseparable from various auxiliary equipment. Before holding a meeting, all kinds of auxiliary equipment should be properly prepared.

1. Tables, chairs, name tags (modern high-end conference rooms use desktop smart terminals to replace traditional name tags), tea

Tables and chairs are the most basic equipment and can be arranged according to the needs of the meeting Round table type or report type. If there are a large number of people attending the meeting, the reporting type should generally be used, and there is no need to prepare seat cards. If there are relatively few people attending the meeting, the round table type is generally used, and seat cards, that is, name tags, must be made to give attendees Convenient seating for personnel. However, in order to improve the quality of meetings and meet the needs of modern meetings, reusable desktop smart terminals are generally used to promote the paperless process and truly reflect the needs of green meetings and smart meetings.

It is best to prepare mineral water for tea drinks at the meeting, because everyone has different tastes. Some people like to drink tea, some people like to drink drinks, and some people like to drink coffee, so if There are no special requirements, mineral water is the most acceptable choice for everyone.

2. Sign-in book, roster, meeting agenda

The function of the sign-in book is to help understand how many people are in the meeting and who they are. On the one hand, it enables the meeting organizer to find out whether If someone is absent, on the other hand, the meeting organizer can arrange the next step of work based on the sign-in book, such as meals, accommodation, etc. Printing the roster can facilitate the chairperson and participants of the meeting to quickly grasp the relevant information of everyone participating in the meeting, deepen their understanding, and become familiar with each other.

3. Blackboard, whiteboard, pen

On some occasions, participants need to write or draw pictures on the blackboard or whiteboard to explain the problem. Although audio-visual equipment is developing rapidly, However, the traditional way of expression is still loved by many people, and expression on the blackboard or whiteboard is impromptu and convenient. In addition, supporting tools such as chalk, marker pens, and erasers are also essential.

4. Various audio-visual equipment

The development of modern science and technology has brought audio-visual equipment such as projectors, slide projectors, video recorders, laser pointers or pointing sticks, providing people with great of convenience. Before holding a meeting, you must first check whether various equipment can be used normally. If you want to use a slide projector, you need to prepare the slides in advance. Audio recorders and cameras can completely record the process and content of the meeting. Sometimes it is necessary to print out the conclusions or suggestions of the meeting immediately. In this case, a small photocopier or printer is needed.

5. Materials and samples

If the meeting is a business report or product introduction, then relevant materials and samples are essential.

For example, when introducing a new product, just talking in general terms will not leave a deep impression on people. If you show everyone a specific sample and introduce its features and advantages one by one based on the sample, it will leave a deep impression on everyone. The impression will be much deeper.

6. Monogram, background board, exhibition board

The monogram generally refers to the conference name and conference slogans and banners.

In order to enhance the effect of the meeting, many meetings will beautify and render the logo as a conference background board (using inkjet painting), especially some special ones such as party congresses, etc., use inkjet background boards to display the party emblem, Flags, etc. are spray-painted on the screen, thus saving meeting costs and preparation time. However, when using inkjet printing, you must pay attention to using environmentally friendly materials. Otherwise, the pungent smell emitted by the inkjet printing will not only affect the conference structure, but also be detrimental to the health of the participants, especially those sitting on the rostrum.

In order to highlight a meeting or event, placing exhibition boards inside and outside the venue is an effective method.