Notes on conference reception etiquette

Things to note in meeting reception etiquette

Do you know what are the things to note in meeting reception etiquette? Meeting etiquette is something that participants should pay attention to before, during, and after the meeting. Understanding meeting etiquette will greatly promote the implementation of the spirit of the meeting. Come with me and take a look at the things to note in meeting reception etiquette

Things to note in meeting reception etiquette 1

Meeting reception etiquette: preparations for the meeting

1. Determine the reception specifications

The size of the meeting is determined by the leader of the host unit. Generally speaking, general working meetings within an enterprise are efficient and can be informal. For meetings hosted by superior units, representatives from various enterprises are invited to participate, so the reception work requirements are relatively standardized. Usually, one of the main leaders of the company directly handles the preparation work for the meeting and sets up a conference affairs group to study the related work of arranging the conference reception.

2. Distribute meeting notice

The meeting notice must state the name of the convener or the name of the organization and unit, the time, place, theme of the meeting, meeting participants, conference fees, The materials, contact information, etc. that should be brought. Pay attention to attaching a receipt after the notification, so as to determine whether the invited people will participate in the meeting, and whether those who plan to attend the meeting have other requirements.

Meeting notices are generally sent out 15 to 30 days before the meeting, so that the other party has enough time to send back the meeting receipt.

3. Selection of venue

The selection of venue should be comprehensively considered based on the number of people attending the meeting and the content of the meeting. It is best to meet the following standards:

First: the size should be moderate. The venue is too big, the number of people is too small, and there are too many empty seats, which are loose and scattered, giving the participants a feeling of depression; the venue is too small, the number of people is too many, and they are crowded together, like country people going to the market, which not only looks stingy, but And it was impossible to hold the meeting successfully. Therefore, British Prime Minister Churchill once said: "There is no need for a room that is too big, but a room that is just the right size."

Second: The location must be reasonable. Meetings convened by history will break up in one or two hours. The venue can be set at a place where the participants are concentrated. For meetings lasting more than one day, the venue should be as close as possible to the residences of participants to avoid participants traveling back and forth.

Third: Ancillary facilities must be complete. Conference staff must check the lighting, ventilation, sanitation, services, telephones, loudspeakers, recordings, etc. of the venue. They cannot rashly assume that "the last meeting was held from here and there were no problems." It will be just as smooth this time.” Otherwise, losses may occur.

Fourth: There must be a parking lot. In modern society, when a meeting is called, there are not many people who come to the meeting with "a pair of straw sandals and an umbrella". Cars and motorcycles must have parking spaces to drive successfully.

4. The layout of the venue

The layout of the venue includes the decoration around the venue and the configuration of seats.

Generally, for large-scale meetings, banners are hung in the venue according to the content of the meeting. Welcome and celebratory signs are posted at the door. Appropriate relaxed bonsai and potted flowers can be placed in the venue; in order to make the venue more solemn, the national flag, party flag or national emblem or emblem can be hung on the rostrum. If tea cups and drinks need to be placed on the table, they should be wiped clean and placed in a beautiful and uniform manner.

If the seat configuration is consistent with the style and atmosphere of the meeting, and pay attention to the concierge order, there are mainly the following configuration methods:

① Round table type. If using a round table or an oval table. This arrangement allows attendees to sit around the table with leaders, thereby eliminating any sense of inequality. In addition, participants can clearly see the faces of other people, which facilitates the exchange of opinions. This format is suitable for meetings of about 10-20 people. In the seating arrangement, attention should be paid to the fact that guests or superior leaders are face-to-face with business leaders and accompanying persons. The top leader of the guest should sit in the middle of the room facing south or toward the door, and the top leader of the company should sit opposite to the superior leader. Diagonals of the same level sit opposite each other.

②The mouth shape. If using a rectangular square table. This form is more suitable for meetings with larger numbers of people than the round table type.

③Classroom type.

This is the most commonly used form. It is suitable for meetings with the purpose of conveying information and instructions. At this time, there are a large number of participants and there is no need to discuss or exchange opinions among the participants. In this form, the rostrum and the auditorium sit opposite each other. The seats on the rostrum are arranged according to the personnel's positions and social status. The chairman's seat is in the middle of the first row, and the rest are arranged in order from left to bottom and right to top.

Basic rules for seating arrangement

Left first (Chinese government practice)

Right first (following international practice)

The center is up (the center is higher than the two sides)

The front row is up (applicable to all occasions)

The far side is up (far away from the door)

Putting face first (good vision first)

5. Preparation of meeting materials

Modern meetings are inseparable from various auxiliary equipment. Before holding a meeting, you should prepare All kinds of auxiliary equipment are ready. These materials include tables and chairs, name tags, tea, sign-in books, rosters, meeting agendas, blackboards, whiteboards, pens, etc.

6. Reception staff should arrive in advance

Reception staff should enter their respective positions in advance and enter working status before the arrival of the attendees. General reception work is divided into three positions: check-in, ushering, and reception.

① Sign in. Set up a signing table with 1-2 staff members. If a higher level of reception is required, an etiquette lady can be assigned to take charge. Signature Taipei comes with a brush, pen and sign-in book. When handing a pen to a guest, you should take off the pen cover, point the pen tip toward yourself, and hand the pen over with both hands. If it is a writing brush, it should be dipped in ink before handing it over. The sign-in should be more refined so that it can be saved. If you need to hand out information, you should hand it over politely with both hands. Reception staff should always report attendance numbers to the meeting organizer.

②Introduction seat. After signing in. Conference reception staff should politely introduce attendees to the venue and take their seats. Important leaders should be introduced to the lounge first, accompanied by business leaders in person, and sit on the rostrum a few minutes before the meeting begins.

③Reception. After the attendees sit down, the reception staff should hand over tea, towels, or fruits, enthusiastically answer various questions, meet various requirements, and provide as considerate service as possible. Notes on meeting reception etiquette 2

Meeting etiquette includes:

(1) Dress, appearance and behavior

1. All employees wear company suits. For work clothes, men should wear blue shirts and work clothes, and women should wear white shirts and work clothes. The clothes should be in good condition, without stains, and have all the buttons without missing or wrong buttons. Wear a tie and leather shoes, keep your coat pockets empty, trouser pockets as little as possible, and keep your cuffs and trouser legs unrolled.

2. Employees must wear work badges during employment. Company leaders use badges worn on the left chest, and other company employees use badges hung on their chests

3. Male Employees' beards should be trimmed neatly, and their hair should not be long enough to cover the forehead, cover the ears, or touch the collar at the back. Female employees come to work with light makeup, elegant appearance, and consistent with their age and status. Do not wear makeup in public during working hours. Pay attention to public hygiene. You should not eat food with pungent odor before going to work to avoid bad breath.

4. Concentrate during the reception and show a good mental state, without fatigue, depression or dissatisfaction. Stand upright, raise your head, lift your chest, draw in your abdomen, and let your hands hang down naturally. The walking pace is strong, the stride length is appropriate, and the rhythm is appropriate.

5. Avoid yawning, stretching, sneezing, and picking ears in front of customers.

(2) Meeting seating arrangement

1. Surround style. That is, there is no rostrum, but chairs, sofas, and coffee tables are placed around the venue. The specific hierarchy of seats is not clear, and participants are allowed to sit freely after entering. This way of arranging seats is most consistent with the theme of the tea party and is also the most popular.

2. Scattered seating style. Scattered seating is common in tea parties held outdoors. Its seats, sofas, and coffee tables can be freely combined and can even be placed at will by attendees according to personal requirements. This makes it easy to create a relaxed and comfortable social environment.

3. Round table style. Round table seating refers to placing a round table at the venue and inviting participants to sit freely around it.

Round table seating is divided into the following two forms: one is suitable for a small number of people. Only a large oval conference table is placed in the center of the venue, and all participants are asked to sit around it. The second is to place several round tables at the venue and invite participants to freely combine them.

4. Chairman style. This kind of ranking means that the host, host and guest of honor are consciously arranged to sit together at the venue.