Conference reception etiquette

Conference reception etiquette

Common sense of conference reception etiquette is one of the conference service etiquette courses. The most critical to the successful start of a conference is the conference reception. Next, I will introduce to you the reception etiquette for conferences, come and take a look!

Etiquette standards for conference reception services

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. The signing desk is equipped with brushes, pens and sign-in books. 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.

Usher

After signing in, the conference reception staff should politely introduce the 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 start of the meeting.

Reception

After the participants sit down, the reception staff should hand over tea, towels, and fruits, and enthusiastically answer various questions, meet various requirements, and provide all possible services to the participants. Possibly attentive service.

Image shaping of conference reception staff

All employees should dress uniformly according to company requirements. Clothing should be kept clean and intact, with all buttons and no 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.

Conference reception staff must wear work badges during their duties.

Male conference receptionists should have neatly trimmed beards and neatly trimmed hair, not too long.

Female conference reception staff wear light makeup and are consistent with their age and identity. Don't wear makeup in public. Pay attention to public hygiene. You should not eat foods with pungent odors before going to work to avoid bad breath.

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.

Avoid yawning, stretching, sneezing, picking ears and other uncivilized behaviors in front of customers. When talking to leaders and guests, you should look attentive, have natural expressions, and express appropriately. You should not put your hands behind your back, sleeve your hands, fold your hands, or fold your hands. Don't shake your hands from side to side or scratch your ears and cheeks.

Common sense for conference reception

1. Types of conference ceremonies

Special seminars (disaster relief fund-raising, auctions)

Academic seminars

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Forum

Signing ceremony

Commendation meeting (receiving prizes and awarding them)

Annual meeting (annual thanksgiving meeting, VIP member annual meeting) < /p>

Festivals and organizational celebrations (50th anniversary celebrations of the National Day, celebrating the centenary of Fudan University, corporate anniversary celebrations, commemorating the birthdays of celebrities)

Receptions and banquets

Exhibitions ( Industrial expos, art fairs)

New product launches

Literary activities (party, talent show, literary awards)

Premiere and launch ceremony

News media conference

National and local-level theme activities (film festival, folk art festival, international fashion festival)

2. Conference venue

Conference Center

Multi-functional Hall

Exhibition Center

Restaurant/Hotel

Conferences for colleges, enterprises and companies Venues

Stadium/stadium

Yacht/cruise boat

Park/scenic area

City theme square

Museum /Art Museum

Meeting reception preparations

1. Determine reception specifications according to the scale of the meeting

2. Distribute meeting notices and meeting agenda

When choosing the venue, you should consider it based on the number of people attending the meeting and the content of the meeting: the size should be moderate, the location should be reasonable, the ancillary facilities should be complete, there should be a parking lot, etc. .

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. 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.

The configuration methods of seats include round table type, oral type, classroom type, etc. The configuration should be consistent with the style and atmosphere of the conference, and the concierge order should be maintained.

5. Prepare meeting materials

Necessary materials related to the meeting topics should be prepared. They should be organized and distributed to the participants in folders to facilitate their reading and preparation for speaking. .

6. Pre-meeting inspection

Remediate areas that were not carefully considered or implemented during the preparation stage, and identify problems in a timely manner so that adjustments can be made.

7. Enter the reception position in advance

Conference reception staff should enter their respective positions in advance and enter working status before the arrival of the attendees.

Conclusion: Conference reception etiquette can be said to be a complicated task, and the quality of reception work directly reflects the overall level of organizational management. Doing a good job in meeting reception is of great significance to shaping the image of the organization. ;