How to start hosting a conference

Before the meeting starts, preparation for the meeting is an important task to improve the efficiency of the meeting and ensure that the meeting process proceeds in an orderly manner. Therefore, what preparations the meeting organizer makes before the meeting will directly affect the entire meeting. Quality

One. Establishment of a conference preparatory group

Organizing an efficient conference preparatory group and selecting a capable and conscientious person in charge of the preparatory group are prerequisites for the success of the conference. The person in charge of the conference preparatory group should be an influential person in the unit. He should not only have strong organizational skills, but also have some cohesion. Not only should he be strong in all aspects, but he should also be able to lead by example and lead the entire conference team at critical times. Personnel raid a certain job. If allowed, the leader of the preparatory group should preferably be the meeting host.

The conference preparatory group should consist of two groups: the secretarial group and the conference affairs group. The former is mainly responsible for the preparation of written publicity, and the latter is mainly responsible for all work except written publicity, from pre-meeting preparations to the start of the meeting. reception, service during the meeting, and farewell after the meeting, etc. The main person in charge of the conference preparation group and the leaders of the two groups should communicate information in a timely manner, and make detailed preparations and schedule progress plans under the overall schedule to ensure the perfection of meeting preparations. 2. Meeting preparation. The conference affairs team is responsible for the conference preparation work. There are many contents in conference preparation, mainly including: 1. Prepare the meeting notice. The meeting notice must state the time, location, theme of the meeting, and participants of the meeting. Meeting times should generally not be chosen during major festivals and holidays, as these days are rest days for participants. In order to enable meeting participants to make arrangements for their own work, some meeting notices should also indicate the time for leisure meetings. Meeting notices should be sent out a certain amount of time in advance so that meeting participants can be prepared. Depending on the content of the meeting and the geographical scope of the participants, meeting notices may be posted or mailed. When mailing the meeting notice, write "Meeting notice, urgent forwarding upon receipt" on the envelope to avoid delays. For out-of-town conference participants, issues such as accommodation and travel expenses should be clearly stated one by one to avoid unnecessary trouble. 2. Arrange the venue. The size of the venue depends on the content of the meeting and the number of participants. The layout of the venue should also be commensurate with the content of the meeting. Notices such as "Welcome" should also be posted in the square or door of some large-scale meetings. If the venue is difficult to find, signposts should be placed nearby for guidance. Because the monogram is above the rostrum, it is usually red with white or black characters, and the characters should be dignified and elegant. Some encouraging and calling slogans can be placed around the two examples or around them. The seating arrangement should be based on the type of meeting, such as circular venue arrangement or square, rectangular, symmetrical, concave and other seat arrangements. In terms of decoration, the decoration should be based on the type of meeting to enhance the atmosphere of the meeting. For example, celebrations should be decorated in a joyous manner; symposiums and consultation meetings should reflect a harmonious and equal atmosphere. The layout should pay attention to the psychological effects of color and the arrangement of flowers, plants and bonsai. In addition, the sound and lighting should be coordinated with the atmosphere of the meeting. Check the sound and lighting before the meeting to prevent problems. 3. Make a conference budget. The conference budget generally includes: venue rental fee, venue decoration fee, printing fee, paperwork, transportation fee, telephone fee, refreshment and beverage fee, gift fee, etc. 4. Other preparations. According to the needs of the meeting, decide whether the meeting needs to organize visits, small banquets and other activities, and make corresponding preparations.