How to write a meeting plan

In order to successfully complete the reception task, foreign affairs reception units generally need a special reception team to be fully responsible for all reception matters.

The reception work should first understand the basic situation of the visitors and find out the country, name, member list and purpose of the delegation. If you need to book a hotel or return air ticket according to the guest's requirements, you should also ask for a copy of the guest's passport (fax). After mastering the above situation, we will make a detailed (Chinese and foreign) written reception schedule (table), including welcome, meeting, talks, signing ceremony, banquet, etc.

Please, visit, transportation, meal and bedtime, accompanying personnel and other details. We should consult the guests in advance as far as possible, and also consider the customs and religious beliefs of the guests. After the schedule is printed, let the guests get a copy in time when they arrive.

Second: seeing me off

According to the identity of visitors, determine the welcome specifications. According to international practice, the main guest is usually equivalent to the guest of honor. Go forward to greet guests, organize welcoming ceremony, venue layout, flowers, photos, TV, and organize mass scenes. Such as the arrival and departure time of the plane (car, ship), the choice of the flower sender and the preparation of the bouquet (garland), the introduction of the meeting between the guest and the host, the arrangement of the train sequence, the arrangement of seats, the hanging of the national flag, etc. , should be implemented item by item.

When welcoming guests, after the foreign guests get off the plane (car, boat), the concierge should take the initiative to introduce the names and responsibilities of the welcoming staff to the guests, and the welcoming staff will immediately shake hands with the guests to welcome them. If the foreign guests take the initiative to hug our staff, I can make corresponding representations, and don't shrink back or hug reluctantly. If flowers are needed, they should be arranged after the main leaders of the welcoming guests shake hands with the guests. Chrysanthemums, azaleas, carnations or yellow flowers should not be used as flowers.

When getting on the bus, please ask the guests to get on the bus from the right, and then accompany the host to get on the bus from the left. After all the foreign guests and their accompanying personnel got on the bus, they drove to the hotel. On the way, the accompanying personnel should take the opportunity to introduce things that are conducive to promoting Yichang to foreign guests, such as welcome slogans and cultural landscapes seen along the way.

Important foreign guests and large groups visiting, should arrange a special person, special car to pick up luggage and deliver it to the guest room in time. Don't arrange activities immediately after the foreign guests arrive at their residence. They should have a rest and give each other time to change.

III: Meeting

Where a person with high status meets a person with low status, or the host meets a guest, it is called meeting or summoning. On the other hand, when a person with low status meets a person with high status, or a guest meets his host, it is called a meeting or a visit. A return visit after an interview and a telephone call is called a return visit.

The person who arranges a meeting with one party shall take the initiative to inform the other party of the meeting time, place, main participants, other specific arrangements and related matters needing attention. If you have a group photo, you should prepare it in advance. Generally, the host is in the middle, according to the protocol order, the host's right hand is up, the host and guest are arranged at intervals, and the two ends are bounded by the host.

Before the meeting, the host should greet the guests at the door, either at the main entrance of the building or in the living room. If the host does not meet at the entrance, the staff should meet at the entrance and introduce him into the living room. After the meeting, the host should send the guests to the front of the car or shake hands at the door and watch them leave.

When leaders meet, except the accompanying staff and the necessary translators and recorders, other personnel should quit after the arrangements are ready. Don't let others in and out at will during the conversation.

When arranging the seat of the host and guest, the guest sits on the host's right, and the translator and recorder sit behind the host and guest. Other foreign guests sit on the guest side in the order of protocol, and the host sits on the host side. If there are not enough seats, you can add seats in the back row.

Fourth: talks

Talks refer to exchanging views on some major political, economic, cultural and other issues of common concern. The content of the talks is more formal, political or professional.

First of all, a special team should be formed to determine the main negotiators. The position of our main negotiator should be the same as or similar to that of the other party. The number of people attending the talks is roughly equal. The second is to prepare the outline of the talks. If both parties need to sign the minutes of the talks or the agreement at the end of the talks, they should draft the text in advance.

The talks shall be presided over by the main spokesman, and no other personnel shall express their opinions without the permission of the main spokesman. If you have different opinions, you can write a note to the main negotiator for his reference. If the speaker asks everyone to make supplementary remarks, others can make appropriate supplements according to the speaker's speech, but they cannot put forward opinions contrary to the speaker's opinions.

Talks usually use rectangles, ellipses or round tables. The host and guests sit opposite each other, just like their famous brand. The host sits in the back and the foreign guests face the front door. The speaker's seat is in the middle.

Verb (abbreviation of verb) signing ceremony

The signing ceremony was basically attended by everyone on both sides. In order to show the importance of the signed agreement, the two sides are often attended by higher leaders at the signing ceremony.

Generally, a long square table is set as the signature table in the signature hall, and a dark table is laid on the desktop. Behind the desk, two chairs are placed side by side for the use of two signers, mainly on the left and right. In front of the seat are their saved words, with signature stationery on the top and a flag rack in the middle, with the national flags of both signatories hanging.

Participants in the signing ceremony of both parties enter the signing hall, the signers are seated, the assistant signers stand outside the signers respectively, and other personnel stand behind their signers' seats according to their identity order. When signing, the countersignature should help to uncover the text and indicate the signing place. After signing the text saved by us, the countersigner shall pass the text to the other party and then sign the text saved by the other party. After signing, both signatories should exchange texts and shake hands with each other. Sometimes champagne is served, and after signing, * * * will raise a glass to celebrate.