Summary of experience in holding conferences

Part 1: Summary of experience in holding meetings

The key to the success of a meeting lies in whether the planning and preparation before the meeting are in place.

1. Meeting planning

Meeting planning directly determines the success or failure of the meeting to be held. Meeting planners must have a clear understanding of the entire meeting and be able to control the meeting from a certain strategic height. Therefore, there are strict requirements for meeting planners, who are required to have certain management capabilities and be able to control the meeting. Plan, organize, direct, coordinate, and control the people, finances, and materials involved in order to achieve the goal of holding the meeting efficiently.

(1) Pre-meeting preparations

1. Understanding of the meeting

Before the meeting, you must clearly understand the content of the meeting (name, location, time) , venue, participants, significance of the meeting)

2. Organize a pre-meeting mobilization meeting

Organizing a pre-meeting mobilization meeting plays a vital role in the success of the meeting. The pre-meeting mobilization meeting will be hosted by the meeting planner. The meeting host, meeting logistics service personnel, meeting minutes, sound engineer, venue control, cameraman, and guests and leaders invited by the meeting if necessary are also invited to attend.

(1) Before the meeting, the content of the meeting (name, location, time, venue, analysis of participating groups, meeting level, significance of the meeting and the requirements of the organizer) must be clearly communicated to the participants. meeting effect, etc.)

(2) Arrange personnel. The general planner of the conference arranges tasks for the venue service personnel (××× is responsible for hosting, ××× is responsible for logistics services, ××× is responsible for meeting minutes, ××× is responsible for audio equipment, ××× is responsible for venue guidance and on-site control, and ××× is responsible for photography, etc.).

(3) Introduce the detailed process of this meeting

(2) The qualities that the person in charge of each section of the meeting organizer should possess

1. Meeting planning< /p>

Being able to control the meeting from a certain strategic height requires planners to have certain management capabilities and plan, organize, direct, coordinate, and control the people, finances, and materials involved in the meeting. In order to achieve the goal of holding the meeting efficiently.

2. Hosting

(1) The host should have good language expression skills

Language is an important carrier for the content of the program. The host’s language Very important for the host.

First of all, the language must be smooth and fluent. Secondly, the host’s language should have strict and clear logical thinking. Thirdly, in terms of language expression, it must have its own characteristics and be contagious.

(2) The host should have a certain ability to adapt to situations and improvise

A certain ability to adapt to situations and improvise is an important factor for the host to adapt to during the production process due to human factors. Factors such as factors, equipment factors, and organizational management and coordination have caused some unpredictable but objective changes to occur in the program production process. At this time, the host can remain calm, give full play to his subjective initiative, and use his brain to quickly The ability to think and make judgments, and organize language and reactions based on brain judgment, so that changes can gradually be transformed in a good direction through the host's flexible and ingenious language organization and reactions. For example, when the host discovers his slip of the tongue in time while hosting a program, he should adapt to circumstances, stay calm, and use witty and humorous language to resolve the crisis.

(3) The host should have a distinctive hosting style

Anyone engaged in any job has his own style, and the hosting style of a host is based on In the process of hosting a program, the host's knowledge, thoughts, moral character, behavior, conversation, ability, talent, wisdom, interests and style are comprehensively reflected.

3. Logistics person in charge

(1) Determine the list of leaders, guests and audiences who can attend the meeting before the meeting (understand the participating groups), and prepare on-site meeting documents, forms, etc. Print (including: sign-in form, meeting minutes form, work schedule, table cards, etc.)

(2) Props and equipment required for the venue must be purchased in advance

(3 ) One to two hours before the start of the meeting, organize personnel to arrange the venue (meeting slogans, venue tables and chairs, table cards, water placement)

(4) Actively communicate with venue leaders, and do a good job of sign-in and guidance

4. Meeting minutes

The meeting minute taker must be able to accurately record every aspect of the meeting and provide material support for meeting summary and meeting reports.

Qualities that a meeting note taker should possess:

(1) Have shorthand ability.

(2) Have strong generalization ability.

(3) The ability to capture the characteristics of each person. Able to accurately record every aspect of the meeting and provide material support for meeting summaries and meeting reports.

5. Sound engineer

The sound engineer must prepare the venue’s music, video and documents before the meeting, and debug the venue’s multimedia, speakers, microphones, etc., and power supply one hour before the meeting. Confirm that the multimedia equipment is fully prepared to ensure normal multimedia playback at the venue. (Be able to operate computers and multimedia equipment proficiently, and have the ability to adapt to changes)

6. Cameraman

(1) Understand the spirit of the meeting;

(2) Have Some photography experience. The videographer needs to clearly understand the significance of the meeting, be able to capture every wonderful moment at the venue from the most unique perspective, and be able to take targeted close-up shots of people based on the meeting effect that the organizer needs to achieve. Provide necessary picture materials and references for meeting summary and subsequent meeting reports.

7. Venue guidance and on-site control

Venue guidance and on-site control personnel must have a clear understanding and deep impression of the spatial layout of the conference site (conference room address, surrounding parking layout of venues, bathrooms, venue passages, venue rostrum, leadership seats, guest seats, audience seats, etc.)

(1) Before the meeting, guide leaders, guests and audiences (sign-in) to their seats in an orderly manner;

(2) During the meeting, supervise the discipline of the venue, promote the atmosphere of the venue, and guide the scene in an orderly manner Personnel entering and exiting the meeting must be able to adapt to emergencies encountered on site;

(3) When announcing the end of the meeting, leaders, guests and audiences attending the meeting must be guided to leave in an orderly manner.

(3) Meeting summary

After the meeting, each center will prepare a summary of the meeting and submit it to the General Affairs Office within three days for backup and archiving. The General Affairs Office organizes meeting minutes and related documents and files them into the database. The technical service department will perform technical processing on the collected photos

(4) Materials and financial budget

Posters, banners, glue, scissors, transparent tape, pins, paper clips, blades , sign-in book, meeting minutes,

(5) Emergency handling plan

1. The technical department has multiple instruments and equipment to ensure imaging.

2. Ensure that the safety passages at the venue are smooth and that lighting and fire-fighting facilities are intact

3. Determine four randomly assigned personnel (on-site control) to make personnel arrangements for emergencies

(6) Remarks

1. All staff must wear formal attire, wear work ID cards, and carry a small notebook with them to facilitate the accurate transmission of information.

2. All responsible persons must fulfill their responsibilities. If there are special circumstances, they must declare them in advance so that timely adjustments can be made.

3. Participants should sit in the center

4. The person in charge of the meeting site

2. Pre-meeting mobilization meeting

Meeting Planning only determines the event as a project, while the conference preparatory meeting is the process of discussing and demonstrating the conference plan. The preparatory meeting for the pre-conference mobilization meeting will be held by the conference affairs team. Participants expressed their opinions on the existing plans, spoke freely, worked together, put forward their own ideas, and conducted comprehensive discussions, so that the meeting not only had a certain model, but also had more innovation and improvement.

The key is to unify the ideological understanding of the conference organizers, enhance the confidence of the conference organizers, and clarify their responsibilities and rights in the process of holding the conference.

3. Rehearsal

After the meeting planning plan is finalized, go to the venue to rehearse at least one day before the meeting. Make timely modifications and additions to the plan that are insufficiently considered. Chapter 2: Preparations for the year-end summary meeting

1. Meeting time:

January 9, 20××, 9:30

2. Meeting content:

1. Summary of the work of the Chamber of Commerce in 20××;

2. Summary of the work of Henan Chengfang Textile Company in 20××;

3. Work of the trade union of the Chamber of Commerce Summary;

4. Summary of annual party branch work.

3. Participants:

The president, secretary-general, vice-president, director, park director, and all company employees of the Textile Chamber of Commerce. Special guests - more than 80 people including representatives of the public security, fire protection, Fangbeiying and Chengcunying Second Committees.

4. Conference preparatory group:

Team leader Chang Baosheng, deputy team leaders Du Qiusheng and Zhao Jingfang, team members Fu Shuai, Zhang Yanling, Song Changwei, Du Kaili, Xu Manman, Wang Meiying, Du Xianshu.

5. Division of personnel:

1. Meeting materials, person in charge:. Meeting materials include: summary of work included in the meeting content.

2. Organization of participants, person in charge:. The staff are mainly participants.

3. Venue arrangement, person in charge: The main work includes the determination of the Muxiangyuan conference room (a conference room that can accommodate approximately 80-90 people must be negotiated with the hotel manager in advance), the layout of the rostrum ( Including attendees, including the placement of conference banners and slogans), and the debugging of lighting, sound, microphones and other equipment (prepare the national anthem MP3 format in advance). On the day of the meeting, Muxiangyuan Hotel must ensure the normal use of electrical lines and ensure fire safety. The leader of the preparatory team will coordinate with the hotel.

4. Preparation of tea and fruit products for the conference. Person in charge: Fu Shuai. The main work includes the supply of tea and fruit products.

5. Photography, person in charge: Fu Shuai, mainly responsible for the preparation of camera equipment (and responsible for photography and photography during the meeting), meal arrangements after the meeting (need to communicate with the manager of Muxiangyuan Hotel Arranged by him) Part 3: Report on the preparations for the meeting

In the recent stage, the report on the preparations for the XXXX meeting is as follows:

1. Clarify responsibilities and implement responsibilities.

On August 19, the Municipal Party Committee held the first working meeting of the Business Situation Group. Our district made arrangements for the meeting arrangements, merchant invitations, detailed arrangements and other related work. In accordance with the work requirements, we carried out careful Organize, determine the comprehensive department as the responsible department, implement the report to the responsible person and liaison officer, achieve dedicated person docking, clear responsibilities, maintain regular contact with superior departments, exchange information, and continuously improve preparations. The main leaders of the district committee attached great importance to it and convened relevant district leaders and departments to hold special meetings to clarify responsibilities and implement personnel. The entire activity was led by members of the district party group, with the Commerce Bureau specifically undertaking it and the development zone cooperating.

2. Carefully select and invite participating merchants.

According to the requirements of the meeting, our district is responsible for inviting 30 merchants. In principle, it is required to invite executives from Fortune, Forbes, and Financial Times Fortune 500 companies. Based on the above requirements, our bureau promptly We contacted various towns and parks, carefully sorted out and investigated, and reported the total list of merchants to be invited to our district on August 19, and issued an electronic invitation letter. We also coordinated and implemented the meeting agenda, participation details, and accommodation arrangements for merchants with relevant responsible units to ensure that merchants can attend the meeting on time and at the same time, allow merchants to attend the meeting with peace of mind and feel comfortable.

3. Strive to create unique features and hold special events.

In recent years, our district has focused on the region’s industrial planning and positioning, using overseas Chinese businessmen as one of the breakthrough points for the introduction of foreign investment, actively communicating with the Overseas Chinese Affairs Office, and making full use of the Overseas Chinese Affairs Office’s rich overseas resources and platform advantages. A group of overseas Chinese businessmen were actively invited to come to Chun to inspect and start business. In order to create a good investment environment, our district established an "Overseas Chinese Industrial Park" in the development zone, striving to achieve major breakthroughs in the utilization of foreign capital in the district. Special activities include:

1. Organize field visits for overseas Chinese businessmen.

Nearly 100 overseas Chinese businessmen were organized to conduct on-site inspections of our district’s economic development zones to gain a comprehensive understanding of our district’s investment environment and industrial development distribution.

2. Hold an industry symposium for overseas Chinese businessmen. At the meeting, the main leaders of our district focused on promoting the investment environment and future prospects of our district, conducted face-to-face negotiations, and provided on-site answers to the investment environment and policy consultations raised by overseas Chinese businessmen, striving to launch a number of projects in Gaochun as soon as possible.

3. Sign the project. The investment projects in the district were carefully sorted out, and 13 manufacturing projects, 32 modern service industry projects, 52 biomedical projects, 22 agricultural projects, and 14 cultural and creative projects were carefully selected to hold a signing ceremony.