Key points of business meeting reception etiquette

Key points in reception etiquette for business meetings

There is a part of receiving guests in a business meeting. Do you know what are the key points of reception etiquette for business meetings? Below are the key points of business meeting reception etiquette that I bring to you. Welcome to read.

1. About reception work

1. How to welcome guests?

First, determine the welcome and delivery specifications. Usually, the principle of equal status is followed, that is, the main greeter and the guest of honor are of equal status. When it is impossible to be completely equal, it can be flexible and a person with an equivalent position or a deputy can take over. There should not be too many other greeting personnel.

The second is to master the arrival and departure times. Accurately grasp the arrival and departure times of guests, and notify all greeting personnel and relevant units as early as possible. If there are any changes, relevant personnel should be notified promptly. The greeting staff should arrive at the greeting location in advance, not too early, not too late, or even late. The farewell personnel should arrive at the farewell location before the guests leave.

The third is to present flowers at the right time. Generally, flowers are not required to greet ordinary guests. When welcoming very important guests, you can give flowers. Use fresh flowers and keep the bouquet neat and bright. Avoid using chrysanthemums, azaleas, dianthus, and yellow flowers. When the flowers are presented, children or young women usually present the flowers after the main leaders attending the reception shake hands with the guest of honor. Flowers can be presented only to the guest of honor or separately to all guests.

Fourth, different guests are greeted in different ways. When greeting a large number of guests, specific signs can be prepared in advance so that guests can see them clearly from a distance; for guests who are coming for the first time and do not know them, they should take the initiative to inquire and introduce themselves; for guests who are more familiar, No introduction is necessary, just shake hands and exchange greetings.

The fifth is to leave a certain amount of time. After the guest arrives at the residence, do not arrange activities immediately. Leave a certain amount of time for the guest before arranging activities.

2. How to address, introduce and shake hands?

About the address. Internationally, men are usually called Mr., and women are usually called Madam, Madam, or Miss. Among them, married women are called madam, and unmarried women are called young ladies. Women who do not know their marital status can be called young ladies, and older women can be called madam. Officials with high status can also be directly addressed as their position or your Excellency.

When welcoming a group of guests, how do you introduce them? Should you introduce the guests first, or introduce the host first? Usually the concierge staff or the receptionist with the highest status will first introduce the guests according to their status. Introduced to the guests in order from high to low. When introducing two people to each other, how do you introduce them? Should you introduce the man first, or the woman first? Should you introduce the younger person first, or the older person first? Should you introduce the person with lower status first, or the person with higher status first? Should we introduce unmarried ladies first or married ladies first? In the West, people are humbled first and then respected. In our country, they are respected first and then humbled. The West is just the opposite of our country. Along with the introduction of guests, there is a question of how to shake hands? The order of extending hands: decided by His Holiness. In official situations, those with higher positions and status are the first to reach out. In non-official situations, older people and women with the last name are the first to reach out. Note: Avoid shaking hands with your left hand, avoid wearing gloves, avoid wearing sunglasses, avoid dirty hands, etc.

3. How to accompany and guide the car?

After the guests arrive, if they need to accompany the car, how do the guests and hosts get on the bus and how do they sit down?

Ride When driving a car, there are usually two situations: when there is a full-time driver driving, seat 1 is to the right behind the driver, seat 2 is directly behind the driver, and seat 3 is next to the driver (if there are three people in the back seat) , then seat 3 is in the middle of the back row).

If the host drives the car himself, the guest of honor should be asked to sit on the right side of the host, that is, on the right side of the front row, which is the passenger seat.

The main seat of the medium car is in the first row behind the driver, and seat No. 1 is near the window.

When riding in a medium or large van, the front seat is higher than the back seat, and the right seat is higher than the left seat; the closer to the front door, the higher the seat. When closing the car door for a guest, you must first check to see if the guest has sat down. Do not close the car door too hastily and injure the guest.

When the guests and hosts march side by side, the leader walks on the outside and the guests walk on the inside. When marching in a single file, the leader should walk in front and the guests should walk behind, playing the role of leading the way. When entering or leaving the room, the leader takes the initiative to open and close the door.

When entering and exiting an uncontrolled elevator, the leader should enter first and then exit to control the elevator.

4. How to meet and talk?

Arrangement of seats for the meeting. The guests are usually arranged on the right side of the host, the translator and recorder are arranged behind the host and the guest of honor, and other personnel are seated on the side of the guest of honor in order of protocol. The person accompanying the host will be seated on the host's side. If there are not enough seats, you can add extra seats in the back row. The ranking of personnel from both parties will be comprehensively arranged by both parties based on each person's position, status, content of this meeting, etc.

Discuss seating arrangements. Bilateral talks usually use a rectangular, oval or round table. The guest and host sit opposite each other, taking the main entrance as the standard. The host sits on the side with the back of the door and the guest sits on the side of the door. The main speaker is in the center. In our country, it is customary to place the interpreter on the right side of the interviewer. Other personnel are arranged left and right in order of protocol. The recorder can be arranged at the back or at the interview table when there are fewer people interviewing. The ranking of personnel on both sides is also comprehensively arranged by both parties based on each person's position, status, and the content of this meeting.

If one end of the long meeting table faces the main entrance, the direction of the entrance shall prevail, with the right side being the guest side and the left side being the main side.

If there is a group photo, how to arrange the seats?

Generally, the host is in the middle, and according to the order of protocol, the host’s right hand is the top, and the host’s right hand is the first guest, and the host’s The second guest is on the left hand side, and the host and guest are spaced apart. The first row of people must consider not only the identity of the people, but also the size of the venue, that is, whether they can all be captured in the shot. Generally speaking, both ends are handled by the host personnel.

If a superior leader comes to inspect and arrange a group photo, all the people taking the group photo should be arranged in order, and each row should be arranged according to the seating order on the rostrum during the meeting. In order to highlight the main leaders and ensure that the main leaders are in the center, they are usually seated in odd numbers. Personnel No. 1, the person with the highest status, is in the middle, person No. 2 is on the left hand of person No. 1, person No. 3 is on the right hand of person No. 1, and so on.

1. Talk with foreign guests

2. Talk with superior leaders

5. How to host a banquet?

There are three main links: Arrangement Good menu, good format, and good seating arrangement.

Arrange the menu. It is necessary to reflect national characteristics, local flavor, seasonal fashion, restaurant specialties and dishes that guests love, with fewer expensive dishes and no taboo dishes. Regarding dietary taboos, for example, the Hui people do not eat pork, Jewish descendants do not eat pork, rabbits, and poultry, Indonesians and Malaysians do not eat pork (they believe in Islam), and Arabs do not eat pig, horse, mule, and donkey meat. Still don’t eat rabbit meat. After understanding these customs, you must pay special attention when making arrangements, and never serve the meat of these animals. Islam also prohibits alcohol, but there are exceptions, that is, Iraqis can drink alcohol.

Determine the dining format. Banquets are always completed through certain banquet forms. The forms of banquets include banquets, receptions, tea parties (also known as tea parties, which are social gatherings for external liaison and entertainment to contact old friends and make new friends. The focus is not on "tea" but on "talk"), and working meals. The formal banquet in the banquet and the buffet in the reception are the two most commonly used banquet forms for receiving guests.

A formal banquet is a banquet second only to the state banquet. It can be arranged for entertainment, the guests and hosts are seated according to their status, and local liquor and other drinks are used. The scene of the formal banquet should be arranged in a solemn and elegant manner. Do not use traffic lights or neon lights for decoration. You can decorate it with a small amount of flowers. Formal banquets usually have a banner with "Welcome Banquet" and sometimes a slogan. The content of the slogan can be formulated according to the theme of the banquet.

Arrange your seats. Formal banquet table arrangement: For the main table, the center of the round hall is on top, the horizontal row is on the right, the vertical row is on the far side (from the door), and when there is a podium, the front table is on top. The positions of other tables, such as 2, 3, 4, etc., are determined by the distance from the main table. The near is high and the far is low. The right is high and the left is low. When the number of tables is large, tables should be placed with secondary cards.

Formal banquet seating arrangement: Usually there are 10 people per table, and the location of the guests is determined by the distance from the host’s seat. In our country, it is customary to arrange people according to their respective positions to facilitate conversation. When there is only one host, guest No. 1 sits on the right side of the host, guest No. 2 sits on the left side of the host, and guests No. 3, 4, 5, 6, 7, 8, and 9 sit on both sides in sequence. .

When there are two hosts, that is, when there is a first host and a second host, guest No. 1 sits on the right side of the first host, guest No. 2 sits on the left side of the first host, and guest No. 3 sits on the left side of the first host. On the right side of the second host, guest No. 4 sits on the left hand side of the second host. Guests No. 5 and 6 sit on both sides of guests No. 1 and 2 respectively. Guests No. 7 and 8 sit on the left side of the second host. Guests No. 7 and 8 sit on the left side of the guest No. 3 and 4 respectively. On both sides of the table, other guests were seated accordingly.

A buffet (also called a buffet) is often used to entertain a large number of guests. There is usually a seat for the guest of honor, and the rest of the seats are not fixed. Food and drinks are placed on the table in advance. After the reception begins, the food and drinks are taken automatically. This form of dining is becoming more and more popular. Both the host and the guest feel relaxed and free, and it facilitates communication.

6. How to watch the program?

Generally, the seventh and eighth rows of seats are the best for watching cultural programs. When watching movies, it’s better to sit in or around the 15th row. For special performances, VIP seats should be reserved for the host and main guests. Other guests can sit in a row and can come and go freely.

If a dance party is held, the time should be controlled within 2 hours, that is, try to be at 8:00-10:00 in the evening. There should be an equal number of men and women attending the dance. Pay attention to the alternation of singing and dancing. Men should take the initiative to ask women to dance, and women can decline; women should ask men to dance, and men cannot refuse. When the dance is about to end, the ending song should make the guests feel that the dance is almost over.

7. How to visit?

The first is project selection. Make arrangements based on the purpose of the visit, the guest’s wishes and interests, and whether the guest has visited before.

The second is to arrange the layout. After the project is determined, detailed plans should be made, including what to see first and what to see later, where to park, where to introduce, where to go to the bathroom, where to get on the bus, how to guide in the middle, how to connect, who will introduce the situation, etc. etc., must be clearly explained to the reception unit.

For large, important, and complex visit activities, special attention should be paid to the following points: Carefully select visit points; preview the route repeatedly, and calculate the time used on the way, the time used for visiting, and the time used for introduction. Make sure to spend the least time to see the most tourist spots; determine the contact person, contact number and introducer; arrange the commentators and commentaries along the way; pay great attention to the visit process, discover and solve problems in time; make timely decisions according to sudden changes. Very adaptable.

8. How to sign a contract?

Generally, a rectangular table is set up in the signing hall as the signing table. The table top is covered with dark green cloth, and two chairs are placed behind the table for the seats of the signatories of both parties. In front of the seats are the texts that each person has kept, and signature stationery is placed at the top. If signing with a foreign party, a flag stand is also placed in the middle of the table to hang the national flag of the signing country.

Participants from both parties entered the signing hall. When the signing person takes his seat, other persons shall be arranged in order of identity behind the seat of the respective signing person. The signature assistants from both sides stand outside their respective signatories, assisting in turning over the text and pointing out the signature place. After signing the text saved by the main party, the signing assistants will pass the text to each other, and then sign on the text saved by the other party. Then the signers of both parties will exchange texts and shake hands with each other. Sometimes after signing, champagne or red wine is provided, and everyone toasts together to celebrate.

9. How to maintain a good appearance and image?

This is the foundation and beginning of good reception work, and it is also a matter that involves the image of an individual, an unit, or a country.

First, the spirit should be full and natural, and the attitude should be kind and dignified. Face, hands, clothes and shoes should be clean. Speak politely and pay attention to your identity. In public places, you should keep quiet, observe order, and do not disturb or affect others. Keep your promises.

The second is to use polite and polite language. Like hello, please, thank you, sorry, goodbye.

The third is to respect privacy. When interacting with people, do not ask about the five things, that is, do not ask about age, marriage, whereabouts, income, and address. But in daily interactions, some people like to ask these questions the most. This is something to be aware of.

The fourth is to put women first. Always put women first and protect women everywhere. When men and women walk together, the man should go to the outside side. When they cannot walk side by side, the man should let the woman go first. Men should walk in front of women when opening doors, getting out of cars, going upstairs or entering unguided places, or when encountering obstacles and dangers.

When dining, the order in which you enter the restaurant and take your seat is that the waiter will guide you, followed by the ladies, and then the gentlemen will "hold the line".

Fifth, dress appropriately. Dressing should reflect integrity, personality and harmony. The color of men's clothing cannot exceed 3 colors, otherwise it will look messy and not solemn enough. Socks should generally be worn in the same color or darker color as pants and shoes. Men usually wear casual clothes, which include coats, jackets, shirts, T-shirts and various suits. But when attending formal, grand, serious meetings or special ceremonies, you should wear dark suits or dresses.

Here are some things to note when wearing a suit:

The length of the suit sleeves should reach the wrist. The sleeve length of the suit shirt should be 1-2 cm longer than the suit sleeves. In all formal occasions, a tie must be worn when wearing a suit, and the suit must be buttoned. Shirts and ties should be carefully selected. The collar of the shirt should be crisp. The color of the tie should be coordinated with the clothes and the occasion, and should not be too casual. When wearing a tie, the first button of the shirt should be fastened. The hem of the shirt should be tucked into the pants. Generally do not wear cotton-padded clothes under your shirt. When the weather is cold, you can wear a woolen sweater outside your shirt. When wearing a sweater, the tie should be placed inside the sweater. You must wear leather shoes when wearing a suit. Usually black or brown leather shoes. Leather shoes should be oiled and polished, and should not be covered with dust. The suit can be worn open for daily wear or with the first button buttoned. It is not advisable to put too many things in the suit pockets and trouser pockets to make it appear bulging. When wearing a suit without a tie, leave the first button of the shirt unbuttoned.

The tie should not be too long or too short. The tie is usually between the fourth and fifth buttons. It is appropriate for the lower end to touch the belt when standing. If you are wearing a vest, the tie should be placed inside the vest and the tie clip should not be exposed from the vest. In life, some people clip their tie clip to the second button of their shirt, which looks very conspicuous and ugly. In festive occasions such as banquets, the color of the tie can be brighter; when attending condolence activities, black or other plain-colored ties are generally worn. In daily life, you can wear only a shirt (including a short shirt) or a tie, but the bottom of the shirt should be placed in the trousers. Wear jackets and other lapel-collared clothes with a shirt underneath, and you can also wear a tie. People with small faces and tall bodies should not wear ties that are too narrow, and fat people should not wear ties that are too wide. ?Sixth, catering must be standardized. Sit upright, with your legs close together and your feet flat. Keep your hands and elbows away from the table, and do not place or spread them on the table. Guests can start only when the host signals to start. When eating, chew carefully and slowly, and do not make loud noises, such as "gurgling" when drinking soup or "bah-bah" when eating vegetables, which are all uncivilized manifestations. If you sneeze or cough uncontrollably, cover your mouth and nose with a handkerchief, lower your head and turn to the side to avoid making any noise. When toasting, keep your upper body straight and your legs steady. Persuading people to drink should be done in moderation, and avoid drinking too much. It is advisable to control it to one-third of your own alcohol consumption.

When using chopsticks, once you pick up food, you should put it into your mouth immediately and do not stay too long. When picking up food, don’t stir your chopsticks around on the plate, and don’t extend your chopsticks too far into the dish. If you occasionally drop some dishes out of the dish, you cannot put them back on the plate. Eating with a bowl on the table is prohibited. (When eating Western food, hold the fork in the left hand and the knife in the right hand. Use the corresponding tableware for the previous dish. If you leave your seat temporarily, place the knife and fork in an "eight" shape on the plate, indicating that it has not been used up. If the meal is finished, put the knife and fork in Place the knife and fork side by side on the plate, with the handle facing the right)

When eating at a buffet, take food automatically in order and do not rush ahead; after taking food, sit down in a suitable position and eat slowly; first You don’t need to take too much food at one time. If you need to add more food, you can take it again or multiple times. It is best to finish the food you take and do not leave any leftovers to avoid waste.

2. Regarding conference affairs

1. How to prepare and distribute meeting notices?

After the notice is sent out, be sure to confirm whether the participants have received the notice. Whether to attend the meeting or not. For those special personnel who hold multiple positions, it is necessary to verify whether the person is participating in person so that the place cards can be placed correctly.

2. How to select a venue?

Mainly based on moderate size, sufficient conditions, close distance, and economy.

3. How to determine the monogram, return bid and promotional slogan?

The monogram can be determined according to the meeting notice. The return tags and promotional slogans should be closely linked to the theme of the meeting and should be appealing and inspiring.

4. How to arrange the seat cards?

Arrangement of the rostrum.

When there are a large number of people on the podium, more than one row of podiums can be set up, with leaders seated in rows. From the perspective of facing the audience, when the number of people on the rostrum is an odd number, Personnel No. 1 is in the center, Personnel No. 2 is to the left of Personnel 1, Personnel No. 3 is to the right of Personnel 1, and so on. When the number of people on the rostrum is an even number, Personnel No. 1 is to the right of the center point, and Personnel No. 2 is to the left of the center point. That is, the center point between Personnel No. 1 and Person 2 is the center point of the rostrum. , Personnel No. 3 is in the right-hand position of Personnel No. 1, Personnel No. 4 is in the left-hand position of Personnel No. 2, and so on.

Those who want to speak should prepare the "speaker's seat" card and place it in place before the meeting. Five minutes before the speech, the speaker should be asked to go to the side of the rostrum near the podium, prepare to speak, and return to his seat after speaking.

5. How to ensure that the microphone and sound are good?

Choose a good microphone. Check and inspect repeatedly to ensure stable operation. The microphone should be checked one last time 10 minutes before the meeting starts to make sure it is in good condition.

6. How to distribute awards?

Arrange award recipients to sit relatively close to the front to facilitate the organization of receiving awards.

Rehearsal for the hostess. The etiquette lady came onto the stage one by one from the side of the rostrum with the prizes in her hands. The distance between the two people in front and behind was equal. When she walked to the first row of the rostrum, she naturally turned to the audience and displayed the prizes. Then, she turned to the podium and handed the prizes to the award-giving leader. , turned around naturally and left the podium from the other side.

Conduct a rehearsal for award recipients. Determine the number of recipients in each batch. Determine the number of people on the stage to receive awards in each batch according to the number of leaders sitting in the first row on the podium to receive awards. It should be noted that the number of award recipients should generally not exceed the number of award-giving leaders. Try to avoid one leader awarding more than one award at the same time to reduce the number of awards. Possibility of mistakes.

Print the name of the award giver and the name of the award recipient in a one-to-one correspondence and send it to each award recipient so that they can remember which leader they went to receive the award.

Before officially going on stage to receive the award, the etiquette lady will guide the award recipients to the rostrum. After walking to the corresponding award-distributing leader, all award recipients will first turn to the audience and pause for about 5 seconds. Then he turned back to the rostrum and received the award from the corresponding leader with a smile. After receiving the award, he turned back to the audience again, paused for about 8 seconds, displayed the award, and allowed photographers and reporters to take pictures. Finally, return to your seat from the other side.

7. How to sign a certificate of responsibility?

Arrange the people signing the certificate to sit relatively close to the front to facilitate the organization of signing the certificate.

Prepare a certificate of responsibility, a table and chairs for signing, a “signing seat” card, and a signature pen. Arrange personnel to carry the signature table and wear uniform uniforms. Hostesses must be well-trained. Participants must be notified in advance. During the award signing, the music is matching and the volume is moderate. There are many rehearsals beforehand.

8. How to provide logistical support for the meeting (mainly vehicles, order, and electricity)?

Allocate the vehicles needed for the meeting, especially the vehicles that pick up and drop off leaders attending the meeting, and require seats. Sufficient, the car is clean and tidy, and a spare vehicle is prepared. There must be on-site staff for on-site service.

Arrange personnel to maintain order inside and outside the venue to ensure that vehicles are parked in an orderly manner and the environment is quiet. Before the meeting, check inside and outside the venue, and pay attention inside and outside the venue during the meeting to handle emergencies in a timely manner.

Prepare a power supply vehicle and have professional tracking services to ensure immediate power supply after a power outage.

9. How to do frugal work well?

Follow the principles of necessity, simplicity and convenience.

First, the venue should be of moderate size and have sufficient facilities and equipment. Don’t pursue high-end luxury too much. The venue is relatively close, making it easy for most people to come and go.

Second, the venue layout is necessary to enhance the atmosphere and should not be too complicated or fancy.

Third, meeting materials should be reduced as much as possible.

Fourth, food and accommodation should be low or high. Accommodation can be arranged in ordinary standard rooms.

Fifth, vehicles are mainly self-pickup and mainly borrowed, and try not to rent them. ;