Conference reception plan template

It would be good if there is a plan for meeting reception. Only by conducting the meeting in a planned way can we do better. The following is a "Conference Reception Plan Sample" compiled by me for your reference only. You are welcome to read it. Conference reception plan template (1)

1. Preparation before the meeting

1. Organize the conference team and clarify work responsibilities. For large-scale meetings, detailed conference work plans must be developed.

2. Issue meeting notice. Including meeting name, content, meeting date, time, location, and range of participants.

3. Print the meeting agenda, arrange the meeting procedures, and formulate precautions.

4. Large-scale meetings should be organized and propose group conveners and discussion locations.

5. For large-scale meetings, meeting vouchers must be printed. Such as attendance certificate, attendance certificate, work certificate, invitations, etc.

6. The layout of the venue should fully reflect the atmosphere of the meeting.

(1) Hang the monogram, emblem, and flag.

(2) Set up the rostrum, implement the leadership of the rostrum, arrange seats, set up speaking seats, visit seats, microphones, and ensure sound effects.

(3) Determine the layout of the conference table, clearly divide the sub-venue areas, and make it clear to the participants.

(4) Ensure that lighting, ventilation, audio, video, and air conditioning equipment are complete and effective.

(5) Place appropriate flowers.

7. Post-service work. Large-scale meetings must make detailed arrangements for participants' accommodation, transportation, medical care, culture and entertainment, and security.

8. Make preparations for meeting speeches, voting, award distribution, group photos, etc.

9. Conduct pre-meeting inspections or report preparations to leaders.

2. Conference organization and service work

1. Conference staff should arrive at the venue one hour in advance and repeatedly check the preparation of the venue.

2. Carry out meeting sign-in and material distribution.

3. Ensure that all leaders and spokespersons on the rostrum are present.

4. According to the reservation plan, organize the participants to sit from front to back.

5. Maintain order at the venue. Five minutes before the start of the meeting, the door of the venue should be closed, all participants should be seated, and irrelevant personnel should leave the venue. During the meeting, mobile phones should be turned off. Looking for people is generally not allowed, and irrelevant persons are not allowed to enter the venue.

6. Keep meeting minutes and write meeting briefings.

7. Organize photography.

8. Book cars, boats, air tickets, etc. for participants.

3. Meeting aftermath

1. After the meeting, check the venue and bring back remaining materials, signatures, etc.

2. Organize delivery to the station. Arrange vehicles, drop-off personnel, etc. in advance according to the departure time of participants.

3. Do a good job in clearing, collecting and archiving meeting documents.

4. Do a good job in meeting reporting.

Conference reception plan template (2)

1. Reception time

20xx, x month x - x month x day 20xx

2. Reception location

Airport pick-up location: xx

Hotel: xxx

Meeting location: xx Hotel Conference Hall

3. Reception objects

Guests and other guests and their accompanying persons

IV. Personnel in charge of reception

General responsible: Reception Office

Cross-department reception team: relevant leaders, Secretarial Team, Administrative Team, Publicity Team, Security Team

5. Preparatory work for the reception

1. Prepare and issue invitation letters, invite guests, coordinate time 2. Arrange meals and accommodation in advance Reservation 3. Greeting and vehicle arrangements

4. Welcome (20 minutes before guests arrive, relevant personnel must do a good job of welcoming guests) 5. Relevant reception staff, responsible for related reception work

6. Airport reception

1. There is a reception staff in the arrival hall on the first floor of the airport. According to the flight arrival situation of the passengers, they will hold the "Warmly Welcome XX VIP" sign and wait at the arrival elevator on the first floor. Guests are responsible for guiding guests to the reception area (sign-in table size: 1.8×0.5×0.75). The reception team will then take the guests out of the car together.

2. Place simple welcome placards (roll-up banners under 80×180cm) at the exit of the corridor, the elevator entrance on the second floor of the waiting hall, and the reception area.

3. The service department will receive guests in accordance with normal guest reception procedures.

4. For special guests such as important leaders, the Provincial Youth League Committee shall make a request. The Airport Youth League Committee is responsible for applying for relevant reception personnel passes and arranging relevant personnel to assist in welcoming them at the exit of the corridor bridge.

Hardware notes: 2 roll-up banners (one of which is 2 meters long), reception sign and table, several pens, welcome sign, 10 ribbons?

Seven , Hotel check-in

1. Determine the guest's check-in time, notify the hotel reception staff to make relevant preparations in advance, and confirm room accommodation arrangements.

2. When the guests arrive at the hotel, all members of the lobby reception team are waiting in the hotel lobby, and the camera and recording team arranges to take photos.

3. After entering the hotel, the reception staff will guide you into the room that has been arranged in advance.

4. If you need to take a break after a meal, you need to arrange for someone to take the guests back to their room. After the meal, arrange for room service staff to take you to the room to rest and ask if you need wake-up service.

8. Meals (breakfast, lunch, dinner)

1. The reception staff will lead the guests to dine at the hotel. Related services are provided by room service staff.

2. After the meal, arrange for room service staff to take you into the room to rest, and ask if you need wake-up service.

9. Preparations before the meeting

1. Select the conference hall. Determine the size of the conference hall based on the number of meeting participants.

2. Venue layout. Depending on the content of the meeting, banners are hung in the venue. Welcome and celebratory signs are posted at the door. Appropriate relaxed bonsai and potted flowers can be placed in the venue; in order to make the venue more solemn, the national flag, party flag or national emblem or emblem can be hung on the rostrum. Paper, pens, fruits, and drinks need to be placed on the table, wiped clean, and arranged in a beautiful and uniform manner

3. Reception etiquette before the meeting. Prepare etiquette personnel in advance to do relevant reception work.

4. Pre-meeting inspection. Check in advance whether the audio, video, documents, banners, etc. are all ready.

10. Meeting Reception

1. The welcome message (electronic screen) is played 15 minutes in advance "Warmly welcome all XX distinguished guests to our company for inspection and guidance"

2 .Cleaning and arrangement of the venue

1) Clean and arrange the venue 30 minutes in advance to keep the venue tidy and orderly with fresh air

2) Place the venue items and place them on the table if necessary Fruits and drinks should be scrubbed clean and arranged in a beautiful and uniform manner. Cigarettes can be handed over to the person with the highest ranking of the accompanying personnel to distribute them on his behalf, adjust projectors, speakers and other equipment, and screen relevant materials.

3. Contact the accompanying person and instructor. According to the purpose and needs of the customer's inspection, determine the accompanying persons and inform them of the preparations in time to facilitate smooth communication: 1 hour before the start of the meeting, remind relevant personnel again 4. Lead the guests to the conference hall and be introduced to the venue by etiquette to take their seats.

11. Forum

1. Corporate presentation (group, industry promotional video, company introduction PPT) 2. Technical exchange (technical staff PPT explanation, interaction)

　3. Venue service (replenishing tea every 20-30 minutes or as the case may be) 4. Taking photos (according to the importance, taking pictures and keeping them) 5. Videography (depending on the importance, taking pictures and keeping them)

12. Preparations for post-meeting services

Make preparations for post-meeting services. Arrange the venue, chairs, etc. in advance, and prepare the photographer for photography. Cars after the meeting should be properly arranged before the end of the meeting.

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1. Before the meeting

1. Negotiate with the conference organizer to understand the meeting requirements and required services.

2. Provide air tickets, tickets, accommodation hotels, conference venues, transportation and other information required for the meeting, and formulate a complete meeting plan to the meeting parties.

3. Send a dedicated person to assist the client in on-site inspection of the food, accommodation, conference venue, travel, entertainment and other related aspects of the conference venue.

4. Determine the plan, sign the contract, and pay the deposit in advance.

2. During the meeting

1. Meeting reception: A dedicated person is responsible for etiquette, pick-up, public relations and other services at the airport and station. Place the welcome AM, welcome sign, sign-in desk, signage, etc. in the hotel and conference room in advance.

2. Pre-meeting preparation: Prepare meeting materials, meeting supplies, meeting speeches and other meeting-related items needed for the meeting.

3. Meeting place: Someone will go to the meeting room to check the meeting room banners, lighting, sound, tea, etc.

4. Conference accommodation: Confirm the room floor and room number, and ask if there are any special requirements.

5. Conference catering: Meal time, meal standards and confirmation of special guests (Muslims).

6. Conference travel: Confirm the travel itinerary, car usage, whether the tour guide has added attractions, etc.

7. Conference entertainment: Confirmation of entertainment consumption forms, consumption standards, and entertainment locations.

8. Conference services: taking group photos of conference delegates, providing secretarial services and related services to delegates.

3. After the meeting

1. Settlement: Provide detailed details and explanations of expenses incurred during the meeting, and have a dedicated person check with the client and settle the account.

2. Information: Collect information after the meeting and make a meeting address book or roster according to customer requirements.

3. Group photo: During the meeting, all participants took a group photo. Before the meeting, it was printed and distributed to each participant as a souvenir.

Template of conference reception plan (4)

In order to ensure the smooth progress of various conference receptions, the conference plan is specially formulated as follows:

1. Conference theme

To be determined

2. Meeting time

From x month x, 20xx to x month x, 20xx

3. Meeting location

Xxx -xxx-x hotel.

4. Environmental layout

(1) Area layout outside the venue

Hotel peripheral environment: light pole chess screen, LED screen promotion, light box screen, sky floating .

(2) Layout of the main areas in the venue

1. Banners, pick-up signs and flowers related to airports and train stations.

2. The hotel (hotel lobby, check-in room, conference room, dining restaurant) should be decorated with themed inkjet paintings, water signs, guide signs, table signs, flower arrangements and banners.

5. Meeting content

First session of the meeting

(1) Meeting time: x day, x day, x day, x month, 20xx

(2) Meeting location: to be determined (200-person conference hall)

(3) Meeting content: to be determined

(4) Meeting layout: 1) Desk placement : Placed around a table or on a desk

2) Conference flowers: podium flowers, boutonnieres, table flowers

3) Conference supplies: white paper, signature pens, teacups, tissues

4) Venue atmosphere: water sign production, background spray painting (x day, x day) wireless microphones, background music, X display stand

(5) Post-meeting photo: time : Before the meeting ends, tell everyone not to leave in a hurry, but to go downstairs in order and take photos at the designated location.

Location: On the stairs outside xx hotel (steps replace chairs)

Seats can be arranged for leaders. The leaders’ names are posted on the seats, and they can be seated accordingly.

The second part of the dinner

(1) Dinner time: the evening of x, month x, 20xx (the specific time is to be determined)

(2) Dinner location: restaurant To be determined

(3) Dinner format: around the table or buffet style

(4) Dinner decoration: Outdoor: floating in the air (8 pieces) (content of floating in the air: ), hanging colorful flags, Several lanterns and large-scale spray-painted display boards (outside the hotel and inside the rotunda).

Indoor: stage construction, stage background spray painting, stage decoration, cold flame installation, lighting and sound, and special effects.

Table decoration: table flowers, table sign (introduction to the dinner arrangement)

The third section of the meeting reception

(1) Work content

1. Meeting process planning;

2. Compilation and printing of conference reception manuals;

3. Provide window pick-up and drop-off services at airports, train stations and other ports;

4. Reception, distribution of goods, etc. for early registration of the conference;

6. Assist with hotel accommodation, meal services, etc.;

7. Provide vehicle deployment during the conference, Service work;

8. Provide ticket ordering services;

9. Provide professional reception staff services;

10. As needed , Provide services for other official activities; 11. Provide logistics, local product purchasing and other services; (2) Organization structure and responsibilities 1. Responsibilities of the comprehensive coordination group:

(1) Responsible for overall The formulation of the reception plan and other document preparation work; (2) Responsible for the collection and organization of information about the participating delegations and other external liaison work; (3) Responsible for the overall docking work with the organizing committee;

(4) Responsible for Implement the airport (car) pick-up arrangements made by the leaders of the province, city and organizing committee;

(5) Responsible for organizing and leading the communication and coordination of all participants in the reception work;

( 6) Responsible for the preparation of the reception service manual; 2. Reception service team

Job responsibilities:

(1) Responsible for picking up guests at the airport, equipped with professional Datang concierge team Picked up at the airport with flowers in hand.

(2) Responsible for contacting the outside world to implement the preliminary itinerary, number of people, round-trip time, and specific intentions of participants;

(3) Responsible for providing reception service personnel and accommodation for participants , catering, transportation, internal conference organization, inspection tours, logistics and other conference services;

(4) Based on the actual situation of the guests, provide specific airport pick-up and station arrangements; hotel room arrangements; Detailed schedule; specific arrangements for other official activities of the guests and three meals; deployment of vehicles during the meeting, ordering of plane (train) tickets; organization and leadership of reception service personnel;

(5) Responsible for assisting guests with registration before checking into the hotel. (After receiving the guest, register the name of the room key prepared in advance and hand it to the guest, and send the guest into the room. The room will be decorated with flowers, tea breaks, meeting procedures, etc.)

(6 ) Responsible for completing the preparation of the reception service manual together with the comprehensive coordination group; 3. Service Guarantee Group

Job responsibilities:

(1) Responsible for the arrangement of relevant activities of the reception service group, such as: Taking photos at the meeting site, debugging the projector before the meeting, checking whether the other party's materials (PPT) are copied uniformly, whether the playback is normal, shorthand arrangements, and meeting location arrangements

(2) Responsible for all logistical support work for the staff of this group .

Part 4: Post-meeting inspection

1. Post-meeting inspection:

1. If the organizing committee of the meeting arranges a meeting inspection after the meeting, Please confirm the number of people and route in advance. We will send the departure time, boarding location and route arrangement to each guest.

2. If the post-conference inspection is a voluntary registration, there will be a post-conference inspection route registration consultation point in the hotel lobby. (At your own expense)

2. Local tour services (20 people or more per car) (off-season quotation)

xx

The above quotation includes tickets and fares , Tour guide service fee and accommodation in a three-star hotel are 30 yuan per night for three standard meals and 20 yuan for one breakfast.

2. Other services:

If you need help with other services, we will provide you with better services.

1. Professional etiquette reception: Provide professional etiquette or Datang concierge guards according to specifications.

2. Can provide catering orders

3. Ticket booking service: We will collect the return information of all the guests in advance, record it, and notify you after booking the tickets. Guests who book tickets should be informed that they can accompany the airport staff directly to the airport with their ID cards. Airport pick-up and drop-off charges.

Note: Pick-up arrangements will be made based on the arrival time of the customer's flight.

Attached: Meeting Requirements Questionnaire.