What are the meeting etiquette norms?

Meeting Reception Etiquette-Preparations for the Meeting

1. Determining the reception specifications

The meeting scale is decided by the leader of the host unit. Generally speaking, the general working meetings within enterprises pay attention to efficiency and can be informal. For the meeting, because representatives of various enterprises are invited to attend, the reception requirements are relatively standardized. Usually, a main leader of an enterprise directly pays attention to the preparation of the meeting and sets up a meeting group to study and arrange the reception of the meeting.

2. Issuing the notice of the meeting

The notice of the meeting must specify the name of the convener or the name of the organization or unit, the time and place of the meeting, the theme of the meeting, the participants, conference fees, materials to be brought, contact information and other contents. Pay attention to the receipt attached to the notice, so as to determine whether the invited person will attend the meeting and whether there are other requirements for those who are going to attend the meeting.

generally, the meeting notice is sent within 15 to 3 days before the meeting, so that the other party can have enough time to send the meeting receipt back.

3. Selection of meeting place

The selection of meeting place should be comprehensively considered according to the number of people attending the meeting and the content of the meeting. It is best to meet the following standards:

First, the size should be appropriate, the number of people is too small, and there are too many vacant seats, which gives the participants a feeling of depression; The venue is too small, too many people, crowded together, like a peasant market, not only appears stingy, but also can not hold the meeting well at all. Therefore, British Prime Minister Churchill once said, "Never use a room that is too big, but just a room that is just the right size."

second: the location should be reasonable. A meeting called by history will break up in an hour or two. You can set the venue for a meeting where the participants gather for one day, and try to set the venue closer to the participants' residence so as to avoid the participants rushing back and forth.

third: the ancillary facilities should be complete. Meeting personnel must check the lighting, ventilation, sanitation, service, telephone, sound amplification and recording of the meeting place, and they should not rashly think that "it will be equally smooth this time" because "there is nothing wrong with it". Otherwise, losses may be caused.

fourth: there should be a parking lot. In modern society, there are not many people who come to the meeting with "a pair of sandals and an umbrella". Cars and motorcycles must have parking places before they can drive.

4. layout of the venue

the layout of the venue includes the decorations around the venue and the configuration of seats.

Generally, for large-scale meetings, banners are hung in the venue according to the contents of the meeting. Welcome and celebration slogans 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 emblem and emblem may be hung on the rostrum of party flag. Desktops and drinks should be scrubbed clean and placed beautifully and uniformly.

The allocation of seats should be in line with the style and atmosphere of the meeting and pay attention to the protocol order. There are mainly the following allocation methods:

① Round table type. If a round table or oval table is used. This arrangement makes the participants sit around the table with the leaders, thus eliminating the sense of inequality. In addition, participants can clearly see other people's faces, which is beneficial to exchange views with each other. This format is suitable for meetings of about 1-2 people. Seating arrangements should pay attention to the guests or leaders and escorts face to face, and the top leaders of the guests should sit at the right height facing south or facing the door. Sit diagonally opposite each other at the same level.

② mouth font. If a long square table is used. This form is more suitable for meetings with a large number of people than round tables.

③ classroom type. This is the most widely used form, which is suitable for meetings with the purpose of conveying information and instructions. At this time, the number of participants is relatively large, and there is no need to discuss and exchange opinions among participants. In this form, the rostrum sits opposite the audience. The seats of the rostrum are arranged according to the positions of personnel and social status. The chairman's seat is in the first row, and the rest are listed from left to bottom and right.

Basic rules of seating arrangement

Take the left as an example)

Take the right as an example)

Stay on both sides)

Take the front row as the combination)

Take the distance as the

Preparation of discussion materials

Modern meetings are inseparable from all kinds of auxiliary equipment, and all kinds of auxiliary equipment should be prepared before the meeting is held. These materials include desks and chairs, famous brands, tea, attendance books, rosters, meeting agendas, blackboards, whiteboards, pens, etc.

6. Reception staff should enter the venue in advance

Reception staff should enter their respective posts and work in advance before the participants arrive. The general reception work is divided into three positions: check-in, seat introduction and reception.

① sign in. Set up a signature desk and staff. If the reception level is higher, you can send a hostess to undertake it. Signature Taipei has a brush, a pen and a sign-in book. When handing a pen to a guest, you should take off the pen cover, point the pen to yourself, and hand the pen to both hands. You should dip it in ink and then hand it to some for preservation. If you need to distribute information, you should politely hand it to the meeting organizer and report the number of participants frequently.

② guide seat. After signing in. Conference receptionists should politely lead the participants into the venue to take their seats. Important leaders should be introduced into the lounge first, accompanied by business leaders in person, and then seated on the rostrum a few minutes before the meeting begins.

③ reception. After the participants sit down, the receptionist should hand over tea or enthusiastically answer all kinds of questions to the participants, meet all kinds of requirements and provide the most thoughtful service possible.