Large-scale conference reception plan

Large conference reception plan (1)

1. Preparation work before the conference

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, invitation, etc.

6. Venue layout and venue layout 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; mobile phones should be turned off during the meeting, 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.

Large conference reception plan (2)

Depending on the number of people attending the conference, the content of the preparations for the conference reception, and the different methods of conference reception, the organization method and etiquette of the conference The requirements are also different.

The first is the preparation for the meeting.

Determine reception specifications based on the size of the meeting.

Distribute meeting notices and meeting schedules.

The meeting notice must state the name of the convener or the name of the organization or unit, the time, location, theme of the meeting, meeting participants, conference fees, materials to be brought, contact information, etc. Attention should be paid to attaching a receipt after the notification, so as to determine whether the invited people are attending the meeting, and whether those who plan to attend the meeting have other requirements, etc. For out-of-town conference participants, a route map to the conference venue and hotel should also be attached. This road map avoids a lot of trouble for outsiders asking for directions.

The meeting agenda is the specific arrangement of meeting activities for each day within the meeting period. It is an important basis for people to understand the meeting situation. Its form can be either textual or tabular. It can be issued with the meeting notice.

Select a venue.

Choose a venue based on 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 moderate. The venue is too big, the number of people is too small, and there are too many empty seats, which are loose and scattered, giving the participants a sense of depression; the venue is too small, the number of people is too many, and they are crowded together, like country people going to the market, which not only looks stingy, but And it was impossible to hold the meeting successfully. Therefore, British Prime Minister Churchill once said: "There is no need for a room that is too big, but a room that is just the right size."

Second: The location must be reasonable. Meetings convened by history will break up in one or two hours. The venue can be set at a place where the participants are concentrated. For meetings lasting more than one day, the venue should be as close as possible to the residences of participants to avoid participants traveling back and forth.

Third: Ancillary facilities must be complete. Conference staff must check the lighting, ventilation, sanitation, services, telephones, loudspeakers, recordings, etc. of the venue. They cannot rashly assume that "the last meeting was held from here and there were no problems." Returning will be just as smooth." Otherwise, losses may occur.

Fourth: There must be a parking lot. In modern society, when a meeting is called, there are not many people who come to the meeting with "a pair of straw sandals and an umbrella". Cars and motorcycles must have parking spaces to drive successfully.

The layout of the venue.

The layout of the venue includes the decoration around the venue and the configuration of seats.

Generally, for large-scale meetings, banners are hung in the venue according to the content of the meeting. 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. If tea cups and drinks need to be placed on the table, they should be wiped clean and placed in a beautiful and uniform manner.

The configuration of seats should be consistent with the style and atmosphere of the meeting, and pay attention to the concierge order. There are mainly the following configuration methods:

① Round table type. If using a round table or an oval table. This arrangement allows attendees to sit around the table with leaders, thereby eliminating any sense of inequality. In addition, participants can clearly see the faces of other people, which facilitates the exchange of opinions. This format is suitable for meetings of about 10-20 people. In the seating arrangement, attention should be paid to the fact that guests or superior leaders are face-to-face with business leaders and accompanying persons. The top leader of the guest should sit in the middle of the room facing south or toward the door, and the top leader of the company should sit opposite to the superior leader. Diagonals of the same level sit opposite each other.

②The mouth shape. If using a rectangular square table. This form is more suitable for meetings with larger numbers of people than the round table type.

③Classroom type. This is the most commonly used form. It is suitable for meetings with the purpose of conveying information and instructions. At this time, there are a large number of participants and there is no need to discuss or exchange opinions among the participants. In this form, the rostrum and the auditorium sit opposite each other. The seats on the rostrum are arranged according to the personnel's positions and social status. The chairman's seat is in the middle of the first row, and the rest are arranged in order from left to bottom and right to top.

Prepare meeting materials.

The conference affairs team should prepare necessary information about the meeting topics. These materials should be sorted and placed in folders and distributed to participants to facilitate participants' reading and preparation for speaking.

Reception etiquette before the meeting.

Pre-meeting inspection.

This is to remedy areas that were poorly considered or implemented during the preparation phase. For example, check whether the audio, video, documents, banners, etc. are all ready.

Enter the reception position in advance.

Reception staff should enter their respective positions and enter working status in advance before the arrival of the attendees.

General reception work is divided into the following positions.

① Sign in. Set up a signing table with 1-2 staff members. If a higher level of reception is required, an etiquette lady can be assigned to take charge. Signature Taipei comes with a brush, pen and sign-in book. When handing a pen to a guest, you should take off the pen cover, point the pen tip toward yourself, and hand the pen over with both hands. If it is a writing brush, it should be dipped in ink before handing it over. The sign-in should be more refined so that it can be saved. If you need to hand out information, you should hand it over politely with both hands. Reception staff should always report attendance numbers to the meeting organizer.

②Introduction seat. After signing in. Conference reception staff should politely introduce attendees to the venue and take their seats. Important leaders should be introduced to the lounge first, accompanied by business leaders in person, and sit on the rostrum a few minutes before the start of the meeting.

③Reception. After the attendees sit down, the reception staff should hand over tea, towels, or fruits, enthusiastically answer various questions, meet various requirements, and provide as considerate service as possible.

Service etiquette during meetings

Service during meetings must be steady, generous, agile and timely.

The tea serving staff will pay attention to every participant so that tea can be served in a timely manner. Whose movements are light, fast and standardized. The inner mouth of the cup lid cannot touch the table, and your fingers must not be on the north mouth. There should be no sound of the cup lid colliding. Generally, the left hand is used to open the back cover and the right hand is used to pour the hot water into the cup accurately. The tea should not be seen on the table or on the participants. The cup is placed on the upper right side of the attendees' table. If you are not careful and something goes wrong, you should deal with it as quickly as possible without disturbing others. You should not panic, run back and forth, and draw the attention of the participants to yourself. Otherwise, it will be a huge job. Mistakes.

Other service meetings should be conducted according to the planned procedures and should be compact and avoid being in the cold. This requires all staff to be "ready" and make various preparations. For example, the first item of the meeting: everyone stands up and plays the national anthem. This sound should immediately play the national anthem. For another example, when the conference announces the honorary certificates, the organizers should quickly line up the recipients. The etiquette lady leads the leaders out from the chairperson's seat. Another etiquette lady hands over the certificates one by one, and the leaders award them to the recipients. In order to keep the activities at the venue orderly, relevant personnel should be organized to conduct simulation training when necessary to avoid chaos at the venue.

If a participant has a phone call or someone wants to tell someone something particularly important, the service staff should go to him and tell him softly. If you want to notify the leader on the rostrum, it is best to use a note to deliver the notice to avoid irrelevant personnel walking around and whispering frequently on the stage, distracting the attention of the participants.

Be prepared for post-meeting service. While the meeting is in progress, preparations should be made for post-meeting services. For example, if you want to take pictures after the meeting, you should arrange the venue, chairs, etc. in advance, and the photographer should be prepared for taking pictures. In addition, car use after the meeting should also be properly arranged before the end of the meeting.

Post-meeting service

After the meeting, all reception staff should clearly divide their responsibilities and handle the aftermath.

After the organization meeting, sometimes some activities will be arranged. Such as parties, dinners, visits, photography, etc. These tasks are very tedious and should be directed and coordinated by a leader, and this leader must have strong organizational skills to be competent. At the same time, other reception staff must actively cooperate and perform their respective responsibilities. Responsibilities and do their share of the work to ensure the smooth implementation of the activity plan.

Farewell Arrange the transportation of the participants according to the situation so that they can return home happily and in time.

Cleaning up meeting documents ① Recycle relevant documents and information in accordance with the principle of confidentiality. ②Compile meeting minutes. ③News reports. ④ Primary volume archiving. ⑤ Meeting summary

Large conference reception plan (3)

1. Before the meeting

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

2. Provide flight, ticket, hotel, conference venue, 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: Special personnel 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 will add attractions, etc.

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

8. Conference services: take group photos of conference delegates, provide 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.