Meeting reception process, equipment and facilities preparation

1. tables and chairs, famous brands (modern high-end conference rooms use desktop smart terminals to replace traditional famous brands), tea.

Tables and chairs are the most basic equipment, which can be placed as round tables or reports according to the needs of meetings. If there are many people attending the meeting, the report style is generally adopted, and there is no need to prepare a seat card. If there are few people attending the meeting, the round table style should generally be adopted, and seat plates, namely famous brands, should be made to make the participants sit conveniently. However, in order to improve the meeting level and meet the needs of modern meetings, reusable desktop smart terminals are generally used to promote the paperless process and truly reflect the needs of green meetings and intelligent meetings.

It's best to prepare mineral water for tea at a meeting, because everyone has different tastes. Some people like tea, some people like drinks and some people like coffee, so mineral water is the most acceptable choice for everyone if there is no special requirement.

2. attendance book, roster, meeting agenda

The function of the attendance book is to help you know the number of people attending the meeting and who they are. On the one hand, the conference organizer can find out whether anyone is absent, and on the other hand, the conference organizer can arrange the next work according to the sign-in book, such as dining and accommodation. Printing the roster can facilitate the meeting chairman and participants to grasp the relevant information of the participants as soon as possible, deepen their understanding and get familiar with each other.

3. Blackboard, whiteboard and pen

On some occasions, participants need to write or draw pictures on the blackboard or whiteboard to explain the problem, and it is more convenient to improvise on the blackboard or whiteboard. In addition, supporting tools such as chalk, universal pen and eraser are also essential.

4. All kinds of audio-visual equipment

The development of modern science and technology has brought audio-visual equipment such as projectors, slide projectors, video recorders, laser pens or pointers, which has provided great convenience for people. Before the meeting, check whether all kinds of equipment can be used normally. If you want to use the slide projector, you need to make slides in advance. The tape recorder and camera can completely record the process and content of the meeting, and sometimes it is necessary to print out the conclusions or suggestions of the meeting immediately, so it is necessary to prepare a small copier or printer.

5. Information and samples

If the meeting is a business report or product introduction, relevant materials and samples are essential. For example, when introducing a new product, it is impossible to leave a deep impression by generalizing. If you show a specific sample and introduce its characteristics and advantages one by one, your impression will be much deeper.

6. Signs, background boards and exhibition boards

The logo generally refers to the name of the meeting and the banner of the meeting slogan.

In order to enhance the conference effect, many conferences beautify the logo into a conference background board (by drawing pictures), especially for some special conferences, such as the Party Congress, party emblem and party flag can be painted on the pictures, which saves the conference cost and preparation time. However, when using inkjet photo, we must pay attention to the use of environmental protection materials, otherwise the pungent smell emitted by inkjet photo will not only affect the minutes of the meeting, but also do harm to the health of the participants, especially those sitting on the rostrum.