Conference reception plan

Conference reception plan

1. Reception time: December 4 - December 8, 20XX

2. Reception Location:

Pick-up location: Guangzhou Baiyun International Airport

Hotel: Guangzhou Shangri-La Five-Star Hotel

Meeting location: Guangzhou Shangri-La Five-Star Hotel Conference Hall

3. Reception objects:

Guests and other people and their accompanying persons

4. Person in charge of reception:

General Manager Responsible for: Reception Office

Cross-department reception team: relevant leaders, secretarial team, administrative team, publicity team, security team

5. Preparatory work for reception:

1. Prepare and issue invitation letters, invite guests, and coordinate time

2. Arrange meals and accommodation, make reservations in advance

3. Arrangements for meeting vehicles

4. Welcome (20 minutes before guests arrive, relevant personnel must do a good job of welcoming guests)

5. Relevant reception staff, responsible for relevant reception work

6. Airport reception

1. There is a reception staff in the arrival hall on the first floor of the airport. They will wait at the arrival elevator on the first floor with a "Warmly Welcome XX VIP" sign according to the flight arrival status of the passengers. After receiving the guests, they will be responsible for guiding them to the reception (sign-in table specifications 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 bridge, 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 shall be 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...

7. 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 to the room to rest and ask if you need wake-up service.

9. Preparations before the meeting

1. Select a meeting room. 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) plays "Warmly welcome all XX distinguished guests to our company for inspection and guidance" 15 minutes in advance.

2. Organizing and decorating the venue

1) Cleaning and decorating 30 minutes in advance At the venue, keep the venue neat and orderly, with fresh air

2) Place items at the venue. If fruits and drinks need to be placed on the table, wipe them clean and place them in a beautiful and uniform manner. Cigarettes can be handed over to the accompanying personnel. The highest person will distribute, debug projectors, speakers and other equipment, and screen relevant materials on your behalf.

3. Contact the accompanying person and instructor. According to the purpose and needs of the customer's inspection, determine the accompanying personnel and promptly inform them of the preparations to facilitate smooth communication: 1 hour before the start of the interview, remind relevant personnel again

　4. Leaders and guests arrive at the conference hall and are led to the venue by etiquette to take their seats.

11. Discussion

1. Corporate presentation (group, industry promotional video, corporate introduction PPT)

2. Technical exchange (technical staff PPT explanation, interaction)

3. Venue service (adding tea every 20-30 minutes or as the case may be)

4. Taking pictures (depending on the importance, Take photos and keep them for files)

5. Take pictures (take pictures and keep them for files according to the importance)

12. Post-meeting service preparations

Do a good job after the meeting Preparation for service. 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.

13. Post-meeting service

After the meeting is over and the photographer has finished the photography work, the reception staff will be responsible for sending the leading guests back to the hotel where they checked in.