Matters needing attention in conference planning's early stage

Friends who often meet often worry about how to arrange the work in the early stage of the meeting. What are the important things to pay attention to? Astrology will tell you through experience: What aspects should conference planning pay attention to in the early stage?

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Matters needing attention in the brewing of conference planning;

? Conference planning, do it as soon as possible. Usually, the conception, brewing and planning of a large international conference began a year ago. Planning is a gradual process. In the conception and brewing stage, the embryonic form of planning has actually taken shape, but when it is ready to a certain stage, people ask to see the working ideas and implementation plans, and the formal planning has just erupted. Experience shows that planning should be done sooner rather than later, because enough time is needed for discussion, revision and approval.

Conference planning II. Comprehensive consideration. The preparations for the international conference involve many aspects, which need to be carefully considered to avoid losses in the future due to temporary omissions. If the theme of the meeting is not chosen properly, it may make the meeting impossible; If the time is not chosen properly, whether it is in cold winter or hot summer, it will make participants complain; If the venue is not chosen properly, the conference service will not keep up, which will bring the conference to a standstill. Even smart people sometimes nod their heads. Although the planner should not be blamed for perfection, he must never relax his efforts. In particular, we should pay close attention to key links and avoid major mistakes.

Conference planning III. Make a timetable for implementation. In order to ensure that the plan can be implemented on time, it is necessary to work out the specific implementation schedule of tasks in each stage. This timetable is the basis for supervision and inspection, and it is also the criterion for grasping the progress and adjusting the speed.

The following are the things that conference planning should pay attention to after determining the time:

I. Matters needing attention in preparing meeting materials

1. If conditions permit, prepare the information of the participants at each time, pay attention to distinguish the roles of the participants (such as meeting host, leader and ordinary participants), and prepare the information according to the roles of the participants.

2. When there are a lot of meeting materials, it is necessary to arrange the meeting materials in order according to the meeting agenda, and it is best to bind them into volumes and page them for the convenience of the participants.

3. When participants need different materials due to different roles, they should put the materials in file bags according to personnel or units, and indicate that the materials belong to personnel or units for the convenience of participants.

4. If souvenirs or gifts need to be distributed to the participants, they should be prepared together with the meeting materials and distributed to the participants in the information file bag.

Second, the notice of the meeting matters needing attention

The meeting notice is divided into oral notice and written notice.

Oral notification only applies to informal meetings with a small number of participants.

Notice of written meeting should pay attention to the following points:

1. The formal written notice of the meeting shall include a brief description of the agenda, participants, meeting time and meeting place.

2. The written notice of the meeting should be sent to the participants through formal channels, such as invitations and emails, and the participants can be notified by telephone if necessary.

Three. Matters needing attention in the agenda of the meeting

1. At the beginning of a formal meeting, it is generally necessary to introduce the overall process of the meeting and divide the meeting into several contents, such as work report stage, discussion stage and work arrangement stage. The introduction of the meeting process needs to be compiled into a formal document as the data binding of the meeting host. In general, the conference organizer can introduce the conference process without a conference host.

2. When arranging the agenda of the meeting, the meeting time should be taken into account. The meeting time should be arranged at normal working hours as far as possible, such as 9: 00-1:00 or 15:00- 17:00. If it is a cross-day meeting or a meeting that takes up lunch and dinner time, we should consider whether to arrange accommodation.

Four. Matters needing attention in venue layout

1. The venue of the formal meeting shall be arranged in advance, and the participants shall be informed in the form of written meeting notice.

2. For formal meetings, it is generally necessary to arrange the seats and nameplates of the participants, and arrange the seats and nameplates in front of the meeting.

3. For the venue where seats are arranged, the conference information kit should be placed on the seat in advance. ?

4. When video projection or video conference is needed, debug the projector, mixer, curtain, microphone and other equipment.

5. Pay attention to the environmental factors of the site, such as temperature and lighting. According to the actual situation. ?

6. The meeting organizer should prepare all kinds of meeting recording tools, such as cameras, video cameras and tape recorders. In order to make a summary of the meeting after the meeting.

Verb (abbreviation of verb) Matters needing attention in on-site check-in

1. Before the meeting, set up a reception desk at the entrance of the venue, prepare a sign-in form, and sign in the participants.

2. Miss Etiquette should do a good job of signing in and guiding VIPs.

Through the above points, from conference planning brewing to early confirmation and matters needing attention in conference planning. Thank you for your attention to Astral Conference, which is a professional conference service provider, holding all large and medium-sized conferences in one stop!