About conference reception etiquette

Meeting reception is a very important job. Doing a good job in meeting reception is of great significance to shaping the image of the organization. Below is the conference reception etiquette I compiled for you. I hope it will be helpful to you.

Meeting reception etiquette

In business situations, we will experience large and small meetings, and formal meetings are very particular. Business meetings generally last for several hours. Important matters are discussed and major decisions are made at the meeting. Participants must be highly concentrated, so the reception service for participants is very important.

You know that the venue environment strives to be dignified and comfortable;

Don’t forget to design the layout according to the content of the meeting.

The venue environment should give people a solemn and comfortable feeling, the environment is clean and tidy, the lighting brightness is moderate, and indoor plants and table flower arrangements can be appropriately placed. Choose the size of the venue and the layout of the table according to the number of participants. Small meetings can use round tables or "back" tables, and large and medium-sized meetings can use auditorium or classroom types. Depending on the content of the meeting, certain items and methods can be used to create a matching atmosphere.

You know, pay attention to details to ensure meeting security;

Don’t forget to make plans to deal with emergencies.

Tea cups must be sterilized to ensure there are no yellow spots or chips. The mineral water bottle is well sealed and within the shelf life. The flowers have no dead branches or fallen leaves. The pens provided by the venue should be full of ink, write smoothly, and the paper should be clean and tidy. Adjust the projection device so that it is appropriately bright and sized. Adjust the microphone effect to make the volume moderate. Adjust the air conditioning temperature to control the indoor temperature at around 26°C, and keep the indoor humidity moderate and the air fresh. Prepare plans to deal with emergencies, ensure safe passages are clear, and strictly prohibit outsiders from breaking into the venue. If conditions permit, the venue can be equipped with backup power supply, emergency lighting equipment, and first aid kits.

You know, familiarize yourself with the environment in advance to facilitate guidance;

Don’t forget to greet guests politely with a smile.

Conference service personnel should be familiar with the surrounding environment of the venue in advance to facilitate guidance. Before the meeting begins, the reception staff should greet guests attending the meeting at the door of the meeting room and politely lead them to the sign-in area to sign in. When welcoming guests to their seats, you should smile, speak politely, behave generously, and use both hands and words. In winter, service staff will promptly reach out to pick up the coats and hats taken off by guests entering the venue and hang them on the coat rack.

You know, pay attention to guests' updates and provide timely services;

Don't forget to abide by the order of the venue and strictly abide by confidentiality regulations.

After the meeting begins, hang a "Do Not Disturb" sign at the door of the conference room. Conference service personnel should stand around the venue to observe whether guests in the area they are responsible for require service. They should never lean on the walls or pillars of the venue because they stand for too long. When adding tea, pour it until it is 70% full, and pay attention to the movements of the guests to avoid collisions. When serving at the venue, use light words and actions, and try not to disturb the guests under discussion or those who are speaking. Comply with the venue regulations and do not read meeting documents or inquire about meeting contents at will. What you hear about the meeting should be kept confidential.

You know, after the meeting, a guard will be posted at the door to see off guests;

Don’t forget to tidy up the venue and recycle materials.

After the meeting, the service staff should immediately open the door of the conference room, stand guard at the door to see off guests, and say goodbye with a smile. Check the meeting room for items forgotten by guests. Clear documents, tea cups and other items on the conference table. Arrange tables and chairs, restore them to their original state, and perform cleaning and cleaning. Turn off all appliances to save energy.

If you don’t accumulate steps, you won’t be able to reach a thousand miles; if you don’t accumulate small streams, you won’t be able to reach a river or sea. Although the details of civilization are small, they are "big things". Only by starting from small things can we make civilization become a common practice in the whole society, and civilization can truly become a kind of appeal, cohesion and driving force, and then be sublimated into a kind of city. A business card, an image of a country, a national spirit.

Preparations for the meeting

1. Determine the reception specifications

The scale of the meeting is determined by the leader of the host unit. Generally speaking, general working meetings within an enterprise are efficient and can be informal. For meetings hosted by superior units, representatives from various enterprises are invited to participate, so the reception requirements are relatively standardized. Usually, one of the main leaders of the company directly handles the preparation work for the meeting and sets up a conference affairs group to study the related work of arranging the conference reception.

2. Issuance of meeting notice

The meeting notice must state the name of the convener or the name of the organization and unit, the time, place, theme of the meeting, meeting participants, conference fees, The materials, contact information, etc. that should be brought. 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.

Meeting notices are generally sent out 15 to 30 days before the meeting, so that the other party has enough time to send back the meeting receipt.

3. Selection of venue

The selection of venue should be comprehensively considered 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 to the residences of participants as possible 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.

4. 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 to 20 people. In the seating arrangement, attention should be paid to the fact that the guests or superiors are face to face with the company leaders and their companions. The top leader of the guest should sit in the middle of the room facing south or towards the door, and the top leader of the company should sit opposite 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.

How to welcome guests

First, determine the welcome and farewell specifications. Usually, the principle of equal status is followed, that is, the main greeter and the guest of honor are of equal status. When it is impossible to be completely equal, it can be flexible and a person with an equivalent position or a deputy can take over. There should not be too many other greeting personnel.

The second is to master the arrival and departure times. Accurately grasp the arrival and departure times of guests, and notify all greeting personnel and relevant units as early as possible. If there are any changes, relevant personnel should be notified promptly. The greeting staff should arrive at the greeting location in advance, not too early, not too late, or even late. The farewell personnel should arrive at the farewell location before the guests leave.

The third is to present flowers at the right time. Generally, flowers are not required to greet ordinary guests. When welcoming very important guests, you can give flowers. Use fresh flowers and keep the bouquet neat and bright. Avoid using chrysanthemums, azaleas, dianthus, and yellow flowers. When the flowers are presented, children or young women usually present the flowers after the main leaders attending the reception shake hands with the guest of honor. Flowers can be presented only to the guest of honor or separately to all guests.

Fourth, different guests are greeted in different ways. When greeting a large number of guests, specific signs can be prepared in advance so that guests can see them clearly from a distance; for guests who are coming for the first time and do not know them, they should take the initiative to inquire and introduce themselves; for more familiar guests, No introduction is necessary, just shake hands and exchange greetings.

The fifth is to leave a certain amount of time. After the guest arrives at the residence, do not arrange activities immediately. Leave a certain amount of time for the guest before arranging activities.

Personal Etiquette

Appearance

Appearance refers to a person’s appearance and is the appearance of a person’s mental outlook. A person's hygiene habits and clothing are closely related to the formation and maintenance of a dignified and generous appearance.

1. Hygiene: Cleanliness and hygiene are the key to beauty and a basic requirement of etiquette. No matter how good you look or how luxurious your clothes are, if your face is full of dirt and your body smells bad, it will definitely destroy a person's sense of beauty. Therefore, everyone should develop good hygiene habits, wash their face and feet before going to bed, brush their teeth in the morning and evening, and after meals, wash their hair and bathe frequently, and pay attention to grooming and changing clothes frequently. Don't "clean up" in front of others. For example, picking teeth, picking noses, picking earwax, manicuring nails, rubbing dirt, etc. These behaviors should be done away from others, otherwise, it is not only unsightly, but also disrespectful to others. Keep a certain distance when talking to others, don't speak too loudly, and don't spit at people's mouth.

2. Clothing: Clothing reflects a person’s cultural quality and elegance of aesthetic taste. Specifically speaking, it must be natural, appropriate, coordinated and generous, and must abide by certain established norms or principles. Clothing must not only adapt to one's own specific conditions, but also must always pay attention to the dressing requirements of the objective environment and occasion. That is, dressing should give priority to the three elements of time, place and purpose, and strive to be consistent with time in all aspects of dressing. , location and purpose remain consistent.

Conversation

Conversation, as an art, is also an important part of personal etiquette.

1. Politeness: The attitude should be sincere and cordial; the volume of the voice should be appropriate, and the tone should be calm and steady; respect others.

2. Terms: honorifics, words that express respect and politeness. Such as "please", "thank you", "sorry" in daily use, the word "you" in the second person, etc. When we meet for the first time, it's called "Jiu Yang"; when we haven't seen you for a long time, it's called "Jiu no see"; when you ask for criticism, it's called "advice"; when you trouble others, it's called "bothering"; when you ask for convenience, it's called "borrowing light"; when you ask someone to do things, it's called "please", etc. We must work hard to raise people. It has become a habit to use honorifics. Nowadays, the polite language advocated in our country is ten words: "Hello", "Please", "Thank you", "Sorry", "Goodbye". These ten words embody the basics of speaking civility. language form.

Manners and manners

1. Conversation posture: Conversation posture often reflects a person's character, cultivation and civilized qualities. Therefore, when talking, both parties should first look at each other and listen to each other. They should not look around, read books or newspapers, look tired, or yawn continuously. Otherwise, it will give the impression of being absent-minded, arrogant and unreasonable.

2. Standing posture: Standing is the most basic human posture and a kind of static beauty. When standing, the body should be perpendicular to the ground, with the center of gravity placed on the soles of the two front feet, chest raised, abdomen drawn in, arms folded, head raised, and shoulders relaxed. Let your arms hang naturally or cross in front of your body, look straight, and smile. When standing, do not twist your neck, slant your waist, or bend your legs. In some formal occasions, it is not appropriate to put your hands in your trouser pockets or cross your chest, and do not make small movements subconsciously. This will not only appear restrained, but also give people a sense of lack of confidence. , and it also lacks the solemnity of etiquette.

3. Sitting posture: Sitting is also a static shape. Sitting dignified and graceful will give people a sense of elegance, stability, natural and generous beauty. The correct sitting posture should be: back straight and shoulders relaxed. Women should keep their knees together; men's knees can be spread apart a little, but not too much, generally no more than shoulder width. Place your hands naturally on your knees or on the armrests of a chair. In formal occasions, you should be gentle and gentle when you sit down, and you should be dignified and steady when you stand up. Do not sit up suddenly, causing the tables and chairs to rattle and create an embarrassing atmosphere. No matter what kind of sitting posture, the upper body should be kept upright, as the ancients said, "sitting like a bell." If you insist on this, no matter how you change your body posture, it will be graceful and natural.