Conference work etiquette

Meeting affairs refer to matters related to meeting agenda arrangements, matters related to certain group organizations or meetings. The following is what I have compiled for you, I hope it can help you!

1. How to prepare and distribute meeting notices?

Meeting notices generally have written notices and telephone notification. Regardless of the form, a "Notice Issuance Record Form" must be printed in advance, including the scope of notification, personnel to be notified, contact information, etc. When issuing the notification, mark the staff receiving the notice one by one so that responsibilities can be clearly distinguished when necessary. Implement it well.

After the notice is sent out, it is necessary to confirm whether the participants have received the notice and whether to participate in the meeting one day before the meeting. For those special personnel who hold multiple positions, it is necessary to verify whether the person is participating in person and keep records so that the place cards can be placed correctly.

2. How to select a venue?

Mainly select a venue based on its moderate size, adequate conditions, close distance, and economy.

3. How to determine the monogram, return bid and promotional slogan?

The monogram can be determined according to the meeting notice. The return tags and promotional slogans should be closely linked to the theme of the meeting and should be appealing and inspiring.

4. How to arrange the seat cards?

The arrangement of the podium. When there are a large number of people on the podium, more than one row of podiums can be set up, with leaders seated in rows to face the audience. The order of arrangement on the rostrum is shown in the figure below.

If there is a report or speech to be made, a special "report seat" or "speech seat" card should be arranged and placed in place before the meeting. Five minutes before the speech, the speaker should be asked to go to the side of the rostrum near the podium, prepare to speak, and return to his seat after speaking.

5. How to ensure that the microphone and sound are good?

Choose a good microphone. Repeated inspection and maintenance to ensure stable execution. Half an hour before the meeting starts, check the microphone one last time to make sure it is in good condition.

6. How to present awards?

Arrange award recipients to sit relatively close together in the front to facilitate the organization of receiving awards. Conduct a rehearsal for the hostess. The etiquette lady came onto the stage one by one from one side of the rostrum holding the prize, with the two people in front and behind being equally distanced. She walked to the front row of the rostrum, quickly handed the prize to the award-giving leader, and then left the podium from the other side, and then the recipients followed in turn. Go on stage to receive the award.

When rehearsing the award recipients, determine the number of people on stage to receive awards in each batch according to the number of award-giving leaders in the first row on the rostrum. It should be noted that the number of award recipients should generally not exceed the number of award-giving leaders. Try to avoid a leader awarding more than one award at the same time to reduce the possibility of mistakes. If you really need one person to win multiple prizes, you need to be flexible.

Print the name of the award giver and the name of the award recipient in a one-to-one correspondence and send it to each award recipient so that they can remember which leader they went to receive the award. Before officially going on stage to receive the award, the etiquette lady will guide the award recipients to the rostrum, walk to the corresponding award-giving leader, and receive the award from the corresponding leader with a smile. After receiving the award, turn back and face the audience, pause for about 8-10 seconds, display the award, and let photographers and reporters take pictures. Finally, according to the prompts of the guide, the hostess will lead you back to your seat from the other side.

7. How to sign a certificate of responsibility?

Arrange the people signing the certificate to sit relatively close to the front to facilitate the organization of signing the certificate.

Prepare the responsibility certificate, signing table and chairs, "signing seat" card, and signature pen. Arrange personnel to carry the signature table and wear uniform uniforms. Hostesses must be well-trained. Participants must be notified in advance. During the award signing, the music is matching and the volume is moderate. There are many rehearsals beforehand.

8. How to provide logistical support for the meeting, mainly vehicles, order, and electricity?

Allocate the vehicles needed for the meeting, especially the vehicles that pick up and drop off leaders attending the meeting. They must have sufficient seats. The interior of the car is clean and tidy, and a spare vehicle is prepared. There must be on-site staff for on-site service.

Arrange personnel to maintain order inside and outside the venue, ensure that vehicles are parked in an orderly manner and the environment is quiet.

Before the meeting, you should check inside and outside the venue, and you should also pay attention inside and outside the venue during the meeting, so that emergencies can be handled in a timely manner.

Prepare a power supply vehicle and have professional tracking services to ensure immediate power supply after a power outage.

9. How to do frugal work well?

Follow the principles of necessity, simplicity and convenience.

First, the venue should be of moderate size and have sufficient facilities and equipment, and do not pursue excessive luxury. The venue is relatively close, making it easy for most people to come and go.

Second, the venue layout is necessary to enhance the atmosphere and should not be too complicated or fancy.

Third, meeting materials should be reduced as much as possible.

Fourth, food and accommodation should be low rather than high. Accommodation can be arranged in ordinary standard rooms.

Fifth, vehicles are mainly self-picked up and mainly borrowed. Try not to rent them.