Reception Plan Collection 2020 Conference Reception Plan Cases

The plan is a plan that is specific, thorough, and highly operable in terms of purpose, requirements, methods, methods, and progress. The following is a conference reception plan that I have carefully collected and organized. I will share it with you below for your appreciation.

Reception plan 1

1. Full service items

1. Exhibition planning: the planning, organization and operation of various exhibitions, trade fairs and expositions.

2. Undertake special meetings, annual meetings, ceremonies, opening ceremonies, cocktail parties, exhibitions, etc. for various types of enterprises and institutions.

3. Host international conferences in China, including industry, professional or expert conferences, etc.

4. Organize trips abroad to participate in various conferences, appointments, visits, visits and other activities.

5. Undertake business negotiation meetings, ordering meetings, new product promotion meetings, group company board meetings, award evaluation meetings, customer gatherings, etc. for each company (factory and mine).

6. Undertake various types of business inspection meetings.

7. Plan and implement training meetings.

8. Undertake conference activities organized according to customer-customized planning plans.

2. Individual service items

1. Conference services: Assist the organizer to select a conference venue, provide etiquette, public relations, secretarial services, and conference coordination and management for representatives.

2. Exhibition display: booth construction, venue layout, exhibition equipment rental, video and audio equipment rental, etc.

3. Conference reception: Provide pick-up and drop-off services and sign-in services for conference delegates.

4. Hotel reservation: Provide domestic hotel reservation services at preferential prices, and book preferential rooms in various places.

5. Meal arrangements: Arrange special catering services at special prices, and purchase local specialties at discounted prices.

6. Ticketing service: Provide booking services for return air tickets, train tickets, and boat tickets to various places for participating delegates; consignment agency for conference exhibits, and after-care services for conference delegates to visit the place where their tour ends.

7. Entertainment arrangements: Arrange entertainment and activities with local characteristics for representatives.

8. Post-conference visits, interviews, travel, inspections and other logistical services.

Reception plan 2

1. Psychological preparation

(1) A "sincere" heart, making the other party feel that they are welcomed and valued.

(2) Cooperation spirit. When you see your colleagues entertaining guests, you must take the initiative to help. You cannot ignore them as if they are not your guests.

(3) Have certain etiquette knowledge. Pay special attention to relevant etiquette in reception, negotiation, banquet, etc.

2. Material preparation: Material preparation includes environmental preparation and office supplies preparation, and is mainly responsible for the general manager's office.

(1)Environmental preparation. We strive to create a clean, neat, bright, beautiful, and odor-free reception environment. Including front desk, reception room, office, corridor, stairs, etc.

(2) Preparation of office supplies. For example: in the front hall, prepare simple and harmoniously colored seats for guests. In the reception room, the tables and chairs are neatly arranged, the desktop is clean, photos of a successful large-scale public relations event are hung on the wall, and some information introducing the company is placed on the table to enhance the company's credibility. In addition, tea sets, tea leaves, and drinks must be prepared.

3. Preparation of business knowledge and abilities, that is, the development history of the company, product characteristics, specifications, types, department setup and leadership of employees; some relatively complete information should also be prepared, such as local hotels , places of interest, tourist routes, names, locations and contact information of entertainment venues, as well as the city’s political, economic and cultural conditions. Mainly responsible for this is the Administration Department and Marketing Department.

4. Understand the basic information of the guests, including their number, name, gender, age, position, ethnicity and religious beliefs, etc., to determine the reception specifications and formulate a reception plan. It is mainly responsible for the Human Resources Department, Planning Department and Finance Department.

After quickly understanding the basic situation of the foreign guests, you need to make the following three main preparations according to the actual situation: determine the reception specifications, draw up the schedule, and provide funds.

Including the person to be greeted at the airport or station, the type and quantity of the welcome items, special escorts, full escorts; the specifications and location of the banquet; the hotel grade and room standards for accommodation, etc. The specific contents involved are: (1) Main accompanying personnel; (2) Main staff; (3) Accommodation location, standards, and number of rooms; (4) Banquet time, standards, and number of people; (5) Meeting and meeting time, Location, participants.

In order to allow all relevant personnel to accurately know their tasks in this reception event, arrange their own time in advance to ensure the smooth progress of the reception work, a form with the following content will be drawn up and distributed to all relevant personnel :

1. Personnel schedule: including time, location, matters, main personnel, and accompanying persons.

2. Schedule: including date, time, activity content, location, accompanying persons, etc., usually listed in a table.

3. Reception expenses:

Including

(1) Working expenses: renting conference rooms, printing materials, etc.;

(2) Accommodation fees;

(3) Food and beverage fees;

(4) Labor fees: lectures, speeches, overtime, etc.;

(5) Transportation expenses;

(6) Visiting, sightseeing and entertainment expenses;

(7) Souvenir expenses;

(8) Publicity and public relations expenses;

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(9) Other expenses.

Reception plan 3

1. Meeting theme:

To be determined

2. Meeting time:

20_ From x, month x, 20_ to x, month x, 20_

3. Meeting location:

_ x hotel.

IV. Environment layout

(1) Area layout outside the venue

Hotel peripheral environment: light pole chess screen, LED screen promotion, light box screen, sky floating .

(2) Layout of the main areas in the venue

1. Banners, pick-up signs and flowers related to airports and train stations.

2. The hotel (hotel lobby, check-in room, conference room, dining restaurant) should be decorated with themed inkjet paintings, water signs, guide signs, table signs, flower arrangements and banners.

V. Meeting content

First block meeting

(1) Meeting time: x day, x day, x day, x month, 20_

(2) Meeting location: to be determined (200 people conference hall)

(3) Meeting content: to be determined

(4) Meeting layout: 1) Desk placement : Placed around a table or on a desk

2) Conference flowers: podium flowers, boutonnieres, table flowers

3) Conference supplies: white paper, signature pens, teacups, tissues

4) Venue atmosphere: water sign production, background spray painting (x day, x day) wireless microphones, background music, X display stand

(5) Post-meeting photo: time : Before the meeting ends, tell everyone not to leave in a hurry, but to go downstairs in order and take photos at the designated location.

Location: On the stairs outside the Kempinski Hotel (steps replace chairs)

Seats can be arranged for leaders. The leaders’ names are posted on the seats, and they can be seated accordingly.

The second part of the dinner

(1) Dinner time: the evening of x, month x, 20_ (the specific time is to be determined)

(2) Dinner location: restaurant To be determined

(3) Dinner format: around the table or buffet style

(4) Dinner decoration: Outdoor: floating (8 pieces) (content of floating:), hanging colorful flags, Several lanterns and large-scale spray-painted display boards (outside the hotel and inside the rotunda).

Indoor: stage construction, stage background spray painting, stage decoration, cold flame installation, lighting and sound, and special effects.

Table decoration: table flowers, table sign (introduction to the dinner arrangement)

The third section of the meeting reception

(1) Work content

1. Meeting process planning;

2. Compilation and printing of conference reception manual;

3. Provide window pick-up and drop-off services at airports, train stations and other ports;

4. Reception, distribution of goods, etc. for early registration of the conference;

6. Assist with hotel accommodation, meal services, etc.;

7. Provide vehicle deployment during the conference, Service work;

8. Provide ticket ordering services;

9. Provide professional reception staff services;

10. As needed , Provide services for other official activities;

11. Provide logistics, purchasing of local products and other services;

(2) Organizational structure and responsibilities

1. Responsibilities of the Comprehensive Coordination Group:

(1) Responsible for the formulation of the overall reception plan and other document preparation work;

(2) Responsible for the collection and organization of information from participating delegations and other external contacts work;

(3) Responsible for the comprehensive docking work with the organizing committee;

(4) Responsible for implementing the airport (car) pick-up arrangements of provincial, municipal and organizing committee leaders;

(5) Responsible for organizing and leading the communication and coordination of all participants in the reception work;

(6) Responsible for the preparation of the reception service manual; 2. Reception service team< /p>

Job responsibilities:

(1) Responsible for picking up guests at the airport, with professional Datang concierge team members holding flowers to pick them up.

(2) Responsible for external contact to implement the preliminary itinerary, number of people, round-trip time, and specific intentions of the participants;

(3) Responsible for providing reception service personnel and accommodation for the participants , catering, transportation, internal conference organization, inspection tours, logistics and other conference services;

(4) Based on the actual situation of the guests, we will provide specific airport pick-up and station arrangements; hotel room arrangements; Detailed schedule; specific arrangements for guests’ other official activities and three meals; deployment of vehicles and ordering of tickets during the meeting; organization and leadership of reception service personnel;

(5) Responsible for assisting guests Check-in before checking into the hotel. (After receiving the guest, register the name of the room key prepared in advance and hand it to the guest, and send the guest into the room. The room will be decorated with flowers, tea breaks, meeting procedures, etc.)

(6 ) Responsible for completing the preparation of the reception service manual together with the comprehensive coordination group;

3. Service Guarantee Group

Job responsibilities:

(1) Responsible for the reception service group Arrangements for relevant activities, such as: taking photos at the meeting site, debugging the projector before the meeting, checking whether the other party's materials (PPT) are uniformly copied, whether the playback is normal, shorthand arrangements, and meeting location arrangements.

(2) Responsible for all logistical support work for the staff of this group.

The fourth section is post-meeting inspection

1. Post-meeting inspection:

1. If after the meeting, the organizing committee of the meeting arranges a meeting inspection, Please confirm the number of people and route in advance. We will send the departure time, boarding location and route arrangement to each guest.

2. If the post-conference inspection is a voluntary registration, there will be a post-conference inspection route registration consultation point in the hotel lobby.

(At your own expense)

2. Local tour service (20 people or more per car) (off-season quotation)

1. One-day tour on the east line: Terracotta Warriors, Huaqing Pool, City Wall, Lunch Price: 298/person; 2. One-day tour on the west line: Qianling, Yongtai, Famen Temple Cultural Scenic Area, lunch price: 380/person; 3. One-day tour in the city: City Wall, Forest of Steles, Big Wild Goose Pagoda, lunch price: 210/person person; the above quotation includes admission, transportation, tour guide service fee and a standard Chinese meal of 30 yuan per time. 4. Two-day tour on the east route: Terracotta Warriors, Huaqing Pool, Huashan, 3 nights, 1 morning, 3 accommodations in Huashan, cable car price: 780/person 5 , Northern line two-day tour: Mausoleum of the Yellow Emperor, Hukou Waterfall, Yan'an Pagoda Mountain, Memorial Hall, Zaoyuan, Yangjialing, 3 nights and 1 morning, accommodation price in three hotels in Yan'an: 958 people

The above quotation includes tickets, The fare, tour guide service fee and three hotel accommodations are 30 yuan per night for three standard meals and 20 yuan for one breakfast.

2. Other services:

If you need help with other services, we will provide you with better services. 1. Professional etiquette reception: Provide professional etiquette or Datang concierge guards according to specifications. 2. Food and beverage bookings can be provided. 3. Ticket booking service: We will collect the return information of all participants in advance and record it. After booking the tickets, we will notify all booking guests and tell them who can bring their ID cards to the airport directly. Head to the airport. Airport pick-up and drop-off charges.

Remarks: We will make overall pick-up arrangements based on the customer’s flight arrival time

Reception plan 4

(1) Pre-meeting work:

1. Negotiate with the conference organizer.

2. Provide conference reception planning plans and quotations to the conference organizer.

3. Invite the conference organizer to conduct an on-site inspection of the conference venue.

4. Confirm the conference reception plan with the conference organizer.

5. Sign a conference reception contract with the conference organizer and require a deposit.

6. Prepare meeting materials. (Including inviting relevant leaders, news media, press releases, reception materials, meeting supporting business services and public relations etiquette, translation, communication and secretarial services.)

(2) Follow-up work:

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1. Airports and stations: Dedicated personnel and special cars will pick you up in batches and time periods as required.

2. On-site conference hotel: the conference secretary distributes conference materials and receives guests.

3. The conference secretary assists in venue layout and conference services.

4. The conference secretary will assist the conference team at the conference reception (check-in) desk to confirm and distribute rooms, confirm VIP rooms and organize and record relevant information. Assist in conference affairs such as distribution of conference gifts and fruit delivery in the room.

5. Confirm meal times, menus, standards, formats, drinks, primary and secondary tables and other related arrangements.

6. Confirm in advance the entertainment items, entertainment venues and consumption and payment methods of the meeting representatives (clients).

7. Confirm the food, accommodation, transportation, travel, shopping, and entertainment arrangements provided by the travel company for the conference (schedule, room, restaurant, car, tour guide, etc.).

8. Confirm and ensure the safety of the venue, such as anti-theft and fire-fighting, and the safety of participants, property and property during the meeting.

9. Confirm the arrangements and reception for special guests (such as great leaders, minority representatives, VIPs, disabled representatives and their families, etc.).

10. Coordinate transportation arrangements during the meeting.

11. Provide transportation ticketing and other entrusted agency services for the return and other journeys of the meeting representatives.

(3) Post-conference work:

1. Summary and evaluation of conference services, feedback and processing of conference representatives’ opinions.

2. Compile meeting materials, leadership speeches, and news report materials and print representative address books.

3. Cost settlement with the conference organizer.

4. Farewell to the work of representatives.

(4) Preparation work for the meeting:

1. Determine the reception specifications according to the scale of the meeting. Set specifications.

2. Distribute meeting notices and meeting schedules.

The meeting notice must state the name of the convener or the name of the organization or unit, the time, location, theme of the meeting, meeting participants, conference fees, materials to be brought, contact information, etc. Pay attention to attaching a receipt after the notification, so as to determine whether the invited people will participate in the meeting, and whether those who plan to attend the meeting have other requirements. For out-of-town conference participants, a route map to the conference venue and hotel should also be attached. This roadmap saves attendees a lot of the hassle of asking for directions.

The meeting agenda is the specific arrangement of meeting activities for each day within the meeting period. It is an important basis for people to understand the meeting situation. Its form can be either textual or tabular. It can be issued with the meeting notice.

3. The layout of the venue.

The layout of the venue includes the decoration around the venue and the configuration of seats. For general large-scale meetings, banners are hung in the venue according to the content of the meeting. Post welcoming and celebratory signs 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 or placed on the conference table. 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 the order of concierge should be paid attention to. There are mainly the following configuration methods: round table type, if a round table or oval table is used. 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. When arranging seats, attention should be paid to the fact that guests or superior leaders are face to face with business leaders and companions. Guest leaders should sit in the middle of the room facing south or towards the door, and business leaders and superior leaders should sit opposite each other. Diagonals of the same level sit opposite each other. Because His Holiness has the priority to know. Classroom 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 the seat in the middle of the first row.

(5) Meeting reception etiquette:

First, pre-meeting inspection. This is to remedy something that was poorly thought out or implemented during the preparatory phase. For example, check whether the audio, video, documents, banners, etc. are all ready.

The second is to enter the reception position in advance. Reception staff should enter their respective posts in advance and enter working status before the arrival of attendees. General reception work is divided into the following positions.

1. Sign in. Set up a signing table with 1-2 staff members. If a higher level of reception is required, an etiquette lady can be assigned to take charge. Signature Taipei comes with a brush, pen and sign-in book. When handing a pen to a guest, you should take off the pen cover, point the pen tip toward yourself, and hand the pen over with both hands. If it is a writing brush, it should be dipped in ink before handing it over. The sign-in should be more refined so that it can be saved. If you need to hand out information, you should hand it over politely with both hands. Reception staff should always report attendance numbers to the meeting organizer.

2. Lead seat. After signing in. Conference reception staff should politely introduce attendees to the venue and take their seats. Important leaders should be introduced to the lounge first, accompanied by business leaders in person, and sit on the rostrum a few minutes before the start of the meeting.

3. Reception. After the attendees sit down, the reception staff should hand over tea, towels, or fruits, enthusiastically answer various questions, meet various requirements, and provide as considerate service as possible.

(6) Meeting service etiquette:

1. All employees should wear company suits and work clothes, men should wear blue shirts and work clothes, and women should wear white shirts and work clothes. It should be in good condition, without stains, and the buttons should be complete without missing or wrong buttons. Wear a tie and leather shoes, keep your coat pockets empty, trouser pockets as little as possible, and keep your cuffs and trouser legs unrolled. Wear your work ID plate. 2. Concentrate during the reception and show a good mental state, without fatigue, depression or dissatisfaction. Stand upright, raise your head, lift your chest, draw in your abdomen, and let your hands hang down naturally. The walking pace is strong, the stride length is appropriate, and the rhythm is appropriate. 3. Avoid yawning, stretching, sneezing, picking ears, etc. in front of customers. If it is really difficult to control, avoid doing so. When talking to leaders and guests, you should look attentive, have natural expressions, and express appropriately. You should not put your hands behind your back, sleeve your hands, fold your hands, or fold your hands. Don't shake your hands from side to side or scratch your ears and cheeks.

4. The service during the meeting should be steady and generous as much as possible. If you are not careful and something goes wrong, you should deal with it as quickly as possible without disturbing others. You should not panic, run back and forth, and draw the attention of the participants to yourself. Otherwise, it will be a huge job. Mistakes. 5. Service meetings should be compact and avoid being left in the cold. This requires all staff to be "ready" and make various preparations. 6. Be prepared for post-meeting service. While the meeting is in progress, preparations should be made for post-meeting services. For example, if you want to take pictures after the meeting, you should arrange the venue, chairs, etc. in advance, and the photographer should be prepared for taking pictures. In addition, car use after the meeting should also be properly arranged before the end of the meeting.

(7) Post-meeting services:

After the meeting, all reception staff should clearly divide their responsibilities and handle the aftermath.

1. Organizational activities After the meeting, sometimes some activities will be arranged. Such as parties, dinners, visits, photography, etc. These tasks are very tedious and should be directed and coordinated by a leader, and this leader must have strong organizational skills to be competent. At the same time, other reception staff must actively cooperate and perform their respective responsibilities. Responsibility and do your share of the work to ensure the smooth implementation of the activity plan.

2. Farewell Arrange the transportation of the participants according to the situation so that they can return happily and promptly.

3. Clean up meeting documents, recycle relevant documents and materials, organize meeting minutes, and summarize the meeting.

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