What are the basic etiquette of meeting reception?

At present, many enterprises or government agencies will hold meetings. When these meetings are held, there will be some professional conference service personnel. Many people will ask what they are good for. Here is an article about the reception etiquette of the meeting. Come and have a look.

Meeting reception etiquette

The venue is solemn and solemn, combined with the content layout.

The environment of the venue should give people a solemn and comfortable feeling. The environment should be clean and tidy, and the light brightness should be moderate. Indoor plants and desktop flower arrangements can be properly placed. According to the number of people attending the meeting, you can choose the size of the venue and the layout of the podium. Small meetings can use round table or "back" desktop, and large and medium-sized meetings can use auditorium or classroom style. According to the content of the meeting, you can also render the matching atmosphere through certain objects and means.

Pay attention to details and make plans.

Teacups must be disinfected to ensure that there are no yellow spots and gaps. The mineral water bottle is well sealed and is under warranty. Flowers have no dead branches and leaves. The pens provided at the meeting place should be full of ink, smooth in writing and neat in paper. Adjust the projection equipment to make its brightness and size appropriate. Debug the microphone effect to make the volume moderate. Adjust the air conditioning temperature, control the indoor temperature at about 26℃, and keep the indoor humidity moderate and the air fresh. Make a good plan to deal with emergencies, ensure the safe passage is smooth, and it is forbidden for outsiders to break into the venue. If conditions permit, the venue can be equipped with standby power supply, emergency lighting equipment and first aid medicine box.

Get familiar with the environment in advance and say hello 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 welcoming staff should greet the guests at the entrance of the meeting room and politely guide them to the sign-in desk. Welcome guests to sit with a smile, use polite language, behave generously and use both hands. In winter, the service personnel reach out in time to pick up the clothes and hats taken off by the guests entering the venue and hang them on the coat rack.

Pay attention to the guest dynamics and observe the order of the venue.

After the meeting begins, put up a "Do Not Disturb" sign at the entrance of the meeting room. Conference service personnel should stand around the venue to observe whether the guests in the responsible area need service, and do not lean against the walls or pillars of the venue because of standing for too long. When adding tea, pour it to seven minutes full, and pay attention to the guest's dynamics to avoid collision. When serving in the venue, the language and actions should be light, and try not to interfere with the guests being discussed or speaking. Abide by the rules of the venue, do not read the meeting documents or inquire about the meeting contents at will, and keep the meeting contents confidential.

After the meeting, do a good job of data recovery.

After the meeting, the service personnel should immediately open the door of the meeting room, set up a post at the door to see the guests off and say goodbye with a smile. Check the meeting room for items forgotten by guests. Clean up the materials, cups and other items on the conference table. Put tables and chairs, restore them to their original state, and clean them. Turn off all electrical appliances and save energy.

Basic requirements for conference reception

First, the requirements for employees' appearance.

If conference service personnel are professional, they should know the basic etiquette of the conference during their work, because gfd is a very important evaluation index of conference service, and they are usually required to wear consistent and consistent service marks. Conference service personnel should wear elegant makeup, not heavy makeup, and their hair should not cover their faces.

Second, the language requirements for employees.

Conference service departments should pay attention to their own language when providing services. When leading the way for the guests attending the meeting or checking the invitation letter, their tone should be friendly and gentle, and their volume should be high. Some polite expressions must be put on your lips in order to bring a better image to the guests and often greet the people attending the meeting.

Third, keep a good attitude.

When serving the meeting, the attitude must be softened. Some guests attended the conference for the first time and didn't understand many things. At this time, you should patiently explain to them and be polite. Only in this way can guests feel at home. If there are some mistakes in the service process, they should get used to taking responsibility and apologize to the guests in time.

Matters needing attention in meeting reception

1 Determine the receiving specifications

The scale of the meeting is decided by the leaders of the organizer. Generally speaking, the general working meeting within an enterprise pays attention to efficiency and can be informal. For meetings hosted by superior units, the reception requirements are relatively standardized because representatives of various enterprises are invited to attend. Usually, the main leaders of enterprises directly pay attention to the preparation of meetings and set up meeting groups to study and arrange the reception of meetings.

2. Publish the meeting notice

The notice of the meeting must contain the name of the convener or the name of the organization or unit, the time and place of the meeting, the theme of the meeting, the participants, the meeting expenses, the materials to be brought, and the contact information. Pay attention to the receipt attached to the notice in order to determine whether the invited person will attend the meeting and whether there are other requirements for the person who will attend the meeting.

The meeting notice is usually sent within 15 to 30 days before the meeting, so that the other party has enough time to send back the meeting receipt.

Choice of location

The selection of the venue should be 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 gives participants a feeling of depression; The venue is too small and crowded, just like a farmer's market, which is not only stingy, but also can't hold a meeting well at all. Therefore, British Prime Minister Churchill once said, "Never use a room that is too big, but use a room that is just right in size."

Second: the location should be reasonable. The meeting called by history will be dissolved in an hour or two, and the meeting place can be located in a place where the participants are concentrated. For meetings lasting more than one day, the meeting place should be as close as possible to the residence of the participants to avoid the participants running back and forth.

Third: the ancillary facilities should be complete. Meeting personnel must check the lighting, ventilation, sanitation, service, telephone, sound reinforcement and recording of the meeting place, and don't rashly think that "the last meeting was held here without any problems". Otherwise, losses may be caused.

Fourth: there must be a parking lot. In modern society, not many people come to the meeting with "a pair of sandals and an umbrella". Cars and motorcycles must have parking spaces to drive.

Layout of venues

The layout of the venue includes the decoration around the venue and the configuration of seats.

Generally, large-scale meetings will hang banners at the venue according to the content of the meeting. Welcome and celebration slogans are posted at the door. Appropriate relaxing bonsai and potted flowers can be placed at the venue; In order to make the venue more solemn, the national flag and party flag can be hung on the rostrum, as well as the national emblem and the national emblem. If cups and drinks need to be placed on the table, they should be scrubbed clean and placed beautifully and evenly. The configuration of seats should conform to the style and atmosphere of the meeting, and pay attention to the protocol order.