Meeting reception of administrative reception

Executive Council Reception, Lucia Handbook.

First, the reception preparation stage workflow

Receive receive information:

1. Make sure that the responsible person is aware of the guests' visit.

2. Timely implement the contact person and contact information for visiting docking.

3. Determine visiting hours.

4. To understand the purpose of the visit (for example, investigation and exchange), you can ask the contact person of the other party if there are any meeting materials that need to be copied in advance.

Note: A. When preparing the agenda of the meeting, it is necessary to avoid confidential content.

B pay attention to the wording: generally, the superior unit is "guidance" and the same unit is "communication".

5. Understand the information of visitors (including unit/department, position, number, etc.). ). Determine the positions of visitors and invite the leaders of corresponding positions of the company to participate in the reception. (just a little more)

6. Confirm whether to arrange accommodation, pick up and drop off the plane/station and have meals, at least one day in advance.

Two, determine the reception responsibility department, clear responsibility:

The person in charge needs to be responsible for the reception task all the time. Under normal circumstances, the reception staff should not be changed at will before the visiting guests leave. After determining the needs of visitors, ask the leader (the person in charge of reception) whether to arrange meeting rooms, company visits and explanations, welcome screens, photo ports, gifts and meal descriptions.

Three, determine the reception plan, according to different levels of visitors, arrange different standards of reception arrangements. In principle, all reception matters should be implemented one day in advance.

1. Accommodation, catering, reception of escorts, reception vehicles, venue layout, gift doors, etc. Can be determined according to the specific situation.

2. Ask the leaders whether to arrange welcome screens, seat cards, company brochures, meeting sign-in cards, poster stands and other publicity materials.

3. If we have meeting materials to collect in advance, and debug the media equipment in advance!

Fourth, formulate the reception WBS and schedule, and send it to all responsible persons.

1. Develop WBS, briefly describe the whole reception process, assign the responsibilities of relevant responsible persons to individuals, and submit them to the participants in charge of reception at the highest level for approval. After approval, WBS and schedule will be sent to relevant receptionists and heads of relevant departments, as well as propagandists and other staff attending the meeting.

2. When it comes to the reception of the party and government organs, the words "banquet" and "dinner" are not allowed in WBS, but words such as "meal description" and "work meal" can be used, and the dining place can be notified by a separate SMS, and the dining information can be sent to the relevant leaders through SMS.

3. Three minutes later. WBS, the personnel responsible for receiving and accompanying visitors, such as photographers and diners, should be clearly defined. Among them, the photographer needs to participate in the whole process, refresh himself, and determine the location and time of the group photo. (You need to confirm your position in advance when taking a group photo, and put a nice table or chair in advance according to the number of people. )

4. Remind the accompanying personnel to pay attention to dress and wear work cards.

Work flow in the reception stage:

V. Reception Hall:

1. Reserve parking spaces in advance or control elevators, etc. Before the visitors arrive 10 minutes, the receptionist is ready to meet them in the lobby.

2. Before accompanying the senior leaders to meet the guests, the receptionist should inform the senior leaders of the level of the visitors and the related work nature in advance.

When the guests arrived, the receptionist actively guided our senior leaders to meet the important guests.

Sixth, discussion and exchange:

1. If you arrange a company tour, you should give an explanation tour first.

2. During the visit of important party and government organs and important guests, you can invite the other party's contacts (such as the director of the office and the secretary-general) to the conference room to reconfirm the arrangement of the venue and dining room (pay special attention to the seating time of the seats), which involves temporary increase of personnel and use this time to increase seats.

3. Predict according to the visit time, and confirm whether the tea is ready 5 minutes in advance. It is not recommended to pour water too long in advance (the tea is cold) or after the guests are seated (be careful not to spill boiling water on the guests).

4. Arrange meeting service personnel according to the nature of meeting reception, and the meeting secretary needs to make meeting minutes, recording and other matters. Involving confidential content, internal arrangement of conference service personnel.

5. Before the end of the10 meeting, arrange the guiding personnel to be in place. If you need to take a group photo, arrange brackets or chairs in advance as needed. Workflow at the receiving end stage

Seven. Work after the meeting:

1. Organize relevant materials in time, including meeting minutes, reception summary, taking photos and publicity materials, and send them to relevant leaders.

2. Do a good job in meeting supervision and follow up.

3. The docking propagandist should report after the meeting.

4. If there is a reply and fee settlement, it needs to be completed as soon as possible.