here is a detailed meeting reception process for reference only.

process 1. preparation before the meeting

1. the organizer of the meeting requires that the notice for meeting registration be printed in advance.

2. after the information required for the meeting is made clear, all the meeting materials must be in place two days before the meeting registration.

3. Before the meeting registration, the information, pens, notice for registration, and information must be submitted in advance according to the number of participants.

4. prepare the articles needed for meeting reception one day before meeting registration (meeting sign-in form, total hotel expense statement, hotel dining statement, hotel housing statement, check-in list, return ticket reservation list, payment voucher, settlement notice (confirmation) sheet, ticket handover procedure sheet, task sheet, refund voucher, inspection route registration form, meeting reception statement, car bill, meeting statement, insured. In addition, it is necessary to prepare cultural supplies (ticket bags, document bags, receipts, money detectors, computers, printers, rubber bands, paper clips, staplers, carbon paper, erasers, calculators, stop signs, etc.) needed for meeting reception; And receive the conference reserve fund.

5. arrange the representative's pick-up work in advance (vehicle arrangement, pick-up personnel dispatch).

process 2. necessary coordination with the hotel (before meeting registration)

1. make the room for the meeting group and road signs, requiring that the meeting representatives can find the meeting group conveniently and quickly, and confirm the room number for the meeting group with the hotel. Inform the hotel switchboard and the switchboard of the name of this meeting and the room number of the meeting group.

2. Upon arrival at the hotel, the conference organizer shall determine relevant reception procedures and precautions with the conference organizer in time. Assist the conference organizer and the hotel to determine the class time, place and meeting room requirements, and confirm whether to use multimedia projectors and tea breaks: the number of people, time and place to eat every day, the contents of conference banners and water signs, and other requirements.

3. negotiate with the hotel about the check-in method of conference delegates, hang conference banners in advance according to the time required by the conference organizers, and place water signs in the lobby.

process 3. during the meeting:

1. contact the civil aviation information office in time to confirm the exact time of flight arrival, and arrange the pick-up personnel and pick-up vehicles.

2. contact the pick-up personnel at any time and arrange the room and key in advance.

3. Arrange the rooms reasonably, and try to avoid the appearance of natural single rooms (single men and single women). If this happens, try to persuade the guests to have private rooms and notify the conference organizers in time.

4. communicate with the pick-up personnel and the conference organizer on the day of meeting registration, and inform the hotel of the number of people to eat in time, so that the hotel can prepare meals and avoid the situation that conference delegates can't use meals.

5. After the delegates arrive at the hotel, they should ask the delegates to sign in, then pay the fees, distribute the conference materials, arrange the rooms, and ask the guests about their return trip (return air tickets to be determined//whether to participate in the second tour); The conference receptionist asked the guests to stay in the room in the shortest time.

6. If a guest asks for a discount or fee reduction, he should explain the situation as far as possible, contact the conference organizer in time, and implement it according to the opinions of the conference organizer after consultation with the conference organizer.

7. In the process of meeting registration, you should contact the meeting organizer and the pick-up personnel in time to confirm the number of the last arrivals, and increase or decrease the number of rooms in the hotel in time to avoid unnecessary troubles.

8. After the report, count all the cash collected and hand it over to the travel agency or conference organizer for safekeeping.

9. After the report, the conference organizer should be informed of the number of people who arrived, the payment and the inspection personnel in a timely and accurate manner.

11. after the report, inform the hotel of the daily number of people dining during the meeting in time, and notify the restaurant 4-5 hours in advance if the number of people dining temporarily decreases or increases. After each meal, the conference service personnel must check the number of people eating with the hotel service personnel, fill out the Hotel Dining Statement and sign it for approval by both parties. When the delegates are dining, they should know the quality and taste of the dishes from time to time, so as to negotiate with the hotel in time.

11. In case of early check-out or normal check-out during the meeting, the hotel reception desk and sales department should be informed in time to avoid unnecessary loss of room rate. The conference service personnel in the evening must check with the reception desk the room usage on that day, and fill out the Statement of Hotel Room Usage, which shall be signed by both parties for approval.

12. After the report, the number of visitors, the route and the return of the guests should be notified to the dispatcher immediately that night, so as to arrange car use, tour guides and booking team train tickets and air tickets.

13. When booking tickets during the conference, you should know the situation of air tickets and ticket sales in advance, inform the guests, and the guests will choose by themselves or recommend the corresponding flights according to the investigation. The quotation of trains and special tourist entertainment routes should be consulted in advance before quotation. When booking air tickets, you should explain to the guests that the discount will change at any time in the peak season of tourist reception, and you must confirm it in advance. When booking a train ticket, you should explain to the guests that it is in the tourist season, and the train ticket is very tight and cannot be guaranteed.

15. During the conference inspection, the conference receptionists should make the reservation for the conference delegates to return to live, and inform the planning and dispatching department of the travel agency in time to avoid delaying the trip of the conference delegates.

16. During the conference inspection, the conference receptionists must count the number of visitors on that day with the tour guide and check with the conference organizer every morning, and inform the tour guide of the inspection arrangements for special tourists, so that the tour guide can arrange the time reasonably during the inspection and avoid delaying the trip of the conference representatives.

17. one day before the end of the meeting, all meeting forms should be filled out (not allowed to be altered), and all consumption bills and registration forms should be prepared for settlement with the meeting organizer. (The expenses paid by the conference organizers are: room fee, meal fee, conference room rental fee, projector rental fee, registration notice and printing of study materials, address book printing fee, stationery for conference delegates, inspection fee, etc.).

18. On the day before the end of the inspection tour, the conference receptionists should arrange personnel and vehicles to send the conference delegates to the station in advance according to the reservation of the return tickets of the conference delegates.

19. After the meeting, the meeting receptionists must organize and file the meeting materials and forms in time and report them to the meeting reserve fund.

21. confirm the final consumption amount with the hotel and notify the travel agency to settle the account.