Lead: conference planning is not a simple PPT pile-up, but must be conceived for decision-making and planning by certain scientific methods and art according to the purpose of the meeting, and the planning scheme is designed and produced by conference planning to achieve the final meeting effect. The following annual meeting flow arrangement I have compiled for you, I hope it will help you!

1. Pre-meeting planning

▲ Determine the theme of the meeting → Determine the agenda → Determine the participants

▲ Pre-meeting notice: notify the participants

Method: telephone notice or written notice

Content: time, place, scope of participants, meeting content, duration, registration place, requirements (notes, etc.)

Note. And record in time → determine the last participant

Make a list of participants, including their regions, names, genders and positions, and finally classify them according to their positions;

Make statistics on traffic routes, arrival times, planes or trains, arrange pick-up and drop-off, and clearly write down the area, name, gender, position and telephone number of the participants;

▲ Contact the hotel: Contact the room

Book the room (quantity, type, time and price)

→ Contact the meeting room

Meeting room (capacity, time, equipment and price)

→ Catering arrangement

Do you need to prepare refreshments during the meeting, arrange a banquet after the meeting, and provide drinking water?

▲ Meeting preparation materials:

1. Leader's speech;

2. Distribute materials: meeting schedule, pencils and paper, speeches (not confidential, one for each delegate), other documents, room cards, etc.

3. Meeting equipment: computer, projector, laser pen, microphone, audio and video recording equipment;

▲ venue layout:

1. conference banner

2. arrangement of the rostrum: who? How many people? How to arrange it? Do you need a nameplate? How to arrange the location, the sanitation of the venue, chairs and stools, is it enough? How to arrange it? It's from many branches (departments). Except for the supervisor and middle level, others should sit (sit) in different areas, with one team and one area.

3, lighting, audio, microphone, air conditioning, on-site debugging personnel, the venue must make good arrangements! (It is best to prepare more than 2 sets of equipment)

4. If prizes are distributed, they should be prepared in advance, with the first one on top and the last one on the bottom (but be careful not to be confused, and the items that are afraid of pressure should be placed separately). Have the prepared etiquette personnel set the time, route and mode of going on stage? Is it neatly dressed and meets the requirements? Were there any drills before the meeting?

5, very important meeting, please stenographer.

6. prepare homophone translation for international conferences.

▲ Expenditure budget: documents, travel expenses, rooms, catering, conference venue rental, related equipment and site layout all need to be spent, and the approximate cost should be estimated at the end of the plan.

▲ Division of labor among departments

II. Arrangements during the meeting

Setting up sign-in desk: Participants will sign in uniformly, get room cards, distribute information kits, explain matters needing attention (such as mobile phones and clothes), consult the return time and traffic routes, make statistics and notify the arrangements;

catering problems: choose the corresponding supervisor for communication and discussion, and pay attention to the prior arrangement: who will go? What to eat? Don't eat what? Where is it?

Precautions:

1. The temperature of air conditioning (as the leading meeting party, we must pay attention to it all the time, whether the temperature is too high or too low). Is the air conditioning suitable for the venue in winter, and can it be used in summer? (If you are on a high floor, the original air conditioner will fail because the temperature will go up), these must be arranged before the meeting, and you can cool down or heat up in advance!

2. Lighting and sound effects:

2. Flushing: Do not flush at the other party, pick up the cup, do not flush at the leader, do not block the image of the leader, and do not flush directly on the desktop. (1, the whole meeting process to ensure that there is drinking water. 2. Make sure everyone has water to drink, but don't try to flush everyone when flushing. 3, the leaders, the podium, the host, special people must ensure that there is water, and the participants may not take care of it. )

3. Halfway through the meeting: play music. 1. Pay attention to choosing songs when playing, choose light music and popular songs, and avoid songs that are not suitable for the scene, such as pop songs and rock music. 2. The sound must not be too loud, because the brain is prone to class in the meeting, which will lead to fatigue in the next meeting. 3. Turn off the music 1-2 minutes before the start, which is generally for everyone.

4. Make sure that banners, microphones, projectors, computers, desk labels, coffee cups, tea, etc. are normal.

5. Determine the meeting recorder, microphone receiver, meeting cameraman, etc.

3. Closing after the meeting

▲ Check out: check out, take back the room card and arrange the attendees who can't leave in time.

▲ station drop-off: according to the return time, make overall planning and send the participants.

▲ Meeting photos: If anyone needs them, please take the time to copy them. It is inconvenient to send emails after the meeting.

▲ clean up: meeting items to avoid making mistakes and missing things in the busy schedule.

▲ Organize meeting minutes and summarize them into meeting minutes.

▲ summarize the meeting, analyze the shortcomings and keep good links.