Large-scale conference reception program (a)

First, the preparatory work before the meeting

1, the organization of the conference team, clear work responsibilities. Large-scale meetings will also develop a detailed conference work program.

2, issued a notice of meeting. Including the name of the meeting, content, duration, time, location, scope of participants.

3, print the meeting schedule, organize the meeting program, develop notes.

4, large-scale meeting to organize and put forward the group convener, the location of the discussion.

5, large meetings to print the meeting credentials. Such as attendance cards, attendance cards, work permits, invitations and so on.

6, venue layout, venue layout to fully reflect the atmosphere of the meeting.

(1) hanging signs, emblems, flags Den.

(2) set up the podium, the implementation of the podium leadership, arrangement of seating, set up the speaker's chair, visit the chair sign, microphone, and to ensure that the acoustics.

(3) Determine the form of table placement, clear division of the session area, and make the participants clear.

(4) to ensure that lighting, ventilation, audio, video, air-conditioning equipment is complete and effective.

(5) Place appropriate flowers.

7, late service work. Large-scale conferences should make detailed arrangements for the participants' accommodation, car, health care, culture and entertainment, safety and security.

8, do a good job of conference speeches, voting, awards, collective photo phase and other aspects of the preparatory work.

9, pre-conference inspection or report to the leadership of the preparatory work.

Second, the conference organization and services

1, the conference staff to arrive at the venue one hour in advance, repeatedly check the readiness of the venue.

2, to improve the meeting sign-in, distribution of materials.

3, the realization of the podium leaders, speakers are present.

4, according to the booking program to organize the participants from the front to the back of this seat.

5, maintain good order. Five minutes before the start of the meeting, close the door to the venue, the participants are ready to take their seats, unrelated personnel to leave the venue; turn off cell phones during the meeting, generally not allowed to find people, unrelated personnel are not allowed to enter the venue.

6, do a good job of meeting records, write a good meeting briefing.

7, the organization of photography.

8, for the participants to book cars, boats, air tickets and so on.

Third, the aftermath of the meeting

1, the end of the meeting, to check the venue, to bring back the remaining materials, seat sign and so on.

2, the organization sent station. According to the participants to leave the meeting time, in advance to arrange for vehicles, send the station staff and so on.

3, do a good job of the meeting documents clearance, collection, archiving work.

4, do a good job of reporting the meeting.

Large-scale conference reception program (2)

According to the number of people attending the meeting is different, the content of the preparation of the meeting reception is different, as well as the reception of the meeting is different, the organization of the meeting methods, etiquette requirements are different.

First is the preparation of the meeting.

According to the scale of the meeting, to determine the reception specifications.

Issuance of meeting notices and meeting schedules.

The meeting notice must state the name of the convenor or the name of the organization or unit, the time and place of the meeting, the theme of the meeting, and the meeting participants, the conference fee, the materials that should be brought, contact information and so on. Attention to the back of the notice should be attached to the receipt, so that you can determine whether the invited people to participate in the meeting, ready to participate in the meeting whether there are other requirements, etc.. For the participants of the meeting in the field should also be attached to the road map to reach the meeting place and accommodation hotel. This roadmap to avoid many of the troubles of the outsiders to ask for directions.

The meeting schedule is the meeting activities in the session within the specific arrangements for each day, it is an important basis for people to understand the situation of the meeting. Its form can be both text and form. It can be distributed with the meeting notice.

Selecting the venue.

The choice of venue should be based on the number of people attending the meeting and the content of the meeting to consider comprehensively. It is best to meet the following criteria:

First: the size should be moderate. The venue is too large, the number of people is too small, too many empty seats, loose, give participants a feeling of depression; venue is too small, the number of people is too much, crowded together, like the countryside to catch up with the market, not only seems petty, but also simply can not be a good meeting. Therefore, Britain's Prime Minister Churchill once said, "Absolutely no need to be too big a room, but just a room of just the right size."

Second: the location should be reasonable. History of the convening of the meeting, one or two hours to disperse, you can set the venue in the participants more centralized place. More than a day of meetings, should try to set the location of the participants closer to the residence of some, so that participants do not have to run back and forth.

Third: the ancillary facilities should be complete. Conference staff must be on the venue of the lighting, ventilation, sanitation, services, telephone, amplification, recording, etc. Check, not because "the last meeting was held from here, no problem," on the hasty that "this time will be equally smooth". Otherwise, it may cause damage.

Fourth: have a parking lot. Modern society to convene a meeting, "a pair of straw shoes and an umbrella" to rush to the meeting of the people are not many. Sedans, motorcycles have to have a parking place, will be able to open into.

The layout of the venue.

The layout of the venue, including the decoration around the venue and the configuration of the seats.

General large-scale meetings, according to the content of the meeting, hanging banners in the field. Doorway posting welcome and celebration banners. Can be placed in the venue appropriate relaxation bonsai, potted flowers; in order to make the venue more solemn, the podium can be hung on the national flag, the party's flag or hanging the national emblem, emblem. Desktop if you need to place tea cups, drinks, should be scrubbed clean, placed beautifully, uniform.

The configuration of the seating if and the meeting's 'style and atmosphere, pay attention to the order of protocol, there are mainly the following configuration methods:

① round table type. If you are using a round table or oval table. This arrangement allows participants to sit around the table with the leader, thus eliminating the feeling of inequality. In addition, participants can clearly see the faces of others, thus facilitating the exchange of views with each other. This form is suitable for meetings of about 10-20 people. Seating arrangements should pay attention to the guests or superior leaders and business leaders and accompanying face to face do, guests of the highest leader should sit towards the south or towards the door in the center of the position, the highest leader of the enterprise and the superior leaders sit opposite each other. Sitting diagonally opposite each other at the same level.

② Mouth shape. If a long square table is used. This form is more suitable for meetings with a larger number of people than the round table type.

③ Classroom type. This is the most widely used form, it is suitable for conveying the situation, instructions for the purpose of the meeting, the number of participants is relatively large, and the participants do not need to discuss, exchange of views. This form of podium and audience sitting opposite. Podium seating according to the person's position, social status. Chairman of the seat to the first row of the center of the seat for the top, and the rest of the left for the next right for the top of the principle of sequential arrangement.

Preparation of materials for the meeting.

The team should prepare the necessary information on the subject of the meeting, which should be organized in folders and distributed to the participants, so that they can easily read and prepare their statements.

Reception etiquette before the meeting.

Pre-meeting inspection.

This is a remedy for poorly thought out or unfulfilled preparations. For example, check whether the audio-visual, documents, banners, etc. are ready.

Early entry into the reception.

Reception staff should enter their posts before the arrival of the participants, and enter the work state. The general reception work is divided into the following positions.

① Sign in. Set up a signing table, with 1-2 staff, if it is required to receive a higher grade, you can send Miss Manners to undertake. Signature Taipei has a brush, pen and sign-in book. When handing a fountain pen to a guest, you should take off the pen sleeve, nib to yourself, hand the pen with both hands. If it is a quill pen, it should be dipped in ink before handing it over. Sign-in books should be delicate so that they can be kept. If information needs to be distributed, it should be handed over politely with both hands. The receptionist should always report the number of attendees to the meeting organizer.

② Lead the seat. After signing in. Meeting receptionists should be polite to introduce participants to the venue seated. Important leaders should be introduced into the lounge, accompanied by business leaders in person, a few minutes before the start of the meeting and then to the podium.

③ Reception. After the participants sat down, the reception staff should hand tea, or hand towels, fruit, enthusiastic participants to answer various questions, to meet a variety of requirements, to provide the most thoughtful service possible.

Service etiquette in the meeting

The service in the meeting should be steady, generous, agile and timely.

Pouring tea service personnel pay attention to observe each participant, in order to timely tea for a period of days. To who is the action light, fast, standardized. The inner mouth of the cup cover can not touch the desktop, fingers can not be due to the north mouth, can not occur the sound of the cup cover collision. Generally is the left hand to take away the back cover, the right hand draught household, will be hot boiling water accurately poured into the cup, can't let the tea see the desktop or the participants. The cup is placed on the top right of the participant's table. If the operation is not careful, a mistake, should not move as soon as possible to deal with, can not alarm other people, can not panic, running back and forth, the attention of the participants to their own, otherwise, this will be a great work error.

Other service meetings are conducted in accordance with the proposed program, should be compact, do not appear cold situation. This requires that the staff "stand by", do all the preparatory work. For example, the first item of the meeting: all rise, play the national anthem. This is the sound should immediately play the national anthem. Another example, the General Assembly announced ways to honor certificates, the organization should be quickly lined up recipients, Miss Manners to lead the leadership from the President's seat, another Miss Manners will be handed certificates one by one by the leadership of the recipients of the award. In order to make the activities on the venue in an orderly manner, if necessary, the relevant personnel should be organized to carry out simulation training, to avoid confusion on the venue.

If a participant has a phone call or someone to tell about something of particular importance, the attendant should walk up to him and whisper it to him. If you want to notify the leaders on the podium, it is best to use a note to pass the notice, to avoid frequent walking and whispering of unrelated people on the stage, distracting participants.

Do a good job in the preparation of post-session services. The meeting is in progress, it should be prepared for the post-session services. For example, after the meeting to take pictures, it should be in advance of the venue, chairs and other arrangements, photographers ready for photography. In addition, the car after the meeting should also be properly arranged before the end of the meeting.

Post-conference services

After the meeting, all receptionists should be clearly divided into different tasks to do a good job in the aftermath.

Organizational activities after the end of the meeting, and sometimes arrange some activities. Such as carnivals, meals, visits, photos, etc., these jobs are very complicated, there should be a leader of the unified command and coordination, and this leader should have a strong organizational skills to be competent, while other reception staff to actively cooperate, each responsible for their share of the work to ensure the smooth implementation of the activities planned.

Farewell to the participants according to the situation to arrange good transportation, so that they are happy, timely embark on the return journey.

Clean up the meeting documents ① according to the principle of confidentiality, the recovery of relevant documents. ② Organize the minutes of the meeting. ③ News reports. ③ News reports. ④ The main volume is filed. ⑤ Summary of the meeting

Large-scale conference reception program (3)

First, before the meeting

1, with the conference organizers to negotiate, understand the requirements of the meeting and the required services.

2, to provide the meeting required flights, tickets, accommodation hotels, conference venues, transportation and other information, and the development of a complete meeting of the book to the meeting party.

3, send someone to assist the customer site visits to the place where the meeting is held food, accommodation, meeting venues, tours, entertainment and other related aspects of the situation.

4, to determine the program, sign a contract, deposit.

Second, in the meeting

1, the meeting reception: a person in charge of the airport, station etiquette, pick-up, public relations and other services. In advance in the hotel, the meeting room placed a good welcome banner, welcome sign, sign-in desk, signage, etc..

2, pre-meeting preparation: prepare for the meeting materials needed for the meeting, meeting supplies, meeting speeches and other meeting-related items.

3, the meeting place: a person to the conference room to check the conference room banners, lighting, sound, tea and so on.

4, the meeting accommodation: room floor and room number confirmation, ask whether there are special requirements.

5, the meeting catering: dining time, dining standards and special guests (Hui Min) to confirm.

6, the conference tourism: tourism line itinerary, car, guide whether to increase the number of attractions and other confirmation.

7, the meeting entertainment: entertainment consumption forms, consumption standards, entertainment venues to confirm.

8, conference services: conference delegates to take photos, provide secretarial services and related services.

Third, after the meeting

1, checkout: provide a detailed breakdown of the costs incurred during the meeting and instructions, check with the customer and checkout.

2, information: the collection of information after the meeting, according to customer requirements to produce the meeting directory or roster.

3, group photo: the participants during the meeting collective photo, before the end of the meeting printed out and distributed to each participant as a souvenir.