Conference planning is not a simple stack of PPT. We must make decisions and plan ideas according to the purpose of the meeting with the help of certain scientific methods and art, and conference planning will design and make plans to achieve the final meeting effect. A good conference planning must have in-depth thinking on the specific implementation plan and be feasible; There must be a breakthrough in some aspects, something new and creative.

I. Pre-conference planning

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

▲ Pre-meeting notice: notify the participants.

Mode: telephone notification or written notification

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

Note: After notification, it is necessary to confirm whether the responsible person has received it and record it in time.

→ Determine the final participants.

List the participants, including their region, name, gender and position, and finally classify them according to their positions;

Statistics of traffic routes, arrival time, plane or train, pick-up and drop-off arrangements, and detailed description of the area, name, gender, position and telephone number of the participants;

▲ Contact the hotel: contact the room.

Booking rooms (quantity, type, time, price)

→ Contact the conference room

Conference Hall (capacity, time, equipment, price)

→ Catering arrangements

We need to prepare refreshments during the meeting, arrange banquets after the meeting, provide drinking water, and arrange several tables for dinner.

▲ Meeting preparation materials:

1, leader's speech;

2. Information distribution: meeting schedule, pen and paper, speeches (if not confidential, one for each person), other documents, room cards, etc.

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

▲ Site layout:

1, conference banner

2. Arrangement of the rostrum: Who? How many people? How to arrange it? 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 for many branches (departments)', except for the supervisor and middle level, others should sit (sit) in different regions, one for each team.

3, lighting, audio, microphone, air conditioning, on-site debugging personnel, the venue must be arranged! (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 the 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 opened separately). Have the prepared etiquette personnel decided on the time, route and mode of going on stage? Are you dressed neatly and meet the requirements? Are there any exercises before the meeting?

5, very important meeting, please stenographer.

6, international conference, prepare homophone translation.

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

▲ division of labor

Second, the meeting arrangement

Set up a sign-in desk: participants sign in, 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 to communicate and discuss, 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 a leading conference party, we must always pay attention to whether the temperature is too high or too low), is the air conditioning in the venue suitable in winter and in summer? (If you are on a high floor, the original air conditioner will fail because of the rising temperature), these must be arranged before the meeting, and the temperature can be lowered or raised in advance!

2, lighting sound effect:

2, flushing: flushing can not be directed at each other, to pick up the cup, do not rush at the leader, do not block the image of the leader, can not directly rush on the desktop. (1, ensure drinking water during the whole meeting. Make sure everyone has water to drink, but don't try to flush everyone when you flush. 3, leaders, the podium, the host, the specialist must ensure that there is water, participants shall not tube. )

3. Halfway through the meeting: play music, 1. Pay attention to the selection of songs when playing, and choose light music and pop songs to avoid songs that are not suitable for the scene, such as pop songs and rock music. 2. The voice must not be too loud, because the brain is easy to attend class during the meeting and will be tired in the next meeting. 3. Shut down 1-2 minutes before the start of the game.

4. Ensure banners, microphones, projectors, computers, desktop labels, coffee cups, tea, etc. Everything is normal.

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

Third, summary after the meeting.

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

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

▲ Photo of the meeting: If anyone needs it, please take the time to copy it. It is not convenient to send an email after the meeting.

▲ Pack 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.