Convention and exhibition planning --- intention of the plan
■Budget
Conference and exhibition budget is not a concept. Generally speaking, the conference budget includes the following aspects:
1. Transportation costs
Transportation costs can be subdivided into:
(1), transportation costs from the departure point to the meeting place - including flights, railroads, highways, passenger ships, as well as the destination stations, airports, wharves to the place of accommodation Transportation
(2), transportation costs during the meeting - mainly the meeting place transportation costs, including accommodation to the clubhouse, the clubhouse to the catering location of the transportation, the clubhouse to the business networking venues of the transportation, business visits to the transportation, as well as other participants may use the scheduled transportation.
(3), farewell transportation and return transportation - including flights, railroads, highways, passenger ships and transportation from the place of accommodation to airports, stations and ports.
2, meeting room / hall costs
Specifically, it can be broken down as follows:
(1), the rental of the conference venue - in general, the rental of the venue has already included some of the commonly used facilities, such as laser pointers, sound systems, tables and chairs, podiums, whiteboards or chalkboards, oily pens, chalk, etc., but some non-conventional facilities are not covered. Some non-conventional facilities are not covered - such as projection equipment, temporary decorations, display stands, etc., and additional budget may be required for non-podium speaking lines.
(2), conference facilities rental costs - this part of the cost is mainly to rent some special equipment, such as projectors, laptops, mobile simultaneous translation system, venue display system, multimedia systems, video equipment, etc., usually need to pay a certain amount of rental deposit, rental costs, including equipment, technical support and maintenance costs. Technical support and maintenance costs. It is worth noting that, when renting equipment should be made specific requirements for various types of efficacy parameters (usually can be consulted with professional conference services company, in order to obtain the most appropriate cost-effective), otherwise it may affect the meeting. In addition, these conference facilities due to brand, origin and new and old different, rental prices may vary greatly.
(3), the venue setup costs - if not special requirements, usually this part of the cost is included in the venue rental costs. If there are special requirements, you can negotiate with professional conference service providers.
(4), other support costs - these supports usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health, media, public **** relations. Based on the temporary nature of these supports, if the conference organizer to find these industry support, the cost of its cost may be higher than the market price, if you let the professional conference service provider agent, will get a relatively inexpensive and professional service support.
For these individual service support, the organizer should refine the requirements as much as possible, and sign a separate service agreement.
3. Accommodation
The cost of accommodation should be very well understood - it is worth noting that some of the accommodation costs are fully priced, while some are subject to additional government taxes. For conferences, accommodation can be one of the main expenses. Getting a professional convention service provider usually results in better discounts.
Normal accommodation costs are related to the hotel's star rating, room type and other factors, but also to the services that are open in the rooms - such as long-distance communication, washing and changing, minibar drinks, disposable change of clothes, Internet, fruit offerings, and so on, are open. Conference organizers should specify the services and scope of the hotel should be closed or open.
4, food and beverage costs
Conference food and beverage costs can be very simple or complex, depending on the needs of the meeting agenda and the purpose of the meeting.
(1), breakfast
Breakfast is usually a buffet, of course, you can also take the table-style dining, the cost of the number of people can be calculated (but taking into account the special nature of the meeting meals and raw materials for the preparation of the number of people so that the number of people expected to dine with the number of people who actually dine to a difference of 15%, otherwise the restaurant is justified in refusing to settle the number of people who actually dined --- instead of charging the cost according to the number of people scheduled.
(2), Chinese food and lunch
(3), drinks and service charges
Often, if you dine in a high-star hotel restaurant, the restaurant is declined by the organizer to bring their own consumption of alcohol, if it can be brought outside the consumption of alcohol, the restaurant usually need to add a service charge. In high-star hotels to organize meetings and banquets, usually in the basic level of consumption on the basis of an additional service charge of about 15%.
(4), the venue tea break
This cost is basically based on the number of people budget, the budget can be proposed for different periods of tea breaks in the combination of food and drink. The price of tea breaks told by the organizer usually includes the cost of service personnel, if the organizer needs non-program services, it may require additional budget. Typically, tea breaks can be categorized into Western and Chinese - Western basically focuses on coffee, black tea, Western snacks, fruits, etc., while Chinese focuses on boiled water, green or flower tea, fruit tea, fruits, coffee, fruits and snacks.
(5) Fellowship Cocktail Party/Dance Party
In fact, the budget of a fellowship cocktail party/dance party may be more complicated than that of a separate banquet, which is easy to calculate as long as you set a good menu and scale. However, the budget for a reception/dance is designed to support the venue and program, and its budget may take a longer time to confirm:
6. Audio-visual equipment
Unless the event is held outdoors, the cost of audio-visual equipment can usually be ignored. If it has to be done outdoors for the sake of public ****relationship effects, the budget for audiovisual equipment is more complicated and includes:
●Rental cost of the equipment itself, usually on a per diem basis
●Transportation of the equipment, installation and commissioning, and control of the technician's support costs, which can be represented by the exhibition service provider
●Audio sources - -mainly background music and entertainment music selection, organizers can bring their own, or can be entrusted to the agent
c, actors and programs
Often can be selected programs and then calculated on a per-venue basis - the budgeted amount is usually positively correlated with the difficulty of the program performance and the number of participants. If there is a regular show at a suitable location, then the budget is simple and positively related to the number of people attending the show - except for special or packaged shows.
d, other - snacks, fruits and colorful wine
5, miscellaneous
Miscellaneous costs
Miscellaneous costs refers to the process of the exhibition process of a number of temporary arrangements for the costs incurred, including printing, temporary transportation and loading and unloading, souvenirs, modeling and etiquette services, temporary props, faxes and other communications, courier services, Temporary health care, interpreters and guides, temporary business vehicles, foreign exchange and so on. The budget for miscellaneous expenses is difficult to plan, usually can be added to the budget of conference expenses unforeseen expenses as a maneuver to deal with.
So, what is the difference between the budget of exhibition and the budget of conference?
There are similarities and differences between exhibition budgets and conference budgets -
Similarities: accommodation, catering, business visit expenses (if there is a visit plan).
Differences: exhibition space rental, exhibition setup, exhibit transportation and storage, small press conference or reception.
Exhibition Venue Rental: If the exhibition is held in a fixed exhibition venue, the rental budget for the exhibition venue is usually calculated on a booth basis. International standard booths are usually 3mX3m in size, with partition height between 2.3m and 2.5m. Standard facilities include spotlights, chairs, information tables, and power supply. Hall owners usually have the following equipment available for rental: fabric stands, audio-visual equipment, multimedia equipment, decorative items, and small moving tools.
If the exhibition is to be held in another public space (e.g., a town square or sports venue), the budget for space rental is difficult to predict - it is usually negotiable, calculated on a daily basis, and the price is related to the concentration of people in the space and the time of year the exhibition is held (whether it is an important holiday or not, etc.).
■Invitation
No matter what kind of conference or exhibition, the organizer of course wants the right people (customers) to attend. As an organizer, the way of invitation is very important. Usually, the invitation includes 3 procedures, such as information release, reply processing, and confirmation notice.
Information dissemination--There are several forms of media, including printed materials (including invitation letters, organizational documents, and meeting notices), e-mail, printed media announcements, and electronic media announcements. Usually, the information release includes the theme, time, location (tentative or candidate), main agenda and arrangements, costs and standards, etc. Some also attached to the meeting (exhibition) plan, which allows participants to understand the significance of attending and the expectations of the exhibition.
Receipt of receipt--For the organizer, receipt of receipt is one of the signs of the success of the exhibition planning activities. After the receipt of the receipt, it is usually necessary to count (before that, it is necessary to remind that the design of the receipt is very important, it should be reasonable and complete, and should include the following information - clear number of people, position, gender, contact information, expected arrival time, welcome and send off requirements, etc.), to confirm the validity of the receipt (usually in the form of the conference fee payment), to confirm the validity of the receipt (usually in the form of the conference fee payment), and then to pay the conference fee. (usually marked by whether the conference fee is paid), the next thing that needs to be done is the allocation of resources - mainly booths and hotel accommodation arrangements, confirmation of receipt of confirmation that the confirmation notice can be issued after the completion of all this. Acknowledgement can be in various forms - fax, letter, e-mail, internet acknowledgement or phone call. It should be noted that if the subject of the exhibition allows, the special requirements of the participants should be taken into account, such as family members, entourage, health care requirements, transportation agents, dietary habits, accommodation requirements, etc. If the return receipt is clear, then it will play a great help in the orderly arrangement of the exhibition.
Confirmation notice--If the conference fee is confirmed or there are other ways to confirm, a confirmation notice can be issued. It should be sent at the same time with the exact location, time, agenda, check-in procedures and notes on the convention.
■Check-in and check-in arrangements
If it is a small business meeting, the check-in is relatively simple, just directory registration. But if it is a large conference or exhibition, then check-in is a complex task.
Often, conference check-in is linked to accommodation arrangements. If you want to avoid confusion during the check-in process for a large conference, the necessary procedures and preparations are necessary - a return statistics form, a check-in form, guides and assistants, the exact number of rooms in the accommodation hotel and their room numbers, a room allocation form, keys, small envelopes labeled with the name of the occupant and the room number (containing the room key, which is usually available at the hotel), and a relatively conspicuous envelope at the hotel where you are staying. ), the relatively obvious path of the hotel instructions, the conference (exhibition), the detailed schedule of the conference (exhibition), the study route and participation, the hotel function of the opening and closing of the instructions and payment standards, the return booking and confirmation, the conference transportation mode of use and payment standards and so on. If possible, try to use a computer for check-in. Generally, there should be no less than six check-in attendants - the working hours should be reasonably allocated according to the arrival time of the convention participants.
It is helpful to have a well-designed return program for check-in and check-out arrangements.
■Food and beverage arrangements
Generally speaking, food and beverage arrangements are not standardized for exhibitions (except for special guests or important customers), and meetings are usually standardized for food and beverage arrangements. Catering arrangements are usually in two forms - buffet or around the table. The categories are Chinese, Western and Halal series.
Uniform arrangements for catering meetings, for cost control is very important, the buffet can generally be issued vouchers to control (many hotels for the opening of the buffet has a minimum requirement for the number of diners), you can formulate in advance the standard and the menu, a strict distinction between the official delegates and accompanying personnel, family members, special requirements can be negotiated with the restaurant. Round-table dining arrangements are more complex - especially for large meetings. Around-the-table catering arrangements need to consider issues such as: start time, the number of people at each table, entry vouchers, arrangements for people at the same table, special dietary habits of people, types of drinks and payment. It is important to note that the pre-conference visit should pay attention to the hygiene of the restaurant and its utensils, so that there are no health problems for the diners. If the diners can not be assembled on time to eat, you can take that table enough number of people that table to open the practice, in order to ensure that the rights and interests of the diners.
■Socializing/reception
Socializing/reception generally requires careful planning. The purpose of the reception is to strengthen the relationship between the public **** relations and customer relations, so the atmosphere is very important.
Socializing/cocktail parties are usually held in a relatively closed environment with special features. Involved in the links are: band (or sound, audio), programs and actors, program, drinks, fruit, snacks, barbecue food, props, barbecue utensils, emcee, transportation, weather forecast, the second program, electrical technicians, security personnel, temporary dance partners, to help the fireworks, chefs, service personnel and so on.
Focus: venue, program, emcee, safety and security, service procedures.
Because of the different scale and purpose of the cocktail party, there is no complete standard cocktail party model, can only draw on some examples of cocktail parties that have been organized.
■Press conferences
Press conference formats include press conferences, press briefings, and cocktail parties. Generally speaking, the cocktail party is more free, casual some, informal some, the atmosphere is also relatively relaxed some, it can be held separately, can also be attached to other forms, for example, some in the reception held after the wine or tea party. The press conference is generally thematic, with "Q&A" as the main feature. In addition, a press conference can be conducted by a public relations officer, while a press conference is usually attended by a higher level official. Of these formats, the most common is the press conference.
Elements of a press conference:
●Purpose
●Target audience for the release of information
●Target audience to be invited
●Scale of the conference
The press conference involves much the same thing, generally speaking, including these major parts:
1, activity planning and theme determination
2
2, program planning and agenda arrangement
3, information preparation
4, participants invited, communication and determination
5, time, venue implementation and scene setup
6, product displays, demonstrations and information dissemination
7, on-site atmosphere control
1, a clear launch of the conference to achieve the objectives of the conference, the type of conference, to determine its specifications, direction and basic information. to determine its specifications, direction and basic style.
Broadly speaking, the press conference can be divided into the following categories, and the style is also basically along the following lines:
1, political - a sense of seriousness
2, high-tech products - formal with a lively
3, agricultural category - friendly, environmentally friendly
4, cultural category - a sense of culture, a sense of history
5, general industrial products - a sense of sense of technology, quality
6, entertainment category - lively, avant-garde
7, fashion products - classic with a sense of the times
8, handicrafts category- -classical, ancient
9, other categories - the corresponding style
Two, the establishment of the planning committee, the organization of the relevant personnel to determine the organization, personnel security.
A conference involves all aspects of the work of the interlinked, interlinked, cross each other, must be co-ordinated, multi-pronged, at the same time, only by their own strength, it is difficult to complete.
The establishment of the organization's principles: First, "professional principles", professional people do professional things, know people well. For example, dealer communication, marketing and sales departments are counterparts. Among them, experts, officials to communicate generally to the person in charge of public relations, corporate executives, not another group. Press communication and the preparation of information are the professional expertise of the public relations department, so the press communication also does not set up a separate group; the second is the "principle of balance", set up a group for the matter, each group's workload is relatively balanced; the third is the "principle of division of labor", the division of labor should be clear, a clear division of responsibilities to prevent each other, and to prevent each other. Third, the "principle of division of labor", the division of labor should be clear, clearly defined responsibilities to prevent the phenomenon of mutual commissions, in addition, the subordinate division of labor and horizontal collaboration should be clear; Fourth, the "principle of flat", generally in large-scale activities in the multi-level "pyramid" structure, but in the medium-sized activities, it is not appropriate to most of the layers to ensure flexibility and mobility, and not too many people. Ensure flexibility and mobility, not too many people, lean, efficient for the key; Fifth is the "principle of system", although it is a temporary organization, but once joined the organization, the personnel should be subject to the constraints of the rules and regulations.
The launch usually involves various departments, generally speaking, the company or organization to get the senior and vice president in charge of the organizing committee will be in a certain position. The company's senior management, even the top leaders, will make some speeches and statements. Throughout the event, the work of the relevant departments may conflict with their daily work, and it is important to gain the understanding and support of each department.
Preparing a press conference involves a lot of energy and time, and if conditions permit, you should ask a professional company to act on your behalf.
Three, to determine the time, process and target management, and do a good job of feedback, adjustment.
The control of time, generally in the form of time schedule (countdown) to show. Pay attention to the time in the arrangement should be reasonable, while leaving room for maneuver, generally speaking, the front of the time, progress to arrange some compact, to ensure that the back of the time to adjust, perfect.
The whole activity is a systematic project, process management refers to the activities of the various elements of the work of the interconnection, coordination and cooperation between the relationship and its organic combination of process management. For example, in the event, the theme content, the significance of determining the agenda, specifications, scale, specifications to determine the number of people to determine the number of people to determine the implementation of the venue, the venue to implement the site layout and so on. Process management so that the overall coordinator for the entire event has a clear understanding of the various parts of the work, easy to find out the key points, priorities, difficulties, generally expressed in a procedural block diagram.
Four, activity planning, to determine the theme of the event.
Activity planning mainly includes the following:
1, the meeting agenda planning arrangements for most of the launch of the entire process is to speak, read scripts, routine demonstrations. In fact, although the conference is a formal meeting, but can do more active, especially the opening of the meeting.
In the meeting agenda arrangement, pay attention to compact, coherent, from the practice, generally controlled in one to two hours is appropriate. In particular, the time of the speech, the speech should be controlled by the number of words to make the issue clear length, should not be too long, should not be too short, in practice, between 15 minutes to 20 minutes is more appropriate.
2, the theme of the theme of the planning conference, there can be a variety of ways to take, common is directly in the theme of the word "XXX conference", there is a big theme, the following for the topic, there is also a combination of both.
In addition, in accordance with the provisions of the relevant departments of the state press and publication, where the theme of the word "news" conference, subject to the approval of the state press and publication departments. Generally speaking, in practice, many companies omit the word "news" and use other names.
To determine the participants is a very important work, but also a more variable factors, and its changes will affect the entire launch specifications and scale, and thus affect the launch of the various factors. For example, the presence and absence of important people may affect the specifications, or convenience, the meeting place or part of the meeting to the airport, VIP room to carry out, or time adjustments and so on. Therefore, this is the general coordination of the work of the control of the "key points", it is appropriate to focus on.
The choice of participants, the principle of service release content needs, choose the relevance of the personnel to participate. Generally speaking, officials have chosen to speak more weighty figures, while experts are in the field of the establishment or fame.
News reporters are the heavyweights of the conference, generally speaking, first create a list of proposed invitations, a week in advance of the time to send out invitations, and then telephone implementation. Time more sudden news events can be used by phone and fax. After the implementation of a good classification of statistics.
Fifth, the preparation of event planning and specific operational programs.
Activity plan is to guide the entire event strategy, tactical text for planning activities. Generally, the core members of the meeting only to provide.
Specific operational program is used within the enterprise or to assist the agency public relations company, to guide the specific operation of the entire event, generally more detailed, specific to each and every step, and even specific to the content of the badge, time specific to the minute. General meeting personnel hand a copy.
Sixth, press releases and related information to prepare to provide information to the media, generally in the form of advertising handbags or bags, properly organized, placed in order, and then distributed to the news media before the press conference, the order in order:
1, the meeting agenda
2, press releases
3, speeches and speeches
4, company / Organization brochures
5, relevant pictures
6, souvenirs (or souvenir vouchers)
7, business cards of the person in charge of corporate news (further interviews after the release of the news, the news published in the mail contact)
Press releases include the following:
1, news release. Shorter words, usually within 1,000 words, published quickly, some media have been published in less than an hour after the end of the conference.
2, newsletter. Longer, informative, generally in-depth analysis, focusing on the report. Message can not speak clearly background and other issues can be elaborated. News is generally a can, newsletters can be provided from different perspectives, but also in the form of Q&A performance.
3, background material.
4, picture information.
The above information is generally provided in written form, can also be attached to the form of computer CD-ROM, floppy disk.
5, important statements. Useful statements for journalists. For example, the highest responsible person of the enterprise's speech, technology, marketing leaders in charge of the speech, etc., some newsworthy representatives of the speech can also be included in the reporter's information, but to the reporter's coverage of the useful as a standard.
6. Brochures of the company or organization.
7. Materials of important and well-known people attending the conference.
Seven, the choice of time and venue implementation, site layout.
Time selection in the news planning is a kind of art, release timing is different, the effect is very different.
Enterprise conference sometimes to avoid major events, meetings, such as "during the two sessions" page is tense, most of the journalists have arrangements, time can not be guaranteed. Sometimes it is necessary to tend to certain times, such as the relevance of the big time, to play the effect of momentum.
Additionally, in terms of time, it is generally easier to choose days that people remember, such as festivals, the beginning of January, the end of the month, but also to avoid some taboo days. If it is a Saturday, Sunday or other holidays, consider doing it in the afternoon.
The choice of venue, the general synthesis of the following points:
One, is the taste and style.
The venue can be chosen outdoors or indoors, but indoors is common. Because all aspects of the package is better.
The hotel has different stars, from the point of view of this launch, choose five-star or four-star is possible.
Also, informal meetings, or product attributes that are closer to nature and health, can be chosen to be held in places such as summer resorts.
The hotel also has different styles, different positioning, choose the style of the hotel to pay attention to the content of the conference with the unity.
The second is practicality and economy.
Conference hall capacity? The size of the podium? Projection equipment, power supply? Set, chest microphone, remote microphone? How about related services? Accommodation, alcohol, food, beverages provided? Is the price reasonable? Is there any wasted space? And so on, all these should be considered.
Third, is the convenience.
Far from the main media, important people, transportation is convenient, parking is convenient?
Site layout includes:
1, background layout. Theme background board, the content contains the theme, the date of the meeting, some will be written on the convening city, color, font note beautiful and generous, the color can be corporate VI as a benchmark.
2, the hotel peripheral arrangements, such as hotel banners, vertical banners, floating balloons, arches, etc., each hotel is different, some are allowed, some are not allowed.
3, seat placement.
Placement: the conference is generally the podium plus the following desk-style placement, some informal, discussion of the nature of the meeting is a round-table placement. Pay attention to determine the podium personnel. However, many meetings now use the podium only host position and the speaker's seat, VIP sitting in the first row below the way.
Positioning principle: "high position in front of the center, their own people by the side of the back".
Pay attention to the reservation of seats, generally in the back will prepare some of the seats without tables.
4, the relevant equipment before the launch should be repeatedly debugged to ensure that there is no failure.
5, sign in and meet: generally in the lobby, elevator entrance, the turn has a guide to indicate the welcome sign, the general hotel has this service. Beforehand, you can ask a good Miss Manners to welcome the guests. General meeting will require participants to leave their business cards, ready to "please give business cards" box.
Eight, site control.
Site control is a reflection of the general coordinator of the resilience of a ring, in fact, a good coordinator will do the work in front: first of all, to prevent the occurrence of variables. For example, usually do some training, do some rehearsal beforehand. From the practical point of view, the sudden change of the scene is often due to miscommunication, ill-considered, as well as the negligence of etiquette. We should focus on these aspects; secondly, we should prepare a good alternative program beforehand; again, we should pay attention to accumulating on-site flexible handling skills.
For the officials who come, dealers should be accompanied and communication, for the journalists who come, should be treated equally, can not be open to the A media certain situations while the B media is confidential. For the reporter personal digging news generally should not be relayed to others.
In the control of the atmosphere, the general coordinator is in a balanced "center of gravity", the atmosphere is relaxed and lively, the mood of the participants will also be comfortable. Another important factor is the host, if he or she is hosting will be better, but is often a distraction, so in the conference, the need to arrange some things in advance, beforehand to fully communicate with the host, so that he (she) of the entire conference style has a general understanding and grasp.
In the process of product demonstration and explanation, you can use some modern technology, combined with a good schematic, three-dimensional graphics, video, slides, etc., in order to help participants understand.
Answer questions from reporters, generally speaking, by a main answerer is responsible for answering, if necessary, such as involving a strong sense of professionalism, assisted by others.
In the country, most journalists will not raise maliciously difficult questions, and sometimes even good faith difficult questions are less involved, often feel too unexciting. In fact, the question can reflect the reporter's understanding of the content of the meeting, grasp the breadth and depth of the reporter is standing in the public's position to put forward the controversial points, key points, difficult points and the public concerned about the "point", more helpful to the dissemination.
Pre-conference generally prepare a memorandum outline of the reporter's question and answer, and in advance to obtain consensus, especially the main answer and auxiliary answer to obtain **** knowledge.
In the process of the conference, the reporter's questions should be answered seriously, for the irrelevant or too long questions can be politely and politely stop, for issues involving corporate secrets, some can be direct, politely tell it is a corporate secret, generally speaking, the reporter can also understand, some can be politely answered. It is not appropriate to take the "no comment" approach. For complex issues that require a lot of explanation, you can simply answer the main points first and invite them to discuss after the meeting.
There should be a formal conclusion to the meeting. If the conference is scheduled to end before dinner or lunch, there should be a reception or buffet banquet, etc. At the end of the meeting, the host will inform the time and place.
After the conference and before the banquet, more in-depth interviews are usually arranged in the VIP room.
■Seminar meetings
Seminar-type meetings are usually more specialized, and the number of participants is not very large, unless it is an industry-standard discussion, which usually does not exceed 100 people. The key point of this type of seminar is the venue and location selection.
The venue - in addition to the general main meeting place, usually need some small meeting place so that the group discussion. The main venue should be set up in a spirit of equality, except for the moderator, and microphones for presentations should be available at every seat - unless there are fewer than 15 people.
About the location, usually choose a relatively closed, quiet, conducive to confidentiality of the location, preferably in the suburbs in a beautiful environment clubhouse - should meet the night entertainment and leisure, team spirit training, scene change, relatively easy transportation and other requirements.
■Training meetings
Training meetings are also professional meetings, usually organized by internal enterprises or education departments. In addition to the nature of the seminar, more is the exchange of skills and knowledge transfer, so the training conference on the venue requirements are relatively high - in addition to the general closed venue, there should be all kinds of expansion training facilities or venues, if possible, there should also be high-quality leisure and relaxation venues. The key points of the training conference: venue, training facilities and trainers.
■Society meetings
Society meetings are usually pure meetings, often need to issue some declaration or resolution of written information. Therefore, association meetings are often held in conjunction with press conferences. Voting facilities, ordering of members on site, and control of the venue are key to holding such meetings. Budgeting should take into account press and media costs - including invitations to journalists, transportation, accommodation and catering arrangements.
■Public interest/technical forums
This type of meeting is mostly public, and a series of sessions will be a feature of this type of meeting, so the choice of venue is very important, the basic requirement is that it can be divided or the main venue with a small venue, and the requirements for the meeting facilities are also higher - simultaneous interpretation, media journalists, hospitality, multimedia, live video and discussion, as well as the cost of media. The requirements for conference facilities are also higher - simultaneous interpretation, media journalists, hospitality, multimedia, live video and discussion venues may be required. In addition, if the conference host venue can not meet the requirements of several divisions, then the conference transportation becomes a key consideration.
■Order exchange meeting
This type of meeting is actually an exhibition, so the requirements of the venue are relatively special. The ideal venue should be a specialized exhibition hall or exhibition center, with a business club or similar venues is perfect. If it is a small-scale order exchange meeting, it can be set up in a large business hotel. The key points in organizing or acting as an agent for this kind of meeting are: venue selection, venue control, and exhibition setup.
■Secretarial services
The so-called secretarial services provide all kinds of secretarial, miscellaneous, temporary purchasing, temporary chauffeurs, guides and other services to exhibition organizers. These services are usually provided on an ad hoc or on-time basis, and are usually generalized by category and not subdivided at the time of budgeting - they can be calculated by unforeseen costs or by other categories. If operating through an agency, it is essential to tell the agency to be prepared to serve at all times. The final costing of services between the agency and the organizer will be approved by the financial or related personnel of both parties through the mutual signing of the bill by the designated contact persons of both parties.
■Tea break
Tea break for the general large-scale meetings may not need, medium and small meetings, especially companies or organizations of high-level meetings, tea break is very important. The definition of a tea break is a small, simple tea party set up for a break between meetings and to regulate the atmosphere, but of course the drinks provided may not be limited to Chinese tea, and the snacks are not limited to Chinese dim sum.
Usually, the preparation of a tea break includes the requirements of snacks, drinks, decoration, service and opening time of the tea break, etc. Generally, different drinks and snacks can be replaced at different times. Roughly the classification of the tea break is Chinese and Western style. Chinese drinks include mineral water, water, green tea, tea, black tea, milk tea, fruit tea, canned drinks, micro-alcoholic beverages, snacks are generally all kinds of pastries, cookies, bags of food, seasonal fruits, fancy fruit plate and so on. Western-style tea break drinks generally include all kinds of coffee, mineral water, low alcohol drinks, canned drinks, black tea, fruit tea, milk, juice, etc., snacks are cakes, all kinds of desserts, pastries, fruits, fancy fruit plate, and in some cases, Chinese pastries.
■Translation
Maybe some people think that the interpreter is just a sounding board, a tool, so the arrangement of the conference interpreter is as simple as any other props, as long as the "procurement" can be. In fact, the interpreter is a tool is not false, but the interpreter is a special tool, is tasked with the transmission of ideas with a way of thinking (and sometimes still talks about the impasse of the lubricant or buffer). So translators, especially those hired on an ad hoc basis, deserve to be taken seriously.
Many so-called interpreters are not generalists (in other words, they may have no concept of any field other than that which the interpreter himself has mastered), and conferences often involve a lot of terminology, often obscure words or combinations of words, so advance communication is essential. Furthermore, the interpreter should be told the speaker's usual rate of speech, and if possible, the interpreter can be given the previous video material to familiarize himself with it, and to tell