General meeting organization procedure

I. Preparation before the meeting

1, to determine whether the meeting is necessary. Can the problems to be solved at the meeting be solved more effectively by other means?

2. Determine the purpose of the meeting. What kind of results do you want to achieve? What kind of decision will the meeting make? What action plan do you intend to achieve?

3. Prepare the agenda. List items related to the purpose of the meeting. Classify projects according to their importance. Group related projects.

Limit the negotiation time of each project.

4. Collect all the information related to the items discussed at the meeting. If it is too long, extract the main points.

5. Before the meeting, distribute the meeting agenda and classified documents among the participants.

6. Restrict participants according to the issues to be discussed.

7. On the occasion of the formal meeting, check whether there is any new information. If so, please tell us briefly.

Two. Services during the conference

Three. Post-meeting work

1. Circulate meeting minutes between attendees and non-attendees. Meeting minutes should be accurate. Decisions made at the meeting should emphasize commitment to action.

Name, time and standard of the person in charge. Indicate the date and time of the next meeting.

2. Supervise and inspect the implementation according to the requirements of the meeting.

Meeting reception flow 23

Pre-meeting work:

1, consult with the conference organizer.

2. Provide conference reception planning scheme and quotation to the conference organizer.

3. Invite the conference organizer to visit the conference site.

4. Confirm the conference reception plan with the conference organizer.

5. Sign a meeting reception standard contract with the meeting organizer.

6. Confirm that the conference organizer pays the conference deposit in advance.

7. Before the meeting, formulate the service standards for conference staff and the conference reception manual.

8. Prepare meeting materials. (including inviting relevant leaders, news media, news release, reception materials, business services and public relations etiquette to support the meeting,

Translation, communication and secretarial services. )

Working in a meeting:

9. Airports, docks and stations: According to the needs, there are special people and special cars to pick up the stations in batches and in different time periods.

10, conference hotel site: conference secretary distributes conference materials and receives visitors.

1 1. The conference secretary shall assist in the venue layout and conference services.

12. The conference secretary assists the conference group in confirming and allocating rooms, confirming VIP rooms and sorting out and recording relevant information during the reception (check-in) of the conference. Assist in scoring

Send gifts for the meeting and fruits to the room.

13, confirm the meal time, menu, standard, form, drinks, primary and secondary tables and other related arrangements.

14. Confirm the entertainment items, entertainment places, consumption and payment methods of conference delegates (customers) in advance.

15. Confirm the arrangement of food, accommodation, transportation, travel, shopping and entertainment provided by the travel company for the meeting (schedule, dining car guide, etc. )

Arrangement).

16. Confirm and guarantee the security work such as anti-theft and fire fighting at the meeting place, and the personal, property and material safety of delegates during the meeting.

17. Confirm the arrangement and reception of special guests (including leaders, representatives of ethnic minorities, distinguished guests, representatives of the disabled and their families, etc.). ).

18. Coordinate transportation arrangements during the meeting.

19, handling entrusted services such as transportation and ticketing for returning delegates and other trips.

Work after the meeting:

20. Summary and evaluation of conference services, feedback and handling of opinions of conference representatives.

2 1, meeting materials, leaders' speeches, delegates' speeches, news reports summary, print delegates' address book.

22. Settle the expenses with the meeting organizer.

23. Say goodbye to representative works.