What are the process arrangements for event affairs?

The field of activity planning is very wide, the forms of activities are different, and the execution items of activities are also different. The activity conference process can be summarized as follows:

1. Clarify the activities background, purpose.

2. Clarify the activity theme, time, location, participants, number of participants, activity content, and types and quantities of related preparation materials.

3. Organize a conference affairs working group, determine the leadership and members of the conference affairs group, and formulate meeting preparation arrangements.

4. According to the determined meeting agenda, formulate the meeting budget and apply for special meeting expenses.

5. Determine a clear meeting agenda, implement the attendance of participants, the specific location of the meeting, accommodation arrangements for participants, meeting vehicles, and safety emergency plans, and form a sample conference guide, which will be confirmed after confirmation Start printing.

6. Publish meeting notice, including meeting time, location, format requirements for submitting meeting materials, and participants.

7. Confirm the speaker: Choose stories that are capable of speaking, influential, universally respected, rich in actual experience, touching or humorous.

8. Rehearse according to time to prevent lack of time and premature ending.

9. Pre-event publicity.

10. Determine the style and content of materials such as background images, participation tickets, table signs, directions, event site route maps, etc., and start production after confirmation.

11. Check the availability of various promotional materials.

12. Room arrangements and catering arrangements for participants.

13. Arrange personnel to arrive at the meeting site in advance and arrange meeting rooms, accommodation, and catering matters.

14. Check the availability of various conference materials, including reporting materials, conference guides, etc.

15. Check the conference accommodation and catering arrangements. If there is a dinner, coordinate the location and drinks.

16. Determine the entry time and construction content.

17. Communicate with the host one day in advance and conduct on-site rehearsal and preparation.

18. Organize and layout the conference room and ensure that all indoor equipment is in place.

19. Comprehensively inspect the implementation of various tasks, and arrange for guidance personnel, meeting record-keeping personnel, conference computer projection operators, and photography and videography personnel.

20. Determine the specific time for participants to arrive at the meeting location and group them into groups.

21. A dedicated person will hold a sign to greet the guests and lead them to the reception area. At the same time, the guests will be gathered and led to the car. Arrive at the hotel and be directed to the reception desk to sign in.

22. Staff who are familiar with the guests should stand at the gate to greet the guests, sign in for the meeting, and issue room cards and information bags when the guests are in place.

23. VIP reception: A dedicated person and a special car will accompany you throughout the journey. The special car will be delivered to the hotel, taken to the VIP area to rest, handle the formalities, and delivered to the room. During meetings, senior leaders will personally accompany them and guide them in the front row.

24. Choose a photo location.

25. Return ticket coordination.

26. See-off process: Schedule a scheduled departure in the hotel lobby, with a dedicated person to lead the group and a dedicated person to follow the car.

27. After the meeting, recycle your own items, organize the meeting minutes, publish the meeting results, and summarize the experience and lessons learned from the meeting organization.

The above process is a standard large-scale conference process. In actual application, it can be adjusted according to the size of the conference. No matter what type of activity is done, there must be a detailed activity plan and process, and the execution is subdivided according to the plan. The clearer the subdivision, the more successful the activity execution will be.