What processes are needed for the meeting?

? After the epidemic in 2020, the conference business began to recover slowly, and many enterprises began to deploy their own product launches or some exhibition activities. However, under the impact of the epidemic, too many conference companies have closed down or have not yet opened. For these enterprises, it is undoubtedly necessary to organize themselves on stage. However, many people do not understand the convening process of the conference. Because I have worked in the Astral Conference Platform for many years, I would like to share some experiences with you here, hoping to help enterprises that need to hold their own conferences.

One: determine the theme, content and list of participants of the meeting.

The theme of the meeting here can be product launch, forum or summit or exhibition. According to the meeting and purpose that each enterprise wants to hold.

2. Determine the scale of the conference. Book the venue at least 2 weeks in advance for 65,438+000, at least 65,438+0 months for 65,438-300, at least 2 months for 300-65,438+0000 and at least 3 months for 65,438+0000. After determining the number of people, be sure to contact the hotel in advance to book the venue.

Three: Carefully arrange the preparatory work.

1), determine the overall person in charge: responsible for the overall situation and coordination.

2) Determine the reception team: divide it into several working groups or assign several people to be responsible according to the workload, and define the division of work, such as picking up the station, reporting, accommodation, dining, car use, activities, etc.

3) Guest information: number, name, gender, position, nationality, arrival and departure method and time, activity content and requirements, etc.

4) Activity preparation: activity form, location, host, invitation letter, way of going, etc. Should be formulated in advance.

5) Conference Guide: Generally, it should include: welcome speech, schedule, housing arrangement, dining arrangement, bus arrangement, contact information of the conference group and service guide. When making the conference guide, attention should be paid to avoid obvious errors in format and font, and it must be proofread by the relevant person in charge before printing. 6) Car arrangement: arrange the car in advance, and prepare and replenish the items needed in the car (wet wipes, umbrellas, mineral water, medicines, etc.). ), feedback the itinerary in time, notify the reserved parking space in advance, and arrange special personnel to guide.

7) Pick-up personnel: Arrange one-to-one or many-to-one reception according to the actual situation, and specify the tasks of pick-up personnel in advance. Important guests should arrange the corresponding level of personnel to pick up the station.

8) Check-in arrangement: determine the room arrangement and reception requirements of VIP guests and ordinary guests, pay attention to VIP guests, give them due respect, prepare fruits and flowers in advance, and arrange rooms near the meeting place, preferably in the hotel where the meeting is held, and try to concentrate on the same floor. It is best for the conference group to set up an office at the front desk of the hotel when the guests check in, which can reduce a lot of trouble.

9) Venue layout: Prepare meeting materials, table flowers, table cards, hot water, mineral water, tea, paper cups, snacks, fruits, pens, notebooks, computers and multimedia equipment, microphones, backboards and banners. Among them, the preparation of fruit should follow the principle of convenience and practicality.

10), meal preparation: know the dining habits of guests in advance, especially those of ethnic minority areas and foreign guests, determine the menu, drinks, prepare meal labels and determine the accompanying personnel.

1 1), others: financial preparation, media reporters, photographers, cameramen, cameramen, tape recorders, hostesses.

3. Be sure to arrive at the meeting site in advance before the start of the formal meeting stage, confirm that the venue is fully arranged, and check whether the electronic equipment to be used during the meeting is faulty and the preparations for tea break. During the follow-up meeting, the general manager can't leave the site, so he should always pay attention to the site to prevent accidents. If you want to eat in the venue after the meeting, you must arrange the guests and the connection time. If there are any temporary problems during the meeting, contact the person in charge of the hotel meeting in time to solve them.

Four: after the meeting, make a careful summary and filing, analyze the difficulties and key points in the reception work, and prepare for the reception of the next meeting. If a large-scale meeting with a large number of people fails to be held successfully, the consequences and losses are immeasurable, so we must make preparations in advance.