Details about conference reception work

Conference reception 1. Work before meeting report 1. Confirm with the conference organizer the registration date of the meeting, the name of the meeting, the water sign and cloth for the meeting, the approximate number of people attending the meeting, the date of using the conference room and the meeting Room layout, arrival date of the conference team teacher (or staff) (confirm flight or train number), meeting requirements of the conference team (conference organizer content, arrangement and treatment of teachers attending the meeting, pick-up and drop-off issues, hotel accommodation arrangements, lecture details time, details about conference arrangements, and specific itinerary for post-conference inspections); at the same time, provide the hotel situation you know to the conference teachers for their reference. When recommending hotels, you need to pay attention to the price of the selected hotel in line with the conference within the required range. 2. Book the selected hotel as soon as possible after the above situation is implemented (rooms, meal rates, conference room prices calculated on a daily basis, hotel location), and confirm the vehicle and contact information to be used for pick-up on the conference registration date (the corresponding pick-up needs to be arranged according to the number of people reporting) Car); finalize the car, tour guide, train tickets, plane tickets, and local pick-up agency for the post-conference inspection itinerary (just make a rough reservation in advance). ▲Conference venue requirements: 9 multimedia classrooms; accommodating about 2-300 people 3. After the hotel reservation is completed, fax the general situation of the hotel in writing to the organizer, especially the specific and accurate location of the hotel Inform the conference organizer of the location and the mode of transportation (bus) from the airport or train station to the hotel; at the same time, you can confirm with the other party again whether there are any changes or changes in the number of people registering for the conference and the schedule. 4. After the third item (3) is completed, you can give a relatively accurate reply to the vehicle unit or individual, tour guide, train ticket, and local pick-up agency, so that the other party can make corresponding arrangements and preparations for the meeting. 5. Prepare relevant tools for the meeting (various signs used for the meeting in hotels or team vehicles, sign-in and registration forms, stationery supplies, study materials bags including: notebooks, pens, document bags, forms for booking return transportation and train timetables, Corresponding price list for return transportation, souvenirs and gifts for post-conference inspections, and seat signatures). At the same time, the conference hotel will be notified of the name of the conference and how to arrange accommodation for students who arrive early. 6. Notify the hotel that the conference staff needs to arrive one day in advance or according to the situation of the attendees and prepare a room for the conference team; at the same time, notify the pick-up car and confirm the driver's contact number, car model and pick-up staff at the hotel where the conference is located and the room number of the conference team; at the same time, contact the conference organizer to inform the conference staff that they have checked into the hotel. After checking into the hotel, you must inform the office staff of the name of the meeting, registration location, mode of transportation, hotel contact number, and the room where the conference team is located. 2. Preparation before meeting registration 1. Staff who check in to the hotel must arrange the room of the conference team. It can be used when registering for the meeting; at the same time, coordinate the details of the meeting with various relevant departments of the hotel (such as: meeting signs, water signs, conference rooms, restaurants); post the administration team logo in an easy-to-see place. 2. Understand in detail the location of the venues used for this conference, such as: restaurants, conference rooms, rooms used by conference team teachers and lecturers. 3. Preparation of relevant conference equipment, such as venue layout and multimedia projector. 3. Work during the meeting 1. The most important thing during the registration period is charging. During the charging process, registration must be detailed, accurate, and written. During the charging process, procedures must be strictly followed, and: (1) Determine the student's situation (2) Calculate the fee payable based on the situation (3) Fill in the fee receipt without tearing it! (4) Collect payment (5) Tear off the receipt and hand it to the student (6) Fill in the registration form. 2. After the charge occurs and the receipt has been issued; if there is a change in the student's itinerary, an annotation or change must be made on the basis of the original receipt, and the changed content must be signed and dated by the guest. 4. Things to note during the meeting 1. The meeting team must always maintain a neat, clean and quiet environment. 2. Written documents used by the conference affairs team must be kept intact. 3. The expenditure of conference funds or mutual transactions must be reflected in writing; and vouchers must be issued to each other. 4. Everyone’s conference funds must be kept well, counted every day, and stored safely