What is the reception process for large conferences?

The company is preparing to hold a large-scale meeting, and as a conference reception staff, do you know the meeting process clearly? The following is the large-scale conference reception process that I have compiled for you. I hope it will be helpful to you.

Large conference reception process

1. Work before conference reporting

1. Confirm the registration date, conference name, and conference water label with the conference organizer and signs, the approximate number of people attending the meeting, the date of use of the conference room and the layout of the conference room, the arrival date of the conference team teacher (or staff) (confirm the flight or train number), the meeting requirements of the conference team (conference organizer content, attendance at the meeting Arrangements and treatment of lecturers, pick-up and drop-off issues, hotel accommodation arrangements, lecture time, details about conference arrangements, 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 a hotel, you need to make sure that the price of the hotel you choose is within the range that meets the conference requirements.

2. Book the selected hotel as soon as possible after the above situation is implemented (room, meal price, conference room price calculated on a daily basis, hotel location), and confirm the vehicle and contact information used to pick up the station on the conference registration date ( Cars for pick-up at the station must be arranged according to the number of people who register); Cars, tour guides, train tickets, air tickets, and local pick-up agencies for the post-conference inspection itinerary must be finalized (only rough reservations must be made 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 Send it to the organizer, especially inform the conference organizer of the specific and accurate geographical location of the hotel and the bus (bus) method from the airport or train station to the hotel; at the same time, you can reconfirm the number of people registering for the conference and the schedule with the other party. Are there any changes or modifications?

4. After completing the third item (3.), you can give a relatively accurate reply to the vehicle unit or individual, tour guide, locomotive ticket, and local pick-up agency, so that the other party can make corresponding arrangements and pick-up. Will prepare.

5. Prepare related tools for the meeting (various signs used for the meeting in the hotel or team vehicles, sign-in and registration forms, stationery supplies, study materials bags including: notebooks, pens, document bags, and booking return transportation The form and train timetable used, the corresponding return transportation price list, souvenir gifts for post-conference inspections, and seat signatures) will also inform the conference hotel 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 rooms for the conference team; at the same time, notify the pick-up car and confirm the driver’s contact number and Vehicle type and pick-up personnel, 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 room where the conference team is located

2. Preparations before meeting registration

1. Staff staying in the hotel must arrange the room for the administration group so that it can be used when registering for the meeting; at the same time, coordinate with the relevant departments of the hotel on the details of the meeting (such as: conference signs, water signs, conference rooms, restaurants); Post the administration team logo where it can be easily seen.

2. Learn more about the location of the venue used for this meeting. Such as: restaurants, conference rooms, rooms used by conference team teachers and lecture teachers.

3. Preparation of equipment for relevant meetings. Such as: venue layout, multimedia projector.

3. Work during the meeting

1. The most important thing during the registration period for the meeting is charging. During the charging process, registration must be detailed, accurate, and written.

Procedures must be strictly followed during the charging process, and:

(1) Determine the student’s situation

(2) Calculate the fees payable according to the situation

(3) Fill in the fee receipt and do not tear it up!

(4) Collect payment

(5) Tear off the receipt and give it to the student

( 6) Fill in the registration form.

2. After a charge has been made and a receipt has been issued, changes in the student's itinerary must be made on the basis of the original receipt, and the changed content must be signed and dated by the guest.

4. Issues that need to be paid attention to during the meeting

1. The conference 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 fees 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.

The process of large-scale conference reservation preparation

1. Conference reservation

1. If the company does not have a separate large conference room, we need to book it from various hotels first Start looking for the venue, preferably in a business district that is closest to the company and convenient for food and accommodation, and make a reservation.

2. Determine the content of the conference booking

1) Meeting time, meeting location, company name, conference team contact person, number of people attending the meeting, venue rental, free items, charged items, results Accounting methods and other requirements.

2) Venue layout format: desk style, theater style, U-shaped, T-shaped, back-shaped, cocktail-shaped, mouth-shaped, etc.

3) Basic configuration of conference supplies: large sticky notes, pencils, microphones, mobile whiteboard sets, projectors, curtains, conference tables, and venue signs. (KTV system is not allowed without special instructions)

4) Conference fee items: coffee break (black tea, coffee, green tea, mineral water), banner production.

3. After completing the meeting reservation process, it is generally necessary to send a meeting notice two days in advance to all participants and send a copy to the company superiors.

2. Venue layout

1. The hotel hosting the conference is generally responsible for arranging the venue layout according to the requirements of the conference notice, and the conference preparation team assists the hotel in the layout.

2. The hotel will be responsible for the tea service during the conference, and the conference team can choose the type of tea according to needs.

3. Meeting placement standards: conference tables and chairs are aligned horizontally and vertically, sticky notes are aligned horizontally and vertically, and pencils are placed at a 45-degree angle to the left in the center of the sticky notes and aligned horizontally.

4. It is best to place the banner at the upper edge of the front or rear of the venue to facilitate the overall effect when taking photos. Flower arrangements can be placed in the center of the podium, preferably in front of important leaders.

3. Inspection before the meeting

1. The pre-meeting inspection is generally the responsibility of an inspection team composed of the conference affairs team led by the host hotel

2. Pre-meeting inspection requirements: Whether the tables and chairs meet the standards, whether the placement of paper, pens, and water meets the standards, there is no garbage or stains on the whole, and the countertop is clean and tidy.

3. Conference equipment inspection requirements: Make sure that all lighting in the conference area is in normal use half an hour in advance; ensure that the air conditioning is at 25 degrees in summer and 28 degrees in winter; ensure that conference room audio, microphones, projection and other equipment are running normal.

4. Review the contents on the meeting notice, and the conference affairs team will follow up with the hotel in a timely manner.

4. Cleaning up the conference venue

1. Cleaning up the conference venue is generally the responsibility of the host hotel, but as a conference team, you need to take inventory of the items and tools you bring and organize them so as not to leave them behind.

2. Try to keep the U disk or data in the multimedia device as safe as possible after use. If you use a hotel computer, remember not to leave important data in the computer to avoid leakage.

5. Account settlement

1. Generally, the conference affairs team will have a financial person responsible for the financial expenditure and income of the conference preparation organization.

2. When settling, remember to issue invoices (VAT general invoices and special invoices) according to the company's requirements.

3. After settling the accounts, return to the company to sort out the report on the successful convening of the meeting in preparation for reporting to your superiors.