What is the reception for?

Conference work is a variety of specific affairs that serve the conference. It includes the following aspects. First, make a meeting plan. Meeting plan is a meeting preparation plan, and the quality of the plan directly affects the quality of the meeting.

The meeting plan includes: meeting name, duration, location, qualifications (election, designation, special invitation and attendance), list of participants, meeting admission tickets, division of responsibilities within the preparatory office, personnel deployment, venue layout and meeting agenda. If there are elections, awards, photography, etc. , should also be included in the plan.

Second, prepare meeting documents. Proposal, drafting, review, printing and distribution of documents and materials considered at the meeting (distributed before or at the meeting).

Third, the meeting notice. The proposal and distribution of meeting notices must be timely. Important meetings should be followed up after the notice is issued to find out whether the other party can attend the meeting as scheduled.

Fourth, check before the meeting. This includes the report and inspection of the implementation of the plan and the on-site inspection. Reporting and inspection is mainly conducted by the person in charge of the preparatory work to report the overall preparatory situation and existing problems to the meeting host or main leaders, focusing on the meeting documents and materials. On-site inspection focuses on the layout and security of the site.

Fifth, the specific services during the meeting. Including the inter-meeting system, such as sign-in system, waiting system, meeting minutes, preparation and printing of briefings, etc. On-site command of large-scale assembly and emergency measures under special circumstances should not only be listed as special items in the plan, but also the commanders and their command signs should be determined.

Six, the meeting work at the end of the meeting includes the summary of the meeting content, the writing and distribution of the meeting minutes, the news report of the meeting or the convening of a press conference and press conference. In addition, such as delegates leaving the meeting, financial settlement, material clearance and other aftermath work.

Meetings can be divided into size and duration. The scale of the meeting can range from a few people to tens of thousands of people, the time can be long or short, the types are diverse and the nature is different, but the content and process of the meeting work are basically similar. The work content and process of general meetings are divided into three stages: pre-meeting preparation stage, meeting implementation stage and evaluation summary stage.

Preparation before the meeting:

Pre-meeting preparation is the pre-planning of the meeting, and it is a systematic arrangement for all the work to achieve the meeting objectives. Pre-meeting planning generally includes the following contents: conference planning, meeting location, making marketing plan and budget.

Meeting planning:

(1) Planning Committee: The planning Committee is a team responsible for the meeting, usually composed of internal members of the host organization.

Set a goal: a specific goal and write it down.

Identify candidates: identify members, internal or external tasks.

Specific operations: site investigation, design evaluation and work records are recorded for future reference.

(2) Planning scheme: conference planning mainly includes:

Who to invite? How many people actually attended?

Effective meetings require sufficient time, and holidays must also be considered.

Where will the meeting be held?

The clear objectives of the meeting.

The specific form of the meeting, including the opening and closing ceremonies and the specific contents of the meeting.

2. Meeting place:

(1) meeting place type:

Hotels: Some small and medium-sized meetings are held in hotels.

Conference Center: The conference center is specially designed for large-scale conferences, and generally does not have guest rooms and entertainment areas.

Universities: Most schools have special academic lecture halls, and some are open to the public.

Ships: Ships, especially some cruise ships, also have conference facilities.

Sanatorium: Sanatorium is also equipped with meeting facilities, which can be used for recuperation and meetings.

(2) the location of the meeting.

The location of the meeting should generally be considered from the following aspects.

1. Distance and traffic conditions

2. History of holding meetings

3. Accommodation conditions

4. The charging status of this position

5. Safety factors of the site

5. Whether the service facilities in the location are perfect.

6. Nearby attractions can cooperate with each other.

(3) Make marketing plans, etc.

The publicity of the market is crucial to the success or failure of the meeting.

1. Audience, what do you want from the audience; Understand the expectations of the audience.

2. Publicity materials, what style should publicity materials have?

3. Mailing, what materials exhibitors need, mailing costs and feedback rate, etc.

4. Advertising, advertising In those publications, what kind of advertisements are printed?

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(4) Budget preparation

Controlling the budget of the meeting is equivalent to mastering the whole meeting. The first step in budgeting is to confirm whether the meeting is profitable or to ensure balance of payments. Then there is the cleaning fee. There are two kinds of expenses, fixed expenses and variable expenses. No matter how accurate the budget is, there will be unexpected situations, and the total budget should have an extra cost of 10%.

Meeting implementation

When implementing the meeting plan, its work includes: registering the participants, collecting relevant information, looking for a spokesman, contacting the meeting place and resolving disputes when necessary.

Meeting implementation generally includes the following steps.

1. Prepare the venue manual.

2. Establish an information center (providing real-time services)

3. Set up a steering committee (responsible for on-site guidance).

Three. Summary and evaluation

The summary and evaluation of the meeting (once the meeting is over, it should be evaluated immediately) is generally divided into three parts.

1. Summary of all the work from the preparation to the end of the meeting.

2. Benefit analysis and cost accounting

3. Market survey of this project

4. Customer exchange visits (visiting customers to deepen their relationship)

5. Hold a commendation meeting and thank the relevant personnel (do a good job of thanking the conference-related staff and cooperation units, and provide the data to the media to expand the influence).