Conference reception procedures and etiquette

The conference reception process includes: determining the reception work according to the conference marketing scale, issuing meeting notices in a timely and accurate manner, selecting the venue, decorating the venue, and preparing conference materials.

1. Determine the reception work according to the scale of conference marketing

Conference marketing is generally divided into science popularization lectures, science popularization social gatherings and old customer appreciation parties, etc. No matter which form of conference marketing is adopted, it must be received seriously to make customers feel at home. Usually, a main leader directly handles the preparation work for the meeting, establishes a conference affairs group, studies and arranges the relevant work of conference reception, and clarifies the responsibilities of each department.

2. Distribute meeting notices promptly and accurately

The meeting notice must state the meeting time, meeting theme, meeting participants, etc. Meeting notices should be sent out in advance so that meeting participants can be prepared. Depending on the content of the meeting and the scope of participants, meeting notifications may be posted, mailed or telephoned. Meeting participants should be clearly informed of their arrival route.

3. Select a venue

When choosing a venue, you must first consider the number of attendees. It is better to arrange a suitable and spacious place. You should also consider whether the location is convenient for participants; whether the equipment conditions of the venue are good; whether there is noise in the venue; whether the lighting and air-conditioning equipment of the venue are in good condition, etc.

4. Venue layout

You can put colorful flags, hang colorful flowers and lanterns in front of the door, hang large banners with congratulatory slogans or inflatable balloons in the air, and place flower baskets next to the venue. . Depending on the content of the meeting, banners are hung in the venue. Welcome and celebratory signs are posted at the door. Appropriate potted flowers can be placed at the venue. Teacups and drinks placed on the table should be cleaned and arranged in a beautiful and uniform manner.

5. Prepare meeting materials

Necessary information on meeting topics should be prepared by the conference affairs team. Materials should be neatly bound. If there is a lot of information, pack it in an information bag.

Meeting Reception Etiquette

1. Grooming

Male employees’ beards should be trimmed neatly, and their hair should not be long enough to cover the forehead, not cover the ears at the side, and not touch the collar at the back. Female employees come to work with light makeup, elegant appearance, and consistent with their age and status. Do not wear makeup in public during working hours. Pay attention to public hygiene. You should not eat food with pungent odor before going to work to avoid bad breath.

2. Clothing

All employees should wear company suits and work clothes. Men should wear blue shirts and work clothes, and women should wear white shirts and work clothes. The clothes should be in good condition, without stains and buttons. Complete, no missing or wrong buckling. Wear a tie and leather shoes, keep your jacket pockets empty, trouser pockets as little as possible, and keep your cuffs and trouser legs unrolled.