Conference reception process

Conference reception process

Conference reception means that the conference organizer negotiates with the organizer, signs a standard conference reception contract, and provides full service activities for the agreed matters. The following is the content related to the conference reception process that I compiled, I hope it will be helpful to you!

★Preparation work

1. After receiving the conference (exhibition) intention , reply immediately with reasonable quotation and put forward our reasonable suggestions.

2. Can provide design and planning services for conferences (exhibitions) for customers.

3. Book hotels, conference (exhibition) venues, vehicles, etc. as required.

4 Prepare conference supplies: representative certificates, emblem, and souvenirs.

5. Provide public relations etiquette, secretarial and translation services, and rent equipment required for conference affairs.

★Conference reception

1. The layout of the conference (exhibition) venue: welcome sign, banners, signs, conference materials, paper, pens, drinks, equipment testing, etc.

2. Arrange to pick up and drop off guests according to customer needs, and assist the conference team to handle guest sign-in and other tasks.

3 Meeting dining and banquet arrangements.

4 Post-conference activities such as travel and entertainment inspections.

5 Provide return air tickets and train tickets.

Generally speaking, as a professional exhibition company to undertake/agent for various conferences and exhibitions, most of them go through the following steps:

1. Planning. As a professional exhibition agency, we Provide exhibition planning agency, tell us your thoughts or ideas, and we will provide you with feasible plans, exhibition planning, meeting receipts, etc.

2. Consultation At this stage, we will conduct preliminary communication with the client and propose our own plans for selection based on some of the client's concerns - such as the most suitable meeting venue within the budget, Recommend hotels for participants to stay, choose suitable dining venues and menus that are suitable for their budget, exhibition transportation procedures, reception procedures, etc.

3. Inspection If you think you can trust us after communication, then we can enter this stage - we will arrange for you or your representatives to go to the destination to inspect the hotel, conference venue, and environment we provide for you , transportation vehicles, exhibition equipment details, etc., and at this stage conduct in-depth discussions on service items, service processes, promotion plans, service prices, etc., and roughly clarify the responsibilities and obligations of both parties.

4. Determining this time requires patience and meticulousness - we have to go over the conceived process and plan one by one, make the plan as detailed as possible, and then confirm the rights and obligations of both parties in writing. and responsibilities, and sign relevant service agreements.

5. Strict and humane implementation of the agreement will be a high sublimation of the spirit of cooperation between the two parties. No matter how perfect the idea is, there are flaws in any plan. Both parties need to adhere to the concept of cooperation, put aside temporary differences, and strive for the successful outcome of the exhibition as the same goal. During this period, both parties need to promise orally or in writing that services other than the original agreement will be regarded as an extension of the agreement, and temporarily decide the person in charge of signing by both parties. All temporary transactions are allowed to be carried out through prior negotiation and subsequent settlement.

6. The financial personnel of both settlement parties carefully check various documents and perform accounting in strict accordance with the agreement.

Extended reading

Meeting reporting skills:

Nowadays, many young people, even if they have worked in the company for many years, do not know how to report on their work. Especially when attending important meetings, they did not understand what they were talking about and did not prepare in advance. In the end, they offended the leader and made them not favored by the leader. Therefore, I would like to remind everyone that when attending important meetings, When reporting work to your boss, you must master these three skills, so that you can be liked by your boss.

First, prepare and speak in advance

When working in the workplace, there are many professionals who often have no clue before reporting their work to their leaders. Moreover, I was not prepared. Instead, I saw many new employees around me who expressed their opinions clearly and logically, and got the results they deserved when reporting on their work. The author reminds everyone that whether they are attending important meetings or small meetings in the company, You should be prepared for meetings in advance, because this is essential in daily work. If you do not make a summary, the leader can scold you in full at the meeting, so young people must understand this crisis.

Second, report work progress in a timely manner

Of course, there are many young people who make too many mistakes when performing work tasks. When work projects encounter obstacles, these young people People often hide the facts and do not tell the leaders the facts, nor do they want the leaders to waste their time to help them solve problems. This is often because of the non-serious attitude of these employees, which in the end delays the progress of the work and is rejected by customers. Canceling an order will also directly affect the company's image.

Everyone in the company should report their work progress in a timely manner and proactively tell their leaders about their mistakes. Don't be afraid of being blamed, because the leader may immediately Forgive you and reach out to you.

Third, prepare multiple plans

Many young people are always straightforward when getting along with colleagues and leaders. In the end, they are often disliked by everyone because of their speaking problems. In fact, The same is true when reporting work. Young people should prepare more various solutions instead of just preparing one solution that cannot be remedied. In the end, it will be more difficult to seek help from colleagues and other leaders when reporting work, resulting in you not being reused by the leaders in the company. , this is actually what worries everyone the most. In addition, young people should be more concise when reporting work. Leaders don't have much time to listen to you talk in meetings. ;