Notes on conference service process

Conference work is intricate and involves many links, and omissions and mistakes may occur if you are not careful. Exploring the conference work flow at work can make complicated conference work concise, clear and efficient.

1. Pre-meeting preparations

Pre-meeting preparations are the basis and prerequisite for doing a good job in meeting affairs. The entire process and every link of the meeting should be carefully planned and prepared for possible events. Plan ahead for problems.

(1) Formulate a plan

The meeting plan is the general arrangement for organizing the meeting, which mainly includes the name, purpose, time, location, participants, main agenda, conference work tasks and Division of responsibilities, etc. The meeting plan must be concise, clear, specific, and highly operable, and must be submitted to relevant leaders for approval. After the meeting plan is determined, the sponsoring department shall convene all relevant departments to hold a conference work coordination meeting to coordinate the implementation of their respective responsibilities according to the plan requirements.

(2) Clarify the tasks

In the preparation stage of the meeting, there are mainly the following tasks:

1. Draft meeting notice. The elements of the meeting notice mainly include the name of the meeting, main content, registration time and location, participating units, registration requirements, contact name and phone number, etc. Meeting notices must be accurate, well-organized, and concise. In particular, the time and location must be clear. The time must generally indicate the year, month, and day, and confusing words such as "tomorrow" and "the day after tomorrow" cannot be used. The meeting location must be accurate to the specific floor. , house number, such as: the third conference room on the sixth floor of ×× office building.

2． Issue meeting notice. Meeting notifications can be sent by phone, text (WeChat) message, written form, or intranet email. You can choose one or more at the same time depending on the situation. When sending notices, you must pay attention to: First, confidentiality. Confidential meetings cannot be released through text messages or WeChat. The second is to be responsible and ensure that meeting notices are delivered to participants in a timely manner. For written notices, a signature registration form must be prepared, and each notice must be signed to confirm issuance. Send via email, return receipt retained. Send via text message or WeChat, and the recipient should be asked to respond in a timely manner.

3. Arrange the participants. Collect statistics and summarize the list of people who requested leave at the meeting, and verify the leave status if necessary. The list of participants should be carefully checked to ensure there are no discrepancies, and a paper list of those requesting leave should be printed and reported to the participating leaders or meeting host in a timely manner.

4． Coordinate attendance with leadership. According to the meeting requirements, leaders are invited to attend the meeting through face-to-face reports, phone calls, text messages, WeChat and other methods. Focus on reminding leaders of the meeting time, location, main participants (department) and agenda, etc. Remind leaders of the meeting time in an appropriate manner about 1 hour before the meeting.

5． Book a meeting room. After the meeting time is determined, you should immediately contact the logistics, property and other conference room management service departments to reserve the conference room, and ask the property service staff to assist with cleaning, table and chair placement and other preliminary preparations. If there are personnel from outside units participating, guidance signs must be made in advance.

6． Prepare and print meeting instructions. For larger meetings such as province-wide business work meetings, bank-wide cadre and employee meetings, and mid-year work meetings, meeting instructions must be compiled and formatted with accurate words, clear expressions, thoughtfulness and conciseness. The main contents include: meeting discipline requirements, schedule, work and rest time, list of participants, group list, accommodation or transportation arrangements, duty telephone number, list of meeting staff and contact information, precautions, etc.

7. Make meeting certificates. According to the needs of the meeting, various types of documents such as representative cards, attendance cards, entry and exit passes, work passes, vehicle passes, etc. will be produced. The production of certificates should be combined with the theme and content of the conference, follow the principles of beauty, economy and applicability, and should be easy to identify, convenient to manage, and conducive to security.

8. Venue layout. Mainly refers to the layout of the rostrum and ancillary facilities. The overall requirement is to be standardized, harmonious, solemn and generous, and consistent with the theme and content of the meeting. The first is to arrange the rostrum reasonably. The rostrum is the focus and center of the venue. It embodies the style and atmosphere of the entire meeting and is the focus of the venue layout. Factors such as the nature of the meeting, the number of people seated on the stage, the ease of access for leaders, and the size of the podium must be comprehensively considered. The second is the debugging of ancillary facilities. Mainly audio, lighting, and projection equipment. Arrange an appropriate number of microphones according to the needs of the meeting and place them in appropriate locations, and conduct sound trials one by one in advance to ensure that each microphone can be used normally. If you need to play the music, you should try it out in advance. It is best to make a backup to ensure nothing goes wrong.

Check whether the lighting lamps in the venue are damaged. If damaged, they need to be repaired and replaced in advance; camera and microphone power supplies must be prepared in advance. When there is a projection demonstration, rehearse it in advance and adjust the lighting in time as necessary.