Summary of experience in holding meetings

Chapter 1: To sum up the experience of holding a meeting, the key lies in whether the planning and preparation before the meeting are in place.

I. Meeting planning

Conference planning's work directly determines the success or failure of the meeting. Conference planning personnel must have a clear understanding of the whole meeting and be able to control the meeting from a certain strategic height. Therefore, there are strict requirements for personnel in conference planning, and planners are required to have certain management ability to plan, organize, direct, coordinate and control the people, money and things involved in the meeting, so as to achieve the purpose of holding the meeting efficiently.

(1) Preparation before the meeting

1. Understanding of this meeting

Before the meeting, you must clearly understand the contents of the meeting (name, place, time, place, participants, significance of the meeting).

2. Organize the mobilization meeting before the meeting

Organizing the mobilization meeting before the meeting plays a vital role in the success of the meeting. The mobilization meeting before the meeting was held by conference planning personnel, and the meeting host, meeting logistics service personnel, meeting minutes, sound engineer, venue controller, cameraman and invited guests and leaders were also invited to attend.

(1) Before the meeting, the contents of the meeting (name, place, time, venue, analysis of participants, meeting level, meeting significance, meeting effect to be achieved by the organizer, etc. ) must be clearly communicated to the participants.

(2) Personnel arrangement. The general meeting planner arranges tasks for the venue service personnel (XXX is responsible for hosting, XXX is responsible for logistics services, XXX is responsible for meeting records, XXX is responsible for audio equipment, XXX is responsible for venue guidance and on-site control, and XXX is responsible for camera shooting, etc. ).

(3) Introduce the detailed process of this meeting.

(two) the quality of the person in charge of the conference organizer.

1, conference planning

Being able to control the meeting from a certain strategic height requires the planner to have certain management ability to plan, organize, command, coordinate and control the people, money and things involved in the meeting, so as to achieve the purpose of holding the meeting efficiently.

2. host; host

(1) The host should have good language skills.

Language is an important carrier of program communication content, and the host's language is very important for the host.

First of all, the language should be fluent. Secondly, the host language should have strict and clear logical thinking. Thirdly, in language expression, we should have our own characteristics and be infectious.

(2) The host should have certain improvisation and improvisation ability.

A certain improvisation and improvisation ability means that the host can keep calm, give full play to his subjective initiative, think and make judgments quickly with his brain, and organize his language and reaction according to his brain's judgment, so that the change can be gradually transformed into a good direction through the flexible and ingenious language organization and reaction of the host. For example, when the host finds his own slip of the tongue in time during the process of hosting the program, he should improvise, keep calm and use witty and humorous language to resolve the crisis.

(3) The host should have a distinct personality. Host style.

Everyone has his own style in any job, and the hosting style as a host is the comprehensive expression of the knowledge, thought, morality, manners, speech, ability, talent, wisdom, interest and style of the host in the process of hosting the program.

3. Director of Logistics

(1) Before the meeting, determine the list of leaders, guests and listeners who can attend the meeting (know the participants), and formulate and print the documents and forms at the meeting site (including: sign-in form, meeting record form, work schedule, desk card, etc.). ).

(2) Props and appliances required for the site should be purchased and prepared in advance.

(3) Organize personnel to arrange the meeting place (meeting slogan, tables and chairs, table cards and water display) one to two hours before the meeting starts.

(4) Actively communicate with the venue guidance and do a good job of sign-in and guidance.

4. Meeting minutes

The meeting recorder should be able to accurately record every link of the meeting and provide material support for the meeting summary and meeting report.

Quality of meeting recorder:

(1) can take shorthand.

(2) Strong generalization ability.

(3) the ability to capture everyone's characteristics. Can accurately record every link of the meeting and provide material support for the meeting summary and meeting report.

5. sound engineer

The sound engineer should prepare the music, video and files of the venue before the meeting, debug the multimedia, audio and microphone of the venue one hour before the meeting, confirm the power supply, make full preparations for multimedia equipment, and ensure the normal play of multimedia in the venue. Proficient in operating computers and multimedia devices, with the ability to improvise.

6. Photographer

(1) Understand the spirit of the meeting;

(2) Have certain photographic experience. Photographers should clearly understand the significance of the meeting, be able to keep every wonderful moment of the meeting place from the most unique perspective, and be able to feature people according to the meeting effect that organizers need to achieve. Provide necessary pictures and references for the meeting summary and later meeting report.

7, the venue guidance and on-site control

The venue guidance and on-site control personnel must have a clear understanding and deep impression on the spatial layout of the conference site (conference room address, surrounding parking lot, bathroom, venue passage, podium, leadership seats, guest seats, audience layout, etc.). ).

(1) Guide leaders, guests and audience in an orderly manner before the meeting (sign in);

(2) During the meeting, supervise the discipline of the venue, promote the atmosphere of the venue, guide the personnel to enter and leave the site in an orderly manner, and be able to cope with emergencies encountered at the site;

(3) When announcing the end of the meeting, leaders, guests and audience attending the meeting should be guided to leave in an orderly manner.

(iii) Summary of the meeting

After the meeting, each center will summarize the meeting within three days and submit it to the General Affairs Office for backup and filing. The general affairs office will sort out the minutes of the meeting and related documents and file them in the warehouse. The technical service department carries out technical processing on the photos it collects.

(4) Material and financial budget

Posters, banners, glue, scissors, scotch tape paper, pins, paper clips, blades, sign-in books, meeting minutes,

(5) Emergency response plan

1, the technical department should bring more instruments and equipment to ensure the image quality.

2. Ensure that the safe passage of the venue is unblocked and the lighting and fire-fighting facilities are in good condition.

3. Determine four randomly dispatched personnel (on-site control) to arrange personnel for emergencies.

(6) Remarks

1. All staff members must wear formal clothes, and carry work permits and notebooks with them to facilitate accurate information transmission.

2, the person in charge must be conscientious, if there are special circumstances, must be declare in advance, in order to adjust in time.

3. Participants are seated according to the center.

4. General Manager Meeting Site

Second, the mobilization meeting before the meeting

Conference planning just defined the activity as a project, and the preparatory meeting of the meeting was the process of discussing and demonstrating the meeting plan. The preparatory meeting of the mobilization meeting before the meeting was held by the conference group. Participants expressed their opinions on the existing scheme, spoke freely, worked together, expressed their opinions and discussed comprehensively, which not only made the meeting have a certain model, but also made more innovations and improvements. The key is to unify the ideological understanding of the conference organizers, enhance their confidence and clarify the responsibilities and rights in the process of holding the conference.

Third, rehearsal

Conference planning plan is determined, at least one day before the meeting to rehearse. Revise and supplement the places in the plan that should be attributed to glory in time.

Chapter II: Year-end Summary of Preparatory Work for the Meeting 1, Meeting Time:

1October 9, 20×× 65438+9: 30.

2. Contents of the meeting:

Summary of the work of the Chamber of Commerce for 20×× years;

Second, Henan Fangcheng Textile Company's 20×× year work summary;

The third is the summary of the work of the trade union of the Chamber of Commerce;

Fourth, the annual summary of the work of the Party branch.

3. Participants:

President, Secretary-General, Vice-President, Director, Directors and all employees of the Textile Chamber of Commerce. Specially invited guests-more than 80 representatives from the Second Committee of Public Security, Fire Protection, Fangbeiying and Chengcunying.

4. Preparatory Group for the Conference:

Team leader Chang Baosheng, deputy team leaders Du Qiusheng and Zhao, team members Fu Shuai, Song Changwei, Du Kaili, Xu Manman, Du.

5. Division of labor:

I. Meeting materials, person in charge: Meeting materials include: summary of work in the meeting contents.

Two. Participant organization and person in charge: participants are the main personnel.

Three. Venue layout, person in charge: The main work includes: the determination of the meeting room in Muxiang Garden (the meeting room can accommodate about 80-90 people, which needs to be negotiated with the hotel manager in advance), the layout of the rostrum (including the attendees, including the placement of meeting banners and slogans), and the debugging of lighting, acoustics, microphones and other equipment (the MP3 format of the national anthem is prepared in advance). On the day of the meeting, Muxiang Garden Hotel was required to ensure the normal use of power lines and ensure fire safety. The head of the preparatory group will coordinate with the hotel.

Four. Prepare tea and fruit for the meeting. Person in charge: Fu Shuai, whose main work includes the supply of tea and fruit.

Verb (abbreviation of verb) photography: Person in charge: Fu Shuai, who is mainly responsible for preparing camera equipment (and taking photos during the meeting) and arranging meals after the meeting (after being communicated by the manager of Muxiang Garden Hotel).

Chapter III: Report on the preparations for the meeting. At this stage, the report on the preparations for the XXXX meeting is as follows:

First, clear responsibilities and implement responsibilities.

On August 19, the Municipal Party Committee held the first working meeting of the Business Information Group, and our district made arrangements for the meeting arrangement, investment invitation, details arrangement and other related work. According to the requirements of the work, the comprehensive department was carefully organized, and the responsible person and contact person were reported, realizing the docking of the responsible person, maintaining regular contact with the higher authorities, exchanging information and constantly improving the preparatory work. The main leaders of the district Committee attached great importance to it, and convened relevant district leaders and departments to hold a special meeting to clarify responsibilities and implement personnel. The whole activity is led by members of the district party group, specifically undertaken by the Bureau of Commerce and coordinated by the Development Zone.

Second, carefully screen and invite participating businesses.

According to the requirements of the meeting, our district is responsible for inviting 30 merchants. In principle, it is required to invite executives from Fortune, Forbes and Financial Times Fortune 500 companies. According to the above requirements, our bureau timely docked with towns and parks, carefully combed the investigation, reported the general list of merchants to be invited in our district on August 19, and issued an electronic invitation letter. We also docked with relevant responsible units on meeting agenda, meeting details, accommodation arrangements for customers, etc., to ensure that customers attend the meeting on time and at the same time make them feel at ease and comfortable.

Third, strive for characteristics and hold characteristic activities.

In recent years, focusing on the industrial planning orientation of the whole region, our district regards overseas Chinese businessmen as one of the docking breakthroughs in introducing foreign capital, actively communicates with the Overseas Chinese Affairs Office, makes full use of the rich overseas resources and platform advantages of the Overseas Chinese Affairs Office, and actively invites a group of overseas Chinese businessmen to visit Chunxing. In order to create a good investment environment, our district has set up the "Overseas Chinese Industrial Park" in the development zone, striving for a major breakthrough in the utilization of foreign capital in the whole region. Special events include:

1. Organize a field trip for overseas Chinese businessmen. Organize nearly 100 overseas Chinese businessmen to make a field trip to our economic development zone to fully understand the investment environment and industrial development distribution in our region.

2. Hold an industrial exposition for overseas Chinese businessmen. At the meeting, the main leaders of our district mainly introduced the investment environment and future prospects of our district, and held face-to-face discussions to answer the investment environment and policy advice put forward by overseas Chinese businessmen on the spot, so as to strive for a number of projects to settle in Gaochun as soon as possible.

3. Sign the project. The investment projects in the whole region were carefully sorted out, and the signing ceremony was held for 13 manufacturing project, 32 modern service projects, 52 biomedical projects, 22 agricultural projects and 14 cultural and creative projects.