What do you need to prepare before the meeting?

Any formal meeting must be carefully organized. Specifically, the organization of the meeting has different requirements before, during and after the meeting. These can all be called conference work. Grass-roots civil servants in charge of meeting work should abide by routine, pay attention to etiquette, be meticulous and rigorous, and be prepared in specific work.

In all kinds of organization work of the meeting, the organization work before the meeting is the most critical. Generally includes the following four different aspects.

1. Preparations for the meeting. Before any meeting is held, the theme (including the name of the meeting) must be determined. Relevant leading groups confirmed this before the meeting. The staff responsible for preparing the meeting should organize and implement the meeting scale, time and agenda agreed by the leaders around the theme of the meeting. Usually need to set up a special team, clear division of labor, put the responsibility to people.

2. Notice to be issued. Generally speaking, a formal meeting should send a notice to the participants in advance. Refers to the written documents sent by the conference organizer to all participating units or participants, including the invitation letters sent to relevant units or guests. Grass-roots civil servants should do two things well in this respect.

First, draft a notice. The notice of the meeting should generally include seven points: title, subject, duration, attendees, sign-in time, sign-in place and participation requirements. When writing a notice, you should ensure that it is complete and standardized.

Second, timely delivery. When issuing the meeting notice, we should try our best to ensure that it is delivered in time without delay.

3. Drafting documents. All kinds of documents and materials used in the meeting should generally be prepared before the meeting. The meeting documents that need to be carefully prepared mainly include agenda, opening speech, closing speech, theme report, general assembly resolution, typical materials and background introduction. When the participants report for duty, some documents should be distributed.

4. Regular preparation. In charge of meeting affairs, it is often necessary to make full preparations for the specific details involved in some meetings.

First, do a good job in site layout. The meeting venue should be selected, tables and chairs should be arranged as needed, and all kinds of audio, lighting, projection, camera, photography, recording, air conditioning, ventilation equipment and multimedia equipment needed for the meeting should be debugged and checked in advance.

Second, in accordance with the provisions of the meeting, do a good job of communication with the outside world. For example, notify the relevant news departments and public security departments.

Third, the procurement of conference supplies. Sometimes it is necessary to purchase some meeting supplies, such as paper, notebooks, pens, folders, business cards, seat tags, drinks, audio-visual appliances, etc.

Any formal meeting must be carefully organized. Specifically, the organization of the meeting has different requirements before, during and after the meeting. These can all be called conference work. Grass-roots civil servants in charge of meeting work must abide by the routine, pay attention to etiquette, be meticulous, be meticulous and be prepared.