What preparations are needed to organize a large company meeting?

The preparation work is as follows:

Understand clearly the theme of the meeting, the participants, the meeting place, and the financial budget. Participants should be clear about the departments participating, the leaders participating, and the levels of each leader. .

Reserve the meeting venue, check the hygienic conditions of the meeting place, whether it can meet the needs of participants, arrange the seats of participants, and reserve necessary equipment, such as microphones, projectors, teacups, signature pens, and materials. Prepare the documents and materials needed for the meeting on paper, draw up the meeting agenda, and prepare the leadership speech and submit it to the leadership for review.

2. During the meeting

1. Conference reception: A dedicated person is responsible for etiquette, pick-up, and problem solving at the airport and station. Place the welcome AM, welcome sign, sign-in desk, signage, etc. in the hotel and conference room in advance.

2. Pre-meeting preparation: Prepare meeting materials, meeting supplies, meeting speeches and other meeting-related items needed for the meeting.

3． Conference venue: A designated person will go to the conference room to check the conference room banners, lighting, audio, tea, etc.

4. Conference accommodation: Confirm the room floor and room number, and ask if there are any special requirements.

5． Conference catering: Meal time, meal standards and confirmation of special guests (Muslims).

6. Conference travel: Confirmation of travel route itinerary, car usage, tour guide’s inclusion of attractions, etc.

7. Conference entertainment: Confirmation of entertainment consumption forms, consumption standards, and entertainment locations.

8． Conference services: taking group photos of conference delegates, providing secretarial services and related services to delegates.

3. After the meeting

1． Checkout: Provide detailed expense details and explanations during the meeting, and have a dedicated person check with the customer and checkout

2. Information: Collect information after the meeting, and make a meeting address book or roster according to customer requirements .