Conference reception procedures and standards

The meeting reception process and standards are as follows:

1. Before the meeting.

1． Negotiate with conference organizers.

2． Provide information such as air tickets, tickets, accommodation, conference venues, transportation, etc. required for the conference. And prepare a complete meeting plan and submit it to the meeting parties.

3. Send dedicated personnel to assist clients in on-the-spot inspections of food, accommodation, conference venues, travel, entertainment and other related aspects of the conference venue.

4. Determine the plan, sign the contract, and pay the deposit in advance.

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 instructions during the meeting, and have a dedicated person check with the client and settle the bill.