What should you pay attention to when holding an international academic conference?

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Recently I am looking for an internship in international conference planning, and I am posting to build my character.

Organizer:

1. Before the meeting:

1. Negotiate with the conference organizer

2. Provide information on air tickets, train tickets, accommodation, conference venues, transportation and other information required for the conference. And formulate a complete meeting plan 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 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 .

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Hosted Method: Follow up the details

1. Make an overall overall plan before the meeting and make a "time schedule" for the meeting process;

2. Under normal circumstances, notify by phone When and where each unit will hold meetings, and confirm the number of representatives from each unit participating in the meeting.

3. If the meeting format is more solemn, in addition to telephone contact, you need to contact each unit in the form of a written document, notice, or invitation, and obtain a clear reply (such as a written document, notice, or invitation) The letter needs to be specially produced and negotiated with the printing manufacturer).

4. Obtain the list of available services from the conference organizer, sign relevant agreements and contracts with the conference organizer for the required services, and use legal means to protect your legitimate rights and interests.

5. Develop a meeting schedule, meeting speeches and related report contents. If the meeting content does not involve internal confidentiality, you can also inform the meeting organizer of the situation and ask them to assist in the formulation.

6. While having the conference organizer help contact hotels, airports, restaurants, advertising companies, printing manufacturers, fleets and other units, make timely inquiries according to the "time schedule" to implement the progress of the plan .

7. Participate in the registration work at the beginning of the meeting, coordinate the work, and distribute materials. At the same time, you can meet new friends and deepen the relationship with old friends. If the participating representatives are required to pay conference fees, the conference fees will be charged.

8. After check-in is completed, promptly notify the conference organizer of the most accurate number of people and rooms. If there are more or fewer rooms, negotiate with the hotel in a timely manner to avoid unnecessary trouble.

9. Before the official meeting begins, check the layout of the venue (lighting, sound, venue shape, greening and special equipment) to ensure that nothing goes wrong.

10. Negotiate with the meeting organizer to work out reasonable meal, wake-up, and meeting times.

11. Carry out coordination during the meeting.

12. Develop a financial budget that is consistent with the overall goals of the company and this meeting. The deposit is generally 50% of the total cost in advance, and the remaining costs will be paid at the end of the meeting.

13. After the meeting, make a summary report of the meeting based on the actual situation and file it.

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Principles to note

1. Establish clear goals

For any business company, in order to make the meeting valuable, it must have a clear purpose. Get what you need through meetings, provide corresponding value to attendees, and return on investment.

2. Improve the collection and analysis of information

The collection of information is extremely important, including understanding the needs of customers (for details, please see the Appendix - Customer Needs Analysis Sheet in the process), understanding Attendees of meetings, understanding the media, understanding the budget, analyzing your own shortcomings, etc.

3. Pursuit of continuous innovation

Every meeting is a challenge to innovation ability. No matter in content or form, continuous innovation can make every meeting full of passion and enthusiasm. pleasure.

4. Make a thorough plan

Whether it is a Gantt chart or a schedule, a thorough plan must include all the details in the meeting. In addition, ensuring regular tracking can avoid a Careful planning becomes the decoration on the walls of the project manager.

5. Implement strict on-site management

When conducting on-site management, you must strictly control the matters on the schedule. Any omissions will lead to the failure of the meeting. In addition, the on-site person in charge needs to have the ability to adapt to changes (see 14 items)

6. Closing and detailed summary

Successful meetings require creative planning; active negotiation and communication skills; standardized operations and financial management; excellent packaging and systematic feedback. Summarize after the meeting how much value did you provide? What is your company's return on investment? Will attendees return to your conference next year? Gather these answers and use them in planning for the next meeting.

7. Strive for excellence, not perfection

No matter how big or small the meeting is, no matter how good the meeting plan is, it is impossible to achieve perfection. The most important things are suggestions, designs and modifications.

8. Understand the industries involved in the conference

In order to provide successful conference management, organizers must understand the industries involved in the conference, professional terminology and overall industry trends.

9. Don’t mess around with big things just to save a little money

Ensure that the suppliers you cooperate with provide high-quality services, and never sacrifice the quality of the meeting just to save a little money. , in the end, the one who loses the most is yourself.

10. Remember, the customer always comes first

Your audience is your customer, they will pay you, so they must feel and accept the value, they The importance of this meeting must be appreciated. If you think there is anything more important than customers, remember: customers always come first!

11. Reasonably control budgets

We must learn to analyze and use budgets rationally. Extra money spent should benefit attendees first.

12. Maximize the use of technology

Technology can help you a lot. Use technology as much as possible from beginning to end so that customers and staff can easily use technology. However, it is important to remember that technology cannot replace human interaction. (For the application of technology, please refer to "Multimedia Conference Packaging")

13. Clear and clear communication

Clear and clear communication is the key to the success of the entire project. Imagine you are an attendee who does not understand the internal plans, procedures or backup work. How can you understand all this in the shortest possible time?

14. Mature crisis management

For unforeseen problems and possible crisis scenarios, solutions must be prepared, list the worst consequences, and then propose solutions one by one plan.

15. Provide sufficient value

In order to meet the needs of attendees, a conference project should be able to provide useful value to the audience, whether it is education, training or new product launches Conference or dealer meeting---content is the key, and substantial content will make the value reflected in the meeting.

Mabang Travel

The number one answer is very good!

But I think I can mention a few things about reception

First: Determine the transportation method of the guests!

Airplane: Get the departure date, flight number, several people, contact information, contacts

High-speed rail: The same information as the plane, just the high-speed rail train number!

Airports and high-speed rail stations need to arrange dedicated personnel to hold signs to receive you! Use your conference theme as a sign! The staff is notified of the airport environment in advance!

Second: After getting the first information, you need to find a local car rental!

Send this information to the rental company fleet manager! Pay attention to which ones require English drivers and which ones are Chinese! They will reorganize this information and arrange a list of which license plate and driver's contact information! It’s up to you!

This way you will have peace of mind!

In addition, if there are important guests who need to use a car locally, it is best to communicate with the team leader to decide which car to order for the customer and just listen to the guest's call!

Our company once received a demand for 300 vehicles!

The models range from double R, BBA, and Bieshang to as large as a 53-seater bus!