How Can A Conference Be Held Smoothly And Smoothly?

Depending on the number of people attending the meeting, the content of the preparations for the conference reception and the way of meeting reception, the organizational requirements and etiquette requirements of the conference are different.

The first is the preparatory work for the conference.

According to the size of the meeting, determine the reception specifications.

Issue meeting notice and meeting schedule.

The notice must include the name of the Convenor, the name of the organization, the name of the unit, the time and place of the meeting, the theme of the meeting, the participants of the conference, the expenses of the meeting, the materials to be taken, and the way of contact.

Notice should be attached to the receipt, so as to determine whether the invited person is attending the meeting, and whether there are other requirements for the meeting.

For the participants in the field, a roadmap for meeting places and accommodation hotels is also required.

This roadmap avoids many troubles that foreigners ask for directions.

The schedule of meetings is a specific arrangement for each day of the meeting. It is an important basis for people to understand the meeting.

Its form can be either literal or tabular.

It can be issued with the notice of the meeting.

The selection of the venue should be considered according to the number of participants and the content of the meeting.

It is best to meet the standards.

First: the size should be moderate.

The venue is too large, the number is too small, the empty seats are too loose and loose, giving the participants a feeling of depression. The meeting hall is too small, too many people, crowded together, like rustic people going to market, it is not only stingy, but also can not open up.

Therefore, British Prime Minister Churchill once said: absolutely do not need too much room, and only a size of the room.

Second: the location should be reasonable.

The conference convened by history will be scattered in one or two hours, and the venue can be set in a more concentrated place.

For more than a day's meetings, try to keep the location closer to the home of the attendees, so as to avoid the participants rushing back and forth.

Third: the ancillary facilities should be complete.

The staff must check the lighting, ventilation, hygiene, service, telephone, sound amplification, recording and so on. It can not be because the last meeting is from here. There is nothing wrong with it. It is hasty to think that this time will be equally successful.

Otherwise, it may cause losses.

Fourth: there must be a parking lot.

The convening of a meeting in modern society is not enough for a pair of sandals and umbrellas to come to the meeting.

Cars and motorcycles must have parking lots to open.

The decoration of the venue includes the decoration around the venue.

Configuration.

General large-scale meetings, according to the content of the meeting, hanging banners in the hall.

Welcome and celebrate slogans at the door.

Appropriate bonsai and potted flowers can be placed in the venue. In order to make the venue more solemn, the national flag, the party flag or the national emblem and emblem can be hung on the rostrum.

If you need to place cups and drinks on the table, you should scrub them clean and put them in a beautiful and unified manner.

The arrangement of seats should be in accordance with the style and atmosphere of the meeting and the order of concierge.

Round table type.

If you use a round table or an elliptical table.

This arrangement allows participants to sit around the table with their leaders, thereby eliminating the feeling of inequality.

In addition, participants can clearly see the faces of other people, and thus facilitate exchange of views.

This form is suitable for meetings of about 1020 people.

We should pay attention to the guests or leaders and company leaders and accompany them face to face. The highest leaders of the guests should sit in the middle of the South or the door of the dynasty, and the highest leader of the enterprise will sit in the opposite direction with the superiors.

The diagonal of the same level is sitting opposite.

2. Mouth type.

If you use a long square table.

This form is more suitable for meetings with larger numbers than round tables.

Classroom type.

This is the most widely used form. It applies to meetings that convey the situation and instruction. There are more participants and no need to discuss and exchange views between participants.

In this way, the rostrum meets the auditorium.

The seat of the rostrum is arranged according to the position of the personnel and the status of the society.

The seat of the chairman is in the middle row of the first row, and the rest is arranged according to the principles of the left and the right.

Prepare conference information.

The conference group should prepare the necessary information on the topic of the meeting, which will be distributed to the attendees in the folder after being arranged, so as to facilitate reading and preparing speeches for the participants.

Reception etiquette before the meeting.

Check before the meeting.

This is a remedy for the ill prepared or not implemented areas at the preparatory stage.

For example, check audio-visual, documents, and so on.

Advance in

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Receptionists should enter their respective jobs and enter the work status before the participants arrive.

The general reception work is divided into the following positions.

Sign in.

Set up a signature desk with 1-2 staff members. If you want to receive a higher reception, you can send Miss etiquette.

Signature Taipei has brush, pen and check-in book.

When you pass a pen to your guest, you should take off the pencil cover and hand it to your pen.

If it is a brush, dip it into ink and then hand it on.

The attendance book should be more delicate for preservation.

If you need to distribute the information, you should hand it in courtesy.

Receptionists should regularly report to the organizer of the meeting.

2. Seat introduction.

After check-in.

The receptionist should be polite to the participants.

For important leaders, a lounge should be first introduced, accompanied by the leader of the enterprise, and then seated at the podium for a few minutes before the meeting begins.

(3) reception.

After the attendees sit down, the receptionist should deliver tea, or pass on towels and fruits, enthusiastically answer all kinds of questions to the participants, meet all kinds of requirements, and provide the most thoughtful service.

The service in the conference should be steady, generous, agile and timely.

Pour tea attendants to observe every participant, so that the tea can be served in a timely manner.

Who is light, quick and standard?

The inner lid of the cup lid can not touch the table, and the finger can not be struck on the north gate.

Usually the left hand is opened with the back cover, and the right hand eats the water user. The hot boiled water is poured into the cup accurately, and the tea can not be seen on the desktop or the participants.

The cup is placed on the top right side of the table.

If the operation is careless, mistakes should be made, and it should be dealt with as soon as possible. It can not disturb other people, and can not flurried, run back and forth, and bring the attendees' attention to themselves. Otherwise, this will be a great mistake in work.

Other

According to the proposed procedure, we should be compact and do not have a cold situation.

This requires all staff to be prepared to do everything well.

For example, the first item of the conference is to stand up and play the national anthem.

This is the sound. We should play the songs abroad immediately.

For example, the General Assembly announced the method of honorary certificate, the organization personnel should quickly arrange the recipients, the etiquette lady leads the leader from the seat of the chairman, and the etiquette lady delivers the certificates one by one, and the leader is presented to the recipients.

In order to make the activities on the venue orderly, it is necessary to organize the people concerned to conduct simulation training when necessary, so as to avoid confusion on the venue.

If the attendees have a phone call or someone wants to report something particularly important, the attendants should come to him and whisper him.

If you want to notify the leaders on the rostrum, you'd better pass the notice by the note to avoid the frequent walking and whispering of the irrelevant personnel on the stage and distract the attention of the participants.

Make preparations for after service.

During the meeting, we should be prepared for the after service.

If you want to take photos after the meeting, you should arrange the venues and chairs ahead of time.

In addition, the car after the meeting should be well arranged before the end of the meeting.

After the meeting, all the receptionists should work well in the division of labor.

After the conference, some activities are sometimes arranged.

Such as parties, meals, visits, photographs, etc., these tasks are cumbersome. There should be a leader's unified command and coordination, and the leader must have a strong organizational ability to be competent. Meanwhile, other receptionists should actively cooperate with each other and take responsibility for each other, so as to ensure the smooth implementation of the activity plan.

Farewell is arranged according to the circumstances, so that the participants' pportation can be arranged so that they can set foot on the return journey in a happy and timely manner.

Clean up conference documents. 1. Recover relevant documents and materials according to the principle of confidentiality.

Second, organize minutes of meetings.

(3) news coverage.

Main file is archived.

Summary of the meeting