Matters needing attention in the process of conference service

The work of the meeting is complicated and there are many links, and omissions and mistakes may occur with a little carelessness. Exploring the workflow of the conference can make the complicated conference work concise, clear and efficient.

First, plan the preparations before the meeting.

Preparation before the meeting is the basis and prerequisite for doing a good job in meeting affairs. The whole process and every link of the meeting should be carefully planned, and possible problems should be planned in advance.

(1) Making plans

Meeting plan is the overall arrangement of organizing the meeting, which mainly includes the name, purpose, time, place, participants, main agenda, meeting tasks and division of responsibilities. The meeting plan should be concise, specific and clear, with strong operability, and must be reported to the relevant leaders for approval. After the meeting plan is determined, the host department will call all relevant departments to hold a meeting coordination meeting to coordinate all departments to implement their respective responsibilities according to the requirements of the plan.

(b) A clear mandate

In the preparatory stage of the conference, the main tasks are as follows:

1. Drafting meeting notice. The notice elements of the meeting mainly include the name of the meeting, main contents, registration time and place, participating units, registration requirements, contact name and telephone number, etc. The meeting notice should be accurate, clear and concise, especially the time and place should be clear, and the time should generally indicate the year, month and day, and confusing words such as "tomorrow" and "the day after tomorrow" should not be used: the meeting place should be accurate to the specific floor and house number, such as the third meeting room on the sixth floor of the office building.

2. Send a meeting notice. There are many ways to notify the meeting, such as telephone, short (micro) message, written and intranet mail. , and can use one or more at the same time according to the situation. Notice must be paid attention to: First, confidentiality, confidential meetings can not be published by SMS or WeChat. The second is to be responsible, and we must ensure that the notice of the meeting is delivered to the participants in time. For written notices, a sign-in registration form should be made, and each notice should be signed for confirmation. Send it by e-mail, and attach the reserved receipt. Send it by SMS or WeChat, and ask the receiver to reply in time.

3. Implement the participants. Statistical summary of the meeting leave list, if necessary, verify the leave situation. The list of participants should be carefully checked to ensure that there is no discrepancy, and a paper leave list should be printed and reported to the leader or meeting host in time.

4. Coordinate the leaders present. According to the requirements of the meeting, leaders are invited to attend the meeting through face-to-face reports, telephone calls, text messages and WeChat. Focus on reminding leaders of the meeting time, place, main participants (departments) and agenda. Remind leaders of the meeting time in an appropriate way about 1 hour before the meeting starts.

5. Book a meeting room. After the meeting time is determined, you should immediately contact the conference room management service departments such as logistics and property management, reserve the conference room, and ask the property service personnel to assist in cleaning and arranging tables and chairs. If there are people from other units to participate, you should make a guide card in advance.

6. Prepare meeting notes. For the province's business work conference, the whole line of cadres and workers' congress, mid-year work conference and other large-scale meetings, it is necessary to prepare instructions for the meeting, and the instructions should be accurate, clear, thoughtful and concise. The main contents include: meeting discipline requirements, schedule, schedule, participants' list, grouping list, accommodation or bus arrangement, on-duty telephone, meeting personnel list and contact information, matters needing attention, etc.

7. Make meeting credentials. According to the needs of the meeting, make representative cards, seat cards, passes, work permits, vehicle passes and other documents. The production of certificates should be combined with the theme and content of the meeting, follow the principles of beauty, economy and applicability, and be easy to identify, manage and benefit safety.

8. Site layout. Mainly refers to the layout of the podium and ancillary facilities. The general requirements are standardization, harmony, solemnity and generosity, which are consistent with the theme and content of the meeting. The first is the rational layout of the rostrum. The podium is the focus and center of the venue, which embodies the style and atmosphere of the whole meeting and is the focus of the venue layout. It is necessary to comprehensively consider the nature of the meeting, the number of people sitting on the rostrum, the convenience for leaders to enter and leave, the size of the rostrum and other factors. The second is the commissioning of ancillary facilities. Mainly audio, lighting, projection equipment. According to the needs of the meeting, arrange the appropriate microphones in the appropriate position, and audition one by one in advance to ensure that each microphone can be used normally. If you need to play music, try it out in advance, and you'd better make a backup to make sure it's foolproof. Check whether the lighting in the venue is damaged. If it is damaged, it needs to be repaired and replaced in advance; Prepare the camera and microphone power supply in advance. When there is a projection demonstration, it is necessary to rehearse in advance and adjust the lighting in time as needed.