Importance of meeting preparation

1. Make an appointment for the venue and work out the most perfect scheme according to the needs; According to the level of the meeting, choose the meeting place; According to the specific situation of the meeting, determine whether to divide the meeting into several sub-venues, choose the venue of the sub-venue, and make an appointment in advance. 2. Venue layout, equipment installation and debugging According to the specific situation of the meeting, design and arrange the venue layout, and carefully design all the details; According to the needs, prepare all the equipment needed for the meeting and put it in the designated position in advance; According to the needs, debug the equipment for you in advance and conduct drills to ensure the smooth progress of the meeting. 3. Design and production of printed matter According to the specific needs of the meeting, design the style, content and pattern of printed matter; Send the printed materials to the meeting place or designated place in advance. 4. Participants pick up and drop off According to the specific situation and number of participants, arrange corresponding vehicles. 5. Provide catering for the participants. Arrange various types of catering according to the preferences of the participants: western food, Chinese food, buffet, banquet, etc. Choose different dining places according to the specific situation of the participants, the venue and the location of the hotel. 6. The arrangement of participants' spare time depends on their preferences, and they choose different leisure ways; Design characteristic tourist routes. How to choose the meeting place and venue should be considered comprehensively according to the number of participants and the content of the meeting. It is best to meet the following criteria: ★ The venue is too big, the number of people is too small, and there are too many empty seats, which will give participants a sense of oppression; The venue is too small, too many people, crowded together, like a farmer's market, not only appears stingy, but also can't hold the meeting at all. British Prime Minister Winston Churchill once said, "Never use a room that is too big, but use a room of the right size." ★ The meeting place should be reasonable and temporary, and it will be over in an hour or two. Need to consider setting the venue where the participants are concentrated; For meetings lasting more than one day, the meeting place should be as close as possible to the participants' residences to avoid the participants' hard work. ★ Accessory facilities should be complete. The lighting, ventilation, sanitation, service, telephone, sound reinforcement, recording and other equipment of the venue should be fully equipped. All auxiliary equipment should be checked by the meeting personnel one by one. Just because "there was no problem at the last meeting here", we can't rashly think that "it will be just as smooth this time". This irresponsible attitude is likely to cause losses to the meeting. ★ There must be a parking lot. Modern society requires a meeting. Not many people came to the meeting with a pair of sandals and an umbrella. Bicycles, motorcycles and cars must have parking spaces before the meeting can be held. Do you talk in public? Sometimes, administrative and secretarial staff not only do behind-the-scenes work, but also have the opportunity to speak at the front desk, so we should make good use of it. So what should we pay attention to when speaking in public? Prepare your speech, investigate some factual materials and some materials that need to be used to answer questions from the audience. Think through what you want to say in advance, so that the thinking of the speech is clear. It is suggested to write down the main points on the card. Practice speaking in front of the mirror, paying special attention to the expression effect of facial expressions, body posture and gestures. You can also use a tape recorder to record your own speech and find out what needs to be improved. ◆ Use concise, clear and understandable language. ◆ Maintain a stable and straight standing posture and a happy and cheerful expression. Be calm, not stiff. When necessary, you can glance at the audience with your eyes to attract their attention. ◆ Measure your speaking time to keep it within the allowed time range. ◆ Standardized language, cadence. Especially highlight the loudness of your voice, so that it can be clearly conveyed to the ears of the last row of listeners. ◆ Control the speed of speech, fast or slow, just right. The key points in the speech should be paused to give the audience room to think and let them understand and digest what they are saying. Avoid abnormal behaviors, such as clumsily turning over speeches and frequently moving hands and feet. You can hold a card in your hand and keep your hand quiet. ◆ Before making a systematic speech, we should conceive the overall structure of the whole speech. With this overall structure, you can be sure that your preparation is comprehensive and sufficient; Really realize what you want to say and how to say it; In addition, it can ensure that the speech is popular and will not be considered as wasting the time and energy of the audience. Standardizing exhibition is an important way for enterprises to expand their influence, attract customers and promote transactions. From the content point of view, the exhibition is professional, professional and innovative, such as "British Education Exhibition"; There are also trade-related ones, such as the "Guangzhou Export Commodities Fair"; There are also comprehensive ones, such as "World Expo". Formally speaking, the exhibition has many forms, such as product display, transaction negotiation, publicity and promotion, and entertaining guests. No matter what the content and form, the exhibition has its own distinct theme. Therefore, the exhibition should first decide the way of participation according to the theme. Secondly, targeted planning is the key to ensure that the exhibition becomes a successful display. Be sure to make a very clear and detailed presentation plan, grasp all the questions to be considered and possibly involved, and give very clear and effective answers. Specifically, it is to define the purpose of the exhibition, determine the content of the exhibition, implement the exhibition mode, plan the exhibition method, select the exhibition place, complete the exhibition procedures, select the products to be exhibited, organize exhibitors, design the operation process, make the on-site reception, explanation, negotiation and signing activities very orderly, and draw up the exhibition cost budget. Thirdly, we should formulate some very practical strategies and conceive some unique and novel schemes to turn a simple exhibition into an influential commercial promotion, which is an opportunity to measure our organizational planning ability. The importance of a senior secretary to the boss is also clearly reflected in this play. Submit the above plan and budget to the supervisor for approval, and care about or even personally participate in the whole exhibition process under the authorization of the supervisor, and directly deal with various problems at the exhibition site to ensure the success of the exhibition. Finally, do a good job in the aftermath of the exhibition, personally draft or organize relevant personnel to write a summary report and submit it to the boss. Clever arrangement of business negotiation venue The negotiation venue should be comfortable, concise and spacious, the negotiation table should be spacious, the seats and hair should be comfortable, and the environment should be commercial. There is no need to make the negotiation venue look like an art showroom for elegance. In business negotiations, negotiators from both sides should sit in an equal and relative position in the middle, and the negotiating table should be long, wide, bright and elegant; Other negotiators usually sit on both sides. This seating arrangement usually shows formality, courtesy, respect and equality. If it is a multilateral negotiation, the main negotiators of all parties should sit around the corresponding seats of the round table. Round tables are generally large and can be placed in sections; Translators and other negotiators usually sit around their respective speakers, or they can sit behind the speakers. Whether in bilateral or multilateral negotiations, the size of tables and chairs should be adapted to the environment and negotiations, and any uncoordinated and embarrassing random arrangement will bring depression or discomfort to negotiators. Unlike the rectangular negotiating table, the round negotiating table usually gives people a sense of relaxation. Therefore, in some relaxed and friendly meeting places, round tables are generally used. Whether it is a square table or a round table, pay attention to the orientation of the seats. Usually people always think that the seat facing the door is the most influential. Westerners think this seat has a sense of power, while China people are used to calling it "the upper seat". Seats facing the door are the least influential. Westerners generally think that this seat has a sense of subordination, and China people are used to calling it "the next seat". Therefore, when arranging seats, we should fully consider this psychological habit to avoid unpleasantness. Those who are more in line with social etiquette often invite guests to sit down, otherwise it is better to negotiate in a third-party venue and avoid it. If you want to imply influence through the arrangement of seats in the negotiation, the best way is to put a famous brand on the seat, indicating that someone should sit somewhere, thus forming some influence on everyone. It is also more social etiquette to arrange seats in the order of status in their respective groups.

1. Make an appointment for the venue and work out the most perfect scheme according to the needs; According to the level of the meeting, choose the meeting place; According to the specific situation of the meeting, determine whether to divide the meeting into several sub-venues, choose the venue of the sub-venue, and make an appointment in advance. 2. Venue layout, equipment installation and debugging According to the specific situation of the meeting, design and arrange the venue layout, and carefully design all the details; According to the needs, prepare all the equipment needed for the meeting and put it in the designated position in advance; According to the needs, debug the equipment for you in advance and conduct drills to ensure the smooth progress of the meeting. 3. Design and production of printed matter According to the specific needs of the meeting, design the style, content and pattern of printed matter; Send the printed materials to the meeting place or designated place in advance. 4. Participants pick up and drop off According to the specific situation and number of participants, arrange corresponding vehicles. 5. Provide catering for the participants. Arrange various types of catering according to the preferences of the participants: western food, Chinese food, buffet, banquet, etc. Choose different dining places according to the specific situation of the participants, the venue and the location of the hotel. 6. The arrangement of participants' spare time depends on their preferences, and they choose different leisure ways; Design characteristic tourist routes. How to choose the meeting place and venue should be considered comprehensively according to the number of participants and the content of the meeting. It is best to meet the following criteria: ★ The venue is too big, the number of people is too small, and there are too many empty seats, which will give participants a sense of oppression; The venue is too small, too many people, crowded together, like a farmer's market, not only appears stingy, but also can't hold the meeting at all. British Prime Minister Winston Churchill once said, "Never use a room that is too big, but use a room of the right size." ★ The meeting place should be reasonable and temporary, and it will be over in an hour or two. Need to consider setting the venue where the participants are concentrated; For meetings lasting more than one day, the meeting place should be as close as possible to the participants' residences to avoid the participants' hard work. ★ Accessory facilities should be complete. The lighting, ventilation, sanitation, service, telephone, sound reinforcement, recording and other equipment of the venue should be fully equipped. All auxiliary equipment should be checked by the meeting personnel one by one. Just because "there was no problem at the last meeting here", we can't rashly think that "it will be just as smooth this time". This irresponsible attitude is likely to cause losses to the meeting. ★ There must be a parking lot. Modern society requires a meeting. Not many people came to the meeting with a pair of sandals and an umbrella. Bicycles, motorcycles and cars must have parking spaces before the meeting can be held. Do you talk in public? Sometimes, administrative and secretarial staff not only do behind-the-scenes work, but also have the opportunity to speak at the front desk, so we should make good use of it. So what should we pay attention to when speaking in public? Prepare your speech, investigate some factual materials and some materials that need to be used to answer questions from the audience. Think through what you want to say in advance, so that the thinking of the speech is clear. It is suggested to write down the main points on the card. Practice speaking in front of the mirror, paying special attention to the expression effect of facial expressions, body posture and gestures. You can also use a tape recorder to record your own speech and find out what needs to be improved. ◆ Use concise, clear and understandable language. ◆ Maintain a stable and straight standing posture and a happy and cheerful expression. Be calm, not stiff. When necessary, you can glance at the audience with your eyes to attract their attention. ◆ Measure your speaking time to keep it within the allowed time range. ◆ Standardized language, cadence. Especially highlight the loudness of your voice, so that it can be clearly conveyed to the ears of the last row of listeners. ◆ Control the speed of speech, fast or slow, just right. The key points in the speech should be paused to give the audience room to think and let them understand and digest what they are saying. Avoid abnormal behaviors, such as clumsily turning over speeches and frequently moving hands and feet. You can hold a card in your hand and keep your hand quiet. ◆ Before making a systematic speech, we should conceive the overall structure of the whole speech. With this overall structure, you can be sure that your preparation is comprehensive and sufficient; Really realize what you want to say and how to say it; In addition, it can ensure that the speech is popular and will not be considered as wasting the time and energy of the audience. Standardizing exhibition is an important way for enterprises to expand their influence, attract customers and promote transactions. From the content point of view, the exhibition is professional, professional and innovative, such as "British Education Exhibition"; There are also trade-related ones, such as the "Guangzhou Export Commodities Fair"; There are also comprehensive ones, such as "World Expo". Formally speaking, the exhibition has many forms, such as product display, transaction negotiation, publicity and promotion, and entertaining guests. No matter what the content and form, the exhibition has its own distinct theme. Therefore, the exhibition should first decide the way of participation according to the theme. Secondly, targeted planning is the key to ensure that the exhibition becomes a successful display. Be sure to make a very clear and detailed presentation plan, grasp all the questions to be considered and possibly involved, and give very clear and effective answers. Specifically, it is to define the purpose of the exhibition, determine the content of the exhibition, implement the exhibition mode, plan the exhibition method, select the exhibition place, complete the exhibition procedures, select the products to be exhibited, organize exhibitors, design the operation process, make the on-site reception, explanation, negotiation and signing activities very orderly, and draw up the exhibition cost budget. Thirdly, we should formulate some very practical strategies and conceive some unique and novel schemes to turn a simple exhibition into an influential commercial promotion, which is an opportunity to measure our organizational planning ability. The importance of a senior secretary to the boss is also clearly reflected in this play. Submit the above plan and budget to the supervisor for approval, and care about or even personally participate in the whole exhibition process under the authorization of the supervisor, and directly deal with various problems at the exhibition site to ensure the success of the exhibition. Finally, do a good job in the aftermath of the exhibition, personally draft or organize relevant personnel to write a summary report and submit it to the boss. Clever arrangement of business negotiation venue The negotiation venue should be comfortable, concise and spacious, the negotiation table should be spacious, the seats and hair should be comfortable, and the environment should be commercial. There is no need to make the negotiation venue look like an art showroom for elegance. In business negotiations, negotiators from both sides should sit in an equal and relative position in the middle, and the negotiating table should be long, wide, bright and elegant; Other negotiators usually sit on both sides. This seating arrangement usually shows formality, courtesy, respect and equality. If it is a multilateral negotiation, the main negotiators of all parties should sit around the corresponding seats of the round table. Round tables are generally large and can be placed in sections; Translators and other negotiators usually sit around their respective speakers, or they can sit behind the speakers. Whether in bilateral or multilateral negotiations, the size of tables and chairs should be adapted to the environment and negotiations, and any uncoordinated and embarrassing random arrangement will bring a sense of oppression or discomfort to negotiators. Unlike the rectangular negotiating table, the round negotiating table usually gives people a sense of relaxation. Therefore, in some relaxed and friendly meeting places, round tables are generally used. Whether it is a square table or a round table, pay attention to the orientation of the seats. Usually people always think that the seat facing the door is the most influential. Westerners think this seat has a sense of power, while China people are used to calling it "the upper seat". Seats facing the door are the least influential. Westerners generally think that this seat has a sense of subordination, and China people are used to calling it "the next seat". Therefore, when arranging seats, we should fully consider this psychological habit to avoid unpleasantness. Those who are more in line with social etiquette often invite guests to sit down, otherwise it is better to negotiate in a third-party venue and avoid it. If you want to imply influence through the arrangement of seats in the negotiation, the best way is to put a famous brand on the seat, indicating that someone should sit somewhere, thus forming some influence on everyone. It is also more social etiquette to arrange seats in the order of status in their respective groups.