The meeting should be clearly set as appropriate secretarial team, conference services, logistics and medical team, security team and other working groups, important meetings can be set up full-time attendants, and logistics, security and other personnel to do a good job of law and order, ambulance, meal guards and other items of work.
1, the Secretary Group
its main task is responsible for the meeting speech, meeting agenda, the meeting guide and other materials such as collation, reporting and publicity of the meeting reports, and to assist the conference group to do the corresponding work.
2, the conference team
The main task is responsible for the conference services, including: (1) issued the notice of the meeting; (2) responsible for the report of the registration, the issuance of admission documents, souvenirs, and conference-related materials, etc.; (3) to welcome and receive the keynote speakers, responsible for the arrangements for food and lodging; (4) payment of various types of fees; (5) financial settlement.
3, the security team to organize personnel to carry out security checks on the venue, clear the channel, open the security door, etc., while assisting the conference team to do the corresponding work.
4, logistics and medical group: do a good job during the meeting personnel emergency medical work.
In the overall operation of the secretarial team, the conference team and other duties, but also need to tacit cooperation, mutual support, to form a whole, to ensure that the meeting goes smoothly.
(ii) meeting notification
1, the notice should be concise and accurate, mainly including the content of the meeting, the scope of participants, time, duration, meeting and check-in location, whether the need to sign up for the list, contact person and phone number.
2. After the notice is issued, the person in charge of the meeting should be realized whether to receive, and count the number of participants. If you need to sign up for the list, you should pay attention to the statistics of name, gender, position and other items.
3, large meetings should be printed conference guide. Contents include the names of participants and conference personnel, units, positions, room number and meal times, locations and other matters of note. (The meeting order book should be issued when participants check in)
4, need to be divided into groups of talks, should be designated as the location of the talks, the convenor and so on.
(C) the preparation of meeting materials
1, the preparation of meeting materials, including leadership speeches, presiding words, typical speeches, meeting agenda. Attention should be paid to the number of materials, length and meeting schedule. Conference materials should be read by the relevant leaders, before the meeting sent to the speaker himself.
2, the conference staff should be printed materials, binding good gatekeeper, should pay attention to whether complete. If possible, the conference officer should check with the relevant offices page by page. Hosts, speakers on the material paper, font size and other special requirements, should try to meet their requirements.
(D) venue layout
Venue layout should include the following: the implementation of the venue site, hanging signs, power, lighting, sound, projection, audio and video equipment, drinking water appliances, the podium and the items on the conference table, seating arrangements, air-conditioning equipment and security access and so on. (To do a good job back-up power supply, sound amplification equipment and duty electrician and other emergency arrangements)
1, the venue layout form
The venue layout form can be based on the content of the meeting, the number of speakers and participants. The content of the meeting is mainly to convey the document, and the number of speakers is small, the number of participants and more, it is appropriate to take a split-row seating. Talks or listening to the report of the meeting, it is appropriate to take a round-table seating.
2, seating arrangement
Seating order is generally based on the seat facing, the first center, after the left, right, in order to the sides. Seating arrangement of personnel, personnel sorting have strict requirements. The general rule should be:
(1) If the functional departments have detailed regulations on the ranking, the order of their arrangement shall prevail.
(2) For equal positions, the time of appointment to a real position shall be the first; comrades who are not in office shall be ranked according to the occasion at their discretion.
(3) When a person from a higher rank attends the meeting, he or she shall be arranged as appropriate according to the status of the person and his or her position in the whole agenda of the meeting (depending on who makes the main speech).
3, seat sign
Seat sign is a sign of the identity of the participants. Both fully embodies the respect for the seat, at the same time there is a role in counting the number of people. Seat sign should generally use light red paper, written in black. Should write the seat of the name of the person's name (verified) or the name of the unit.
4, the venue environment.
According to the different types of meetings, as appropriate, the arrangement of signs, banners, flowers and other items, to create a solemn, solemn, warm and other different styles of the atmosphere of the venue. Should also pay attention to whether the venue has a safe access to the channel.
5, lighting and sound
The brightness of the lights should be appropriate, the light on the stage is generally brighter than under the stage. Evening meetings to do a good job of emergency preparations for power outages.
Audio is to ensure that the meeting is a good means. The number of microphones should be arranged according to the venue seats and the number of speakers. Sound and microphone should be debugged one by one, if necessary, to ask the sound staff to specialize in this responsibility.
6, air conditioning, ventilation equipment
The right temperature and fresh air is to ensure the success of the meeting is an important factor, the conference staff should be adjusted before the meeting temperature. Summer indoor temperature is high, should consider preparing folding fans and other items.
7, table items
The podium placed on the meeting materials, must be by the conference staff on whether it is complete, page number, printing and binding quality check one by one. (If necessary, prepared to record pens and notebooks, etc.)
Prepared tea, mineral water and other items. If the meeting space is small, you can use a water dispenser. If the meeting space is large, hot water bottles can be placed table by table. If the meeting is of high specification and the number of participants is small, the staff should be responsible for pouring water.
(E) news reports
The missionary department is ready to record, video, photography equipment, timely communication of the spirit of the meeting. (If necessary, news organizations should be contacted in advance and arrangements should be made for the transportation of journalists)
(F) Vehicles and accommodation arrangements
If a visit is required, the person in charge of the vehicle should be designated to prepare the vehicle and ask the visitors to take the vehicle according to the number.
If there is no guide to the meeting, the schedule of accommodation and food arrangements can be given to the presiding officer in advance, and the participants will be informed before the adjournment of the meeting.
(VII) Other Matters
1, the conference staff should do a good job of reading out the discipline of the meeting and other matters of advice, reminders and so on.
2, should also do a good job of participants to report or sign in, and distribution of meeting materials.
3, the conference staff should be based on the sign-in situation to grasp the number of people present, and timely contact with non-attendees, to find out the reasons for late or absent, and report the situation to the relevant leader
4, the conference staff should guide the podium personnel or important comrades in charge of the seat, and pay attention to understand the leadership of the participants whether to bring all the speeches and other items.
5, should pay attention to the participants of the seating situation, the front row of the venue as far as possible not to empty seats.
6, as the case may be, unified conference staff dress.
Two, the inter-session organization and service stage
1. Conference staff to arrive at the venue one hour in advance, and repeatedly check the readiness of the venue.
2. Check-in and distribution of materials.
3. Implement the podium leaders, speakers are present.
The conference staff should be prepared for the host or speaker can not come to the meeting. The host can not come to the meeting, can be suitable comrades on behalf of the host; spokesman can not come to the meeting, depending on the situation to find a replacement or cancel their speeches.
4, according to the scheduled program to organize the participants from front to back in order to take their seats.
5, maintain good order. Five minutes before the meeting, close the door to the venue, the participants are ready to take their seats, unrelated personnel to leave the venue; between the meeting to turn off the cell phone or set to vibrate, generally not allowed to find people, unrelated personnel are not allowed to enter the venue.
6, the arrangement of special people to do a good job of microphone placement, pouring water and other services.
7, the conference staff shall at any time to observe and comprehend the podium leadership signals, do a good job of temporary arrangements for the work.
8, by the secretarial team to do a good job of recording, photography, video and meeting records.
9, if necessary, for the participants to book tickets, air tickets and so on.
Three, after the meeting
1, the end of the meeting, to check the venue, bring back the remaining materials, seat sign and other items.
2, the organization to send off. According to the participants to leave the meeting time, in advance to arrange for vehicles, drop-off personnel, etc..
3, do a good job of the meeting documents clearance, collection, archiving work. If the meeting is required to form the minutes of the meeting issued by the organization unit to prepare a good manuscript, sent to the company office in accordance with the handling of official documents issued.
4, in order to seriously meeting the discipline of the meeting, the meeting was late, no reason not to participate in the meeting of the unit participants to inform.
5, do a good job of meeting reports.