I have been engaged in advertising and decoration exhibitions for more than four years, and have worked in Yiwu, Zhejiang for three years. Exhibition planning includes many things, and I think the design and construction of booths are the most important. I have reprinted some things. , I hope it will be helpful to you 1
Exhibition Planning---Intent Planning Letter
■Budget
The budget for conferences and exhibitions is not a concept. Generally speaking, the conference budget includes the following aspects:
1. Transportation expenses
Transportation expenses can be subdivided into:
(1) Departure place Transportation costs to the conference venue - including flights, railways, highways, passenger ships, and transportation from the destination station, airport, pier to the accommodation place
(2), transportation costs during the conference - mainly conference services Local transportation expenses include transportation from the accommodation to the club, transportation from the club to the dining location, transportation from the club to the business venue, transportation for business inspections, and other scheduled transportation that may be used by participants.
(3) Farewell transportation and return transportation - including transportation costs from flights, railways, highways, passenger ships and accommodation to airports, stations and ports.
2. Conference room/hall fees
Specifically, it can be broken down into:
(1). Conference venue rental - generally speaking, the rental of the venue Some common facilities are included, such as laser pointers, sound systems, tables and chairs, podiums, whiteboards or blackboards, oil pens, chalks, etc., but some unconventional facilities are not covered - such as projection equipment, temporary For decorations, display racks, etc., additional budget may also be required when adding non-rostrum speech lines.
(2) Conference facility rental costs - this part of the cost mainly covers the rental of some special equipment, such as projectors, laptops, mobile simultaneous interpretation systems, venue display systems, multimedia systems, and video recording Equipment, etc., usually require a certain usage deposit to be paid when leasing, and the rental fee includes technical support and maintenance fees for the equipment. It is worth noting that when renting, you should make specific requirements for various functional parameters of the equipment (you can usually consult a professional conference service company to get the most suitable price/performance ratio), otherwise it may affect the progress of the conference. In addition, the rental prices of these conference facilities may vary greatly due to their different brands, origins, and newness.
(3) Venue decoration costs - unless there are special requirements, generally speaking, this part of the cost is included in the venue rental fee. If you have special requirements, you can negotiate with a professional conference service provider.
(4) Other support costs - these supports usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Since these supports are of a temporary nature, if the conference organizer seeks support from these industries separately, the cost may be higher than the market price. If a professional conference service provider is used as an agent, the conference organizer will receive support with relatively low prices and professional services.
For these individual service supports, the organizer should specify the requirements as much as possible and sign a separate service agreement.
3. Accommodation fee
The cost of accommodation should be very easy to understand - it is worth noting that some of the accommodation fees are full prices, while others require additional government taxes. . Accommodation can be one of the major expenses for a conference. You can usually get better discounts by looking for professional exhibition service providers.
The normal accommodation fee is not only related to the hotel star standard, room type and other factors, but also related to the services available in the room - such as long-distance communication in the room, laundry, minibar drinks, one-time It has to do with whether services such as changing clothes for sex, the Internet, and fruit provision are open. Conference organizers should clarify the services and scope of hotels that should be closed or opened.
4. Catering expenses
The catering expenses for a meeting can be very simple or very complicated, depending on the needs of the meeting agenda and the purpose of the meeting.
(1) Breakfast
Breakfast is usually a buffet. Of course, it can also be eaten around a table. The cost is calculated based on the number of people (but taking into account the particularity of conference dining and the quality of raw materials preparation, so the estimated number of diners must not differ by more than 15% from the actual number of diners, otherwise the restaurant has reason to refuse to settle the bill based on the actual number of diners - and instead charge based on the reserved number)
(2), Chinese food and Lunch
Lunch and lunch are basically formal meals. They can be budgeted for the number of people - buffet style, or budgeted based on table - round table style. If the host wishes to purchase the alcohol themselves rather than have it provided by the restaurant, the restaurant may charge a certain service fee.
(3). Drinks and service charges
Usually, if you dine in a high-star hotel restaurant, the restaurant will not allow the organizer to bring outside drinks for consumption. If you can bring outside drinks, For consumption, restaurants usually need to add service charges. When holding conferences and banquets in high-star hotels, a service fee of about 15% is usually charged on the basis of the basic consumption level.
(4). Tea break at the venue
This fee is basically budgeted based on the number of people. When budgeting, you can propose food and beverage combinations for tea breaks at different times. The coffee break price notified by the organizer usually includes the cost of service personnel. If the organizer requires non-program services, additional budget may be required. Under normal circumstances, the types of tea breaks can be divided into two types: Western style and Chinese style - Western style basically includes coffee, black tea, Western snacks, fruits, etc., while Chinese style mainly includes boiled water, green tea or scented tea, fruit tea, fruits, coffee, etc. Mainly fruits and snacks.
(5). Social reception/dance
In fact, the budget for a social reception/dance may be more complicated than a separate banquet. As long as the banquet has set the meal standard and scale, the budget is very simple. Easy to calculate. However, it may take a long time to confirm the budget from cocktail party/dance design to venue and program support:
6. Audio-visual equipment
Unless it is held outdoors, audio-visual equipment The cost is usually negligible. If it has to be done outdoors for public relations purposes, the budget for audio-visual equipment is more complicated, including:
●The rental cost of the equipment itself, usually calculated on a daily basis
● The transportation, installation and commissioning of the equipment and support costs for control technicians can be provided by the exhibition service provider
●Sound sources - mainly background music and entertainment music selections. The organizer can bring his own or entrust an agent< /p>
c. Actors and Programs
Usually the program can be selected and calculated based on the number of performances - the budget amount is usually directly related to the difficulty of the program and the number of participants. If there is a fixed performance in a suitable location, the budget is very simple and is directly related to the number of people watching the performance - except for special performances or private performances.
d. Others - snacks, fruits and mixed wine
5. Miscellaneous expenses
Miscellaneous expenses refer to the expenses incurred by some temporary arrangements during the exhibition. Including printing, temporary transportation and loading and unloading, souvenirs, models and etiquette services, temporary props, fax and other communications, express delivery services, temporary health care, translation and guide, temporary business vehicles, exchange, etc. The budget for miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the conference expense budget as a flexible solution.
So, how does an exhibition budget compare to a conference budget?
The exhibition budget and the conference budget have the same places, but also have different places -
The same places: accommodation expenses, catering expenses, business inspection expenses (if there is an inspection plan) .
Different places: exhibition venue rental, exhibition layout, exhibit transportation and storage, small press conference or cocktail party.
Exhibition venue rental: If the exhibition is held at a fixed exhibition venue, the rental budget for the exhibition venue is usually calculated by booth. The international standard booth area is usually 3mX3m, and the partition height is between 2.3m and 2.5m. Standard facilities include spotlights, chairs, information tables, and power supplies. Exhibition hall owners usually have the following equipment for rent: exhibition stands, audio-visual equipment, multimedia equipment, decorative items, small handling tools, etc.
If the exhibition is held in other public places (such as municipal squares or sports venues, etc.), then the budget for venue rental is difficult to predict - usually negotiable, calculated on a daily basis, the price depends on the venue The concentration of people flow is related to the exhibition time (whether it is an important holiday, etc.).
■Invitation
No matter what kind of conference or exhibition, the organizer certainly hopes that the appropriate objects (customers) will participate. As a host, the way you invite is very important. Normally, invitations include three procedures: information release, receipt processing, and confirmation notification.
Information release - media can be divided into several forms including printed matter (including invitation letters, organizational documents, meeting notices), emails, printed media announcements, electronic media announcements, etc. Usually information release includes theme, time, location (tentative or candidate), main agenda and arrangements, fees and standards, etc. Some also include conference (exhibition) planning books, which can let participants understand the significance of participation and expectations for the exhibition. .
Reply receipt - For organizers, return receipt is one of the indicators of the success of exhibition planning activities. After the receipt is received, statistics are usually required (before this, it is important to remind that the design of the receipt should be reasonable and satisfactory, and should include the following information - clear number of people, position, gender, contact information, expected arrival Destination time, pick-up and drop-off requirements, etc.), confirm that the receipt is valid (usually marked by whether the conference fee has been paid), the next thing that needs to be done is resource allocation - mainly the arrangement of booths and hotel accommodation, confirmation of the receipt means that the notification can be Issued after all this is completed. Return receipts can come in many forms - fax, letter, email, Internet receipt or phone call. It should be noted in the receipt that if the exhibition topic allows, the special requirements of the participants should be taken into account, such as family members, accompanying persons, health care requirements, transportation agents, eating habits, accommodation requirements, etc. If the receipt is clear, then the orderly arrangement of the exhibition Will be of great help.
Confirmation notice - If the conference fee is confirmed or there are other ways to confirm, a confirmation notice can be issued. At the same time, the exact location, time, agenda, sign-in procedures and exhibition precautions should be sent out at the same time.
■Sign-in and check-in arrangements
If it is a small business meeting, sign-in is relatively simple, just a directory registration. But if it is a large conference or exhibition, then signing in is a complicated task.
Normally, meeting check-in and accommodation arrangements are combined. If you want to avoid chaos in the sign-in process for a large meeting, necessary processes and preparations are necessary - receipt statistics form, sign-in form, guide and assistance personnel, accurate number and number of rooms in the hotel, room allocation table, keys, labels A small envelope with the name and room number of the guest (containing room keys, usually provided by the hotel), relatively obvious directions to the hotel, instructions for conferences (exhibitions), detailed agenda for conferences (exhibitions), inspection routes and participation methods, hotel function opening Closing instructions and payment standards, return booking and confirmation, conference transportation usage and payment standards, etc. If possible, try to use a computer to sign in. Under normal circumstances, there should be no less than 6 check-in service personnel - working hours should be reasonably allocated according to the arrival time of exhibition participants.
If the receipt items are carefully designed in advance, it will be of great help for check-in and check-in arrangements.
■Catering arrangements
Generally speaking, catering is not arranged uniformly for exhibitions (except for special guests or important customers), and catering is usually arranged uniformly for meetings. Catering arrangements usually take two forms - buffet or table dining. Categories include Chinese, Western and Halal series.
Uniformly arranging catering meetings is very important for cost control. Buffets can generally be controlled by issuing meal coupons (many hotels have minimum requirements for the number of diners for the opening of buffets), and meal labels and menus can be formulated in advance. , strictly distinguish between official representatives and accompanying persons and family members. Special requests can be negotiated with the restaurant. Arrangements for table-top dining can be complicated—especially for large meetings. Issues that need to be considered in table-to-table dining arrangements include: meal time, number of people per table, meal vouchers, arrangements for tablemates, people with special dietary habits, types of drinks and payment, etc. It should be reminded that during the preliminary inspection of the meeting, pay attention to the hygienic conditions of the restaurant and utensils, and do not cause health problems to diners. If diners are unable to assemble on time for dinner, a table with enough people can be opened to ensure the rights and interests of diners.
■Social/drinking parties
Social/drinking parties generally require careful planning. The purpose of the cocktail party is to strengthen corporate relations and customer relationships, so the atmosphere is very important.
Social/drinking parties are usually held in a relatively closed and distinctive place.
The links involved are: band (or speakers, sound source), program and actors, program list, drinks, fruits, snacks, barbecue food, props, barbecue equipment, emcee, transportation, weather forecast, second plan, electrical technician, security Personnel, temporary dance partners, fireworks, chefs, service personnel, etc.
Key points: venue, program, emcee, safety and security, service procedures.
Due to the different scales and purposes of cocktail parties, there is no complete standard cocktail party model. We can only learn from some examples of cocktail parties that have been held.
■Press Conference
Press conference formats include press conferences, press conferences, cocktail parties, etc. Generally speaking, cocktail parties are more free, casual, informal, and have a relatively relaxed atmosphere. They can be held alone or attached to other forms. For example, some cocktail parties or tea parties are held after the reception. Press conferences are generally thematic, with "answering reporters' questions" as the main feature. In addition, press conferences can be conducted by the person in charge of public relations, while press conferences are generally attended by higher-level officials. Among these forms, the most common is the press conference.
Elements of press conference:
●Purpose
●Target audience for information release
●Purpose to be invited
< p>●Scale of press conferenceThe things involved in press conferences are similar. Generally speaking, they include the following parts:
1. Event planning and theme determination
2. Program planning and agenda arrangement
3. Material preparation
4. Invitation, communication and confirmation of participants
5. Time and venue implementation and scene layout
6. Product display, demonstration and information release
7. On-site atmosphere control
1. Clearly understand the goals to be achieved during the press conference. type to determine its specifications, direction and basic style.
In general, press conferences can be divided into the following categories, and the styles basically follow the following routines:
1. Political - seriousness
< p>2. High-tech product category - formal but lively3. Agricultural category - friendly, environmentally friendly
4. Cultural category - sense of culture and history< /p>
5. General industrial products - sense of technology and quality
6. Entertainment - lively, avant-garde
7. Fashion products - classic and medium Has the flavor of the times
8. Handicraft categories - classic, antique
9. Other categories - corresponding styles
2. Establish a preparatory committee and organize Relevant personnel, determine organization and personnel support.
A press conference involves all aspects, and all tasks are linked, connected, and intertwined with each other. They must be coordinated, multi-pronged, and carried out at the same time. It is extremely difficult to complete it by oneself.
Principles for establishing an organization: First, the "professional principle", professional people do professional things and know people well. For example, the marketing and sales department is the counterpart department for dealer communication. Among them, communication between experts and officials generally requires the person in charge of public relations and corporate executives to come forward, and there is no separate group. Communication with the press and preparation of materials are the professional expertise of public relations department personnel, so there is no separate group for communication with the press. The second is the "balance principle". Groups are set up according to the situation, and the workload of each group is relatively balanced. It is the "principle of division of labor". The division of labor should be clear and the responsibilities should be clear to prevent the phenomenon of mutual referral. In addition, the division of subordinate labor and horizontal collaboration must be clear; the fourth is the "flat principle". Generally, in large-scale activities, there are multiple levels of " "Pyramid" structure, but in medium-sized activities, it is not appropriate to have many levels to ensure flexibility, not too many people, and to be lean and efficient; fifth is the "system principle". Although it is a temporary organization, once you join the organization, Personnel should be bound by rules and regulations.
A press conference usually involves various departments. Generally speaking, the senior management of the company or organization and the vice president in charge hold certain positions in the organizing committee. Senior executives of the company, even the top leaders, will make some speeches and statements. Throughout the event, the work of relevant department personnel may conflict with their daily work, and it is important to win the understanding and support of each department.
Preparing a press conference involves a lot of energy and time. If conditions permit, you should hire a professional company to represent you.
3. Determine time, process and goal management, and provide feedback and adjustments.
Time control is generally expressed in the form of a time schedule (countdown). Pay attention to being reasonable in arranging the time and leaving room for it. Generally speaking, the time and progress in the front should be arranged more compactly to ensure that there is time to adjust and improve later.
The entire activity is a systematic project, and process management refers to the process management of the mutual connection, coordination and cooperation between various work contents in the activity, and the organic combination thereof. For example, in an event, only when the theme content and meaning are determined can the agenda and specifications be determined; only when the scale and specifications are determined can the number of people be determined; only when the number of people is determined can the venue be implemented, and only after the venue is implemented can the on-site layout be arranged, etc. Process management allows the general coordinator to have a clear understanding of all parts of the entire activity, making it easy to identify the key points, focus, and difficulties of the work, which are generally represented by a program block diagram.
4. Event planning and determining the theme of the event.
Activity planning mainly includes the following contents:
1. Meeting agenda planning and arrangement. The entire process of most press conferences consists of speeches, reading manuscripts, and routine demonstrations. In fact, although the press conference is a formal meeting, it can be made more lively, especially the opening of the meeting.
When arranging the meeting agenda, pay attention to being compact and coherent. From a practical point of view, it is generally appropriate to control it to one to two hours. Especially the time for speaking, the number of words in the speech manuscript should be controlled to the length that can explain the problem clearly. It should not be too long, nor should it be too short. In practice, 15 minutes to 20 minutes is more appropriate.
2. The theme of the theme planning press conference can be chosen in many ways. The most common one is that the words "XXX press conference" appear directly in the theme, and some have a big theme. The following is the main topic, and some A combination of both.
In addition, according to the regulations of the relevant national press and publication departments, any press conference with the word "news" in the theme must be approved by the national press and publication department. Generally speaking, in practice, many companies omit the word "news" and use other terms.
Determining the participants is a very important task, and it is also a factor that changes frequently, and its changes will affect the specifications and scale of the entire press conference, and thus affect various factors of the press conference. For example, the attendance or absence of important people may affect the specifications, or for convenience, the meeting location or part of the meeting may be changed to an airport or VIP room, or the time may be adjusted. Therefore, this is a "key point" in the overall coordination work control and should be focused on.
In the selection of participants, the principles of service release content need to be selected, and relevant people should be selected to participate. Generally speaking, officials choose people with more weight to speak, while experts are people who have made achievements or are famous in the field.
Journalists are the focus of the press conference. Generally speaking, they first create a list of people to be invited, send invitation letters a week in advance, and then make phone calls to confirm. For sudden news events, telephone calls and faxes can be used. After implementation, complete the statistical work of classification.
5. Formulate event planning and specific operation plans.
The event planning plan is a strategic and tactical text that guides the entire event and is used for planning activities. Generally speaking, only core members of the conference are provided.
The specific operation plan is used within the company or to assist the agency public relations company to guide the specific operation of the entire activity. It is generally quite detailed, specific to every step of each person, and even specific to the content and time of the badge. Specific to the minute. Each member of the general meeting staff has one copy.
6. Press releases and related materials are prepared to be provided to the media, usually in the form of advertising bags or document bags, organized and placed in order, and then distributed to the press before the press conference. Media, in order:
1. Meeting agenda
2. Press release
3. Speech script
4. Company/organization brochure
5. Relevant pictures
6. Souvenirs (or souvenir coupons)
7. Business card of the person in charge of corporate news (press release Further interviews and contact will be sent after the news is published)
The press release includes the following:
1. News release. The number of words is short, usually within 1,000 words, and it is published quickly. Some media have published it in less than an hour after the press conference.
2. Newsletter. The article is longer and the content is substantial, usually with in-depth analysis and focused reports. Issues such as the background of the message that cannot be explained clearly can be elaborated on.
Generally, one piece of news is enough, but a newsletter can provide multiple pieces from different angles, or it can also be presented in the form of answers to reporters' questions.
3. Background material.
4. Picture information.
The above information is generally provided in written form, and may also be attached to a computer CD or floppy disk.
5. Important speech. Useful speech notes for journalists. For example, the speeches of the top person in charge of the company, the speeches of the leaders in charge of technology and marketing, etc., and the speeches of some newsworthy representatives can also be included in the journalists' materials, but the standard is that they are beneficial to the reporter's reporting.
6. Brochure of the company or organization.
7. Materials on important figures and celebrities participating in the meeting.
7. Time selection, venue implementation, and on-site layout.
Time selection is an art in news planning. Different release timings will have different effects.
Corporate press conferences sometimes need to avoid major events and meetings. For example, during the "Two Sessions" period, the layout is tight, and most reporters have arrangements, so the time cannot be guaranteed. Sometimes it is necessary to approach certain opportunities, such as when the correlation is high, to take advantage of the trend.
In addition, in terms of time, generally choose days that people can easily remember, such as festivals, the beginning and end of January, and avoid some taboo days. If it is a Saturday, Sunday or other holiday, consider doing it in the afternoon.
When choosing a venue, the following points are generally considered:
First, taste and style.
The venue can be outdoors or indoors, but indoors is the most common. Because the facilities in all aspects are better.
Hotels have different star ratings. Judging from this press conference, it is okay to choose five-star or four-star hotels.
In addition, informal meetings, or product attributes closer to nature and health, can be held in summer resorts and other places.
Hotels also have different styles and different positionings. When choosing a hotel, you should pay attention to the style of the hotel and the content of the press conference.
Second, it is practicality and economy.
What is the capacity of the conference hall? What is the size of the rostrum? Projection equipment, power supply? Set, chest mic, remote mic? How about related services? Accommodation, alcohol, food, and beverages provided? Is the price reasonable? Is there any wasted space? Wait, all of this needs to be considered.
Third, it is convenience.
Is it close to major media and important people, is transportation convenient, and is parking convenient?
On-site layout includes:
1. Background layout. The theme background board contains the theme, date of the meeting, and sometimes the city where the meeting will be held. The color and font should be beautiful and generous. The color can be based on the corporate VI.
2. The hotel's peripheral layout, such as banners, vertical banners, floating balloons, arched doors, etc., vary from hotel to hotel, some allow it, and some do not.
3. Place the seats.
Placement method: Press conferences are usually arranged with a podium and desks underneath. Some informal and discussion meetings are arranged with a round table. Pay attention to determine the personnel on the rostrum. However, many meetings now adopt the method where the podium only has the moderator's seat and the speaker's seat, and the distinguished guests sit in the first row below.
Principle of placement: "Those with higher positions should be placed in the front and in the middle, and those with higher positions should be placed to the side and to the back."
Pay attention to seat reservations. Usually there will be some seats without tables at the back.
4. Relevant equipment must be repeatedly debugged before the press conference to ensure that it does not malfunction.
5. Sign-in and greeting: Generally, there are guidance signs and welcome signs in the lobby, elevator entrances, and corners. Generally, hotels have this service. You can ask the etiquette lady to greet you in advance. At general meetings, attendees will be asked to leave their business cards and have a "Please give me your business card" box ready.
8. On-site control.
On-site control is a part that reflects the adaptability of the general coordinator. In fact, a good coordinator will do the work in advance: first, prevent the occurrence of variables. For example, do some training on a regular basis and do some rehearsals beforehand. From a practical point of view, sudden changes in the scene are often due to poor communication, poor consideration, and negligence in etiquette. We should focus on these aspects; secondly, prepare alternative plans in advance; thirdly, pay attention to accumulating on-site flexible handling skills.
Officials and dealers who come must be accompanied and communicated with, and reporters who come should be treated equally. Some information cannot be disclosed to media A while keeping it confidential to media B. It is generally not advisable to pass on news that journalists personally dig up to others.
In terms of atmosphere control, the general coordinator is in a balanced "center of gravity", the atmosphere is relaxed and lively, and the mood of the participants will be comfortable. Another important factor is the host. It would be better if you host it yourself, but you are often too busy to do all the work. Therefore, during the press conference, you need to arrange some things in advance and fully communicate with the host in advance so that he or she can understand the entire process. Have a general understanding and grasp of the meeting style.
In the process of product demonstration and explanation, some modern technological means can be used, combined with prepared schematic diagrams, three-dimensional graphics, videos, slides, etc., to help participants understand.
When answering reporters' questions, generally speaking, one person will be responsible for answering. If necessary, if it involves highly professional questions, others will assist.
In China, most reporters will not ask malicious questions, and sometimes even well-intentioned questions are seldom mentioned, often feeling that it is too unexciting. In fact, questions can reflect the breadth and depth of the reporter's understanding and grasp of the meeting content. It is the reporter's "points" that put forward controversial points, key points, difficulties and public concerns from the standpoint of the public, which is more conducive to communication.
Before a press conference, a reporter's Q&A memo outline is usually prepared and consensus is obtained in advance. In particular, the main answerer and the auxiliary answerer must obtain professional knowledge.
During the press conference, reporters’ questions should be answered seriously. Irrelevant or too long questions can be stopped tactfully and politely. For questions involving corporate secrets, some can be direct and polite. Generally speaking, reporters can understand if you tell them that it is a corporate secret, and some can respond tactfully. A "no comment" approach is not appropriate. For questions that are complex and require a lot of explanation, you can briefly answer the key points and invite them to discuss them after the meeting.
The entire meeting should have a formal ending. If the conference is scheduled to end before dinner or lunch, there should be a cocktail reception or buffet banquet. At the end of the conference, the host will inform the time and place.
After the press conference and before the banquet, more in-depth interviews are usually arranged in the VIP room.
■Seminar meetings
Seminar-type meetings are usually highly professional, and the number of participants is not very large. Unless it is an industry standard discussion, there will generally be no more than 100 people. The key point for this type of seminar is venue and location selection.
Venue - In addition to the general main venue, some small clubs are usually needed for group discussions. In addition to retaining the host, the layout of the main venue should reflect the spirit of equality in other seats. Microphones for speeches should be provided at every seat - unless the number of people is less than 15.
As for the location, we usually choose a location that is relatively closed, quiet, and conducive to confidentiality. It is best to be in a club with a beautiful suburban environment - it should meet the requirements of night entertainment and leisure, team spirit training, scene changes, and relatively convenient transportation. .
■Training meetings
Training meetings are also professional meetings, usually held within the company or by the education department. In addition to being of a seminar nature, it is more about skill exchange and knowledge transfer, so training meetings have relatively high requirements for venues. In addition to general closed venues, there should be various expansion training facilities or venues, if possible. There should also be high-quality leisure and relaxation venues. Key points of a training session: venue, training facilities and trainers.
■Corporate meetings
Corporate meetings are usually pure meetings and often require the release of written information such as declarations or resolutions. Therefore, club meetings are often held in conjunction with press conferences. For such meetings, voting facilities, on-site membership sorting and venue control are key. When making a budget, news media costs should be considered—including invitations to reporters, transportation, accommodation and catering arrangements, etc.
■Public Welfare/Technical Forum
Most of these meetings are public meetings, and a series of branches will be the characteristics of this type of meeting. Therefore, the choice of meeting venue is very important. The basic requirements are It can be divided or the main venue has a small venue attached, and the requirements for conference facilities are relatively high - simultaneous interpretation, media reception, multimedia, live video and discussion venues may all be required. In addition, if the venue where the conference is hosted cannot meet several division requirements, conference transportation will become an important consideration.
■Order exchange meeting
This type of meeting is actually an exhibition in nature, so the requirements for the venue are relatively special. The ideal venue should be a dedicated exhibition hall or convention center, and a business club or similar venue would be perfect. If it is a small order exchange meeting, it can be held in a large business hotel. The key points in organizing or representing such meetings are: venue selection, venue control, and exhibition layout.
■Secretary Services
The so-called secretarial services refer to providing various secretarial, miscellaneous, temporary procurement, temporary drivers, guides and other services to the exhibition organizers. These services are usually provided on an ad hoc basis or on a timely basis, and are generally calculated by category when budgeting, rather than broken down - they can be calculated as unforeseen costs or by other categories. If you operate through an agency, it is necessary to tell the agency to be ready for service at any time. The final service fee calculation between the agency and the organizer will be mutually signed and approved by the designated contact persons of both parties, and will be approved by the financial or related personnel of both parties.
■Tea break
Tea breaks may not be necessary for general large-scale meetings. For small and medium-sized meetings, especially high-level meetings of companies or organizations, tea breaks are very important. of. The definition of tea break is a small simple tea party set up for rest and atmosphere adjustment between meetings. Of course, the drinks provided may not be limited to Chinese tea, and the snacks are not limited to Chinese snacks.
Usually preparations for tea breaks include snack requirements, drink requirements, decoration requirements, service and tea break opening time requirements, etc. Generally, different drink and snack combinations can be changed at different times. Generally speaking, tea breaks are divided into Chinese style and Western style. Chinese drinks include mineral water, boiled water, green tea, scented tea, black tea, milk tea, fruit tea, canned drinks, trace alcoholic drinks, and snacks generally include various pastries, biscuits, bagged foods, seasonal fruits, fancy fruit plates, etc. Western-style tea break drinks generally include all kinds of coffee, mineral water, low-alcohol drinks, canned drinks, black tea, fruit tea, milk, juice, etc. Desserts include cakes, various desserts, pastries, fruits, fancy fruit plates, etc. There are also Chinese pastries.
■Translation
Some people may think that translation is just a microphone and a tool, so the arrangement of conference translation is as simple as other props, and it only needs to be "purchased". In fact, it is true that translation is a tool, but a translator is a special tool, a person with a way of thinking who is responsible for transmitting ideas (sometimes it is also the lubricant or buffer for deadlocks in talks). Therefore, translators, especially those hired temporarily, deserve to be taken seriously.
Many so-called translators are not generalists (in other words, in addition to the knowledge that the translator has already mastered, they may not even have a concept of other fields), and conferences often involve a lot of professional terms, and they are usually very unfamiliar. words or combinations of words, so it is necessary to communicate in advance. Furthermore, the translator should be told the normal speaking speed of the speaker. If possible, the translator can be given past image data to familiarize him/her with the information.