2, the initial steps of the meeting, the meeting steps, including the meeting's agenda, procedures, schedule, etc.. Agenda is the sequence of meeting topics, is the basis of the meeting program. Program is the meeting activities, such as various ceremonies, leadership speeches, speeches, visits, etc., in accordance with the order of making arrangements. Schedule is the activities of the meeting day by day to make arrangements, is the concretization of the procedure. The steps of the meeting is the meeting is organized to ensure that, once approved by the leadership, do not change at will.
3, draft meeting notice, meeting notice generally includes the name of the meeting, the purpose of the meeting and the main content, the duration of the meeting, the meeting place and accommodation, the participants, the date and place of check-in, the need to bring the material and the number of materials and materials to print the specifications, personal payment of the cost of the organizer, the contact person and the contact phone number and other elements. Meeting notices should preferably be drafted by personnel related to the subject of the meeting, which is more conducive to the smooth drafting of the notice. Report to the higher units for approval of the meeting, the report of the request, to be attached to the meeting notice of the draft on behalf of the draft.
4, the conference funding budget, the conference funding budget expenditure items generally include the participants of the room and board, the rental of the venue, the production costs of the conference logo, the conference team and the staff of the room, film purchases and rinsing costs, etc.. If you need to invite experts and scholars to lecture, make a report, but also the expert's lecture fees, transportation and accommodation costs and other budget.
5, for meeting approval, important meetings must be reported to the leadership for approval. The meeting of the request to clarify the reasons for the meeting, the agenda of the meeting, the time and duration of the meeting, location, the number of people attending the meeting and the level of personnel, the meeting of the financial budget and preparation, and so on.
6, issued by the meeting notice, meeting notice must be reviewed by the leadership of the office, the leader in charge of signing. Issuance of meeting notification to be responsible for, to avoid omissions, wrong hair and reissue. Issuance of meeting notification should pay attention to two points: First, the meeting notice issued in a timely manner. Issued too early, the participants are easy to forget; issued too late, the participants can not receive the meeting notice, even if they receive the notice, it is difficult to arrange the work at hand, will also reduce the attendance rate of the meeting. Second, the meeting notice issued to grasp the feedback. Involving a number of departments, the content of the important meeting with the meeting notice attached to the meeting receipt, including the names of the participants, gender, ethnicity, position (title), contact phone number, the date of the meeting, the number of buses and flights, as well as the date of the return trip, the number of buses and flights, and so on. 1 ~ 2 days before the meeting will also be contacted again to ensure that participants can participate in the meeting on time.
7, the preparation of meeting materials, meeting materials are mainly three kinds: First, the meeting documents, including the official documents issued, documents, discussion papers or documents for comments; Second, the speech materials, including the leadership speech materials, written exchange of materials and conference presentations; Third, the meeting is the presiding word. Here the author focuses on how to prepare for the meeting host speech, it is also called the program draft, through the host of the speech during the meeting to reflect the program of the meeting. The drafting of the presiding word should pay attention to three points: First, we should strive to text colloquialization. Because the presiding officer is only for the use of the host, other participants do not preside over the script, so the text should be easy to understand, do not appear obscure and difficult to understand the ancient poetry, or overly ornate rhetoric. Second, pay attention to the convergence of the meeting program. Speech should be preceded and followed by a concise summary of the main points of the previous speaker's speech, and logically lead to the next speaker. Language should strive to be concise, avoid repetition and verbosity, avoid words in the set of words, so that people can not hear the clues. Third, the content of the presiding officer to outline, do not have expository words, the length should not be too long, so as not to talk about the theme of the meeting.
8, choose to arrange the venue, meeting with the help of a certain place. Venue conditions, good or bad, high or low level of comfort, the psychological participants will play an important role, directly affecting the effect of the meeting. Therefore, we should pay attention to the choice and layout of the venue. The size of the venue should be based on the number of participants to determine the number of meetings, but also according to the needs of the meeting to consider the venue's equipment, such as lighting, air conditioning, audio, recording, multimedia equipment. The layout of the venue is an important part of the work of the meeting, mainly: First, the layout of the logo. The logo should be consistent with the name of the meeting, the number of words should be less precise, such as the "National Health Work Conference". The second is the placement of the seat card. The podium placed on the seat card principle is "the left is honored, the right for the second". The number of people seated on the podium is best for the singular, the most important leaders in the center, the other seat card in accordance with the order of the first left after the right were placed in order. Third, the placement of the podium. Generally there are two forms: one, the podium is higher than the seats under the stage. Applicable to a large number of people, more important meetings, such as reports, workshops, etc., the venue appears more solemn, serious, formal; Second, the podium and other seats in the same plane. Applicable to a smaller number of meetings, such as symposiums, seminars, etc., the venue appears to be more casual, the relationship between the participants appear to be equal. Fourth, the seating arrangement. Arrangement of seating is generally based on the nature of the meeting, if it is a symposium, the seats are arranged in the shape of a zigzag, back to the word on both sides and the bottom side can be more seats; if it is to the inspection team, the inspection team to report the situation of the briefing, the seats are arranged in the shape of a zigzag, but back to the word on the top and both sides of the rows of seats, the bottom side of the rows of seats can be placed more. In addition can also be arranged according to the atmosphere of the meeting and the venue's own conditions of seating.
9, a clear division of labor, the meeting of the conference staff can be divided into three groups, a secretarial group, responsible for meeting documents, leadership speeches and other materials such as drafting, organizing the minutes of the meeting, compiling and distributing the meeting briefs and meeting materials filing work; second is the materials group, responsible for the purchase of conference materials bags, materials bagging and distribution, as well as signing in to the meeting and other work; third is the reception group, responsible for the attendees of the Accommodation arrangements, venue layout and staff arrangements, such as ceremonial staff, service personnel and photography staff, in addition to doing a good job of conference funding budgeting.
10, a comprehensive pre-conference inspection, a comprehensive pre-conference inspection is to further implement the important part of the preparatory work of the meeting. Pre-meeting inspection is generally divided into three steps, one is to listen to all the preparers of the meeting of the oral report; second is to the scene of the field inspection, including the preparation of conference materials and the layout of the venue; third is for the possible omission of the problem, and further remedial measures. Pre-meeting inspection should generally invite the relevant leaders to give guidance in person.