Large conference planning program
Part 1: Large-scale conference planning
budget
The budget for conferences and exhibitions is not a concept. In general, the meeting budget includes the following aspects:
1. Transportation costs
Transportation costs can be broken down into:
Transportation costs from the departure point to the meeting place - including flights, railways, highways, passenger ships, and destination stations, airports, terminals to accommodations
Transportation expenses during the conference - mainly the transportation expenses of the conference, including the transportation from the accommodation to the clubhouse, the transportation from the clubhouse to the dining venue, the transportation from the clubhouse to the business communication venue, the business inspection traffic, and the scheduled transportation that other participants may use.
, farewell traffic and return transportation - including flights, railways, highways, passenger ships and accommodation to the airport, station, port transportation costs.
2. Meeting room/hall fee
Specific can be subdivided into:
Conference venue rentals - In general, venue rentals already include certain common facilities, such as laser pointers, sound systems, tables and chairs, podiums, whiteboards or blackboards, oily pens, chalk, etc., but some unconventional facilities Not covered - such as projection equipment, temporary decorations, display racks, etc., additional budget may be required when additional non-presidential lines are required.
Conference facilities rental fees - this part of the cost is mainly to rent some special equipment, such as projectors, laptops, mobile simultaneous interpretation systems, venue display systems, multimedia systems, video recording equipment, etc., usually need to pay a certain amount when renting The use of deposits includes the technical support and maintenance costs of the equipment. It is worth noting that specific requirements for various types of power parameters of the equipment should be made at the time of leasing, otherwise the meeting may be affected. In addition, due to the different brands, origins and old and new, these rental facilities may vary greatly in price.
, venue layout costs - if not special requirements, usually this part of the cost is included in the venue rental fees. If you have special requirements, you can negotiate with a professional conference service provider.
Other support costs - these support usually includes advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Based on the temporary nature of these supports, if the conference organizers separately look for support from these industries, the cost may be higher than the market price. If the professional conference service provider is appointed, it will receive relatively low price and professional support.
For these individual service support, the organizer should refine the requirements as much as possible and sign a separate service agreement.
3. Accommodation expenses
The cost of accommodation should be very well understood - it is worth noting that some of the accommodation costs are full prices, and a bit of additional government taxes are required. For meetings, accommodation fees may be one of the main expenses. Looking for a professional exhibition service provider usually gets a better discount.
In addition to the hotel's star rating, room type and other factors, the normal accommodation fee is also related to the open service in the room - such as long-distance communication in the room, washing, mini bar, one-time change of laundry, internet Whether the service such as fruit supply is open or not. The organizer of the conference should specify the service items and scope that the hotel should be closed or open.
4, food and beverage costs
The cost of meals at the conference can be simple or complex, depending on the agenda of the meeting and the purpose of the meeting.
,breakfast
Breakfast is usually a buffet, of course, you can also take a table-style meal, the cost can be calculated by the number of people
, Chinese food and lunch
Chinese food and lunch are basically a full meal, which can be taken in the form of a population budget - buffet style, table budget - table style. If the organizer wants the consumption of wine to be purchased on its own and not by the restaurant, the restaurant may charge a certain amount of service.
, drinks and service fees
Usually, if you eat at a high-star hotel restaurant, the restaurant refuses to allow the organizer to take out the drinks. If you can take out the drinks, the restaurant usually needs to pay a service fee. Meetings and banquets are held in high-star hotels, usually subject to a 15% service charge based on basic consumption levels.
Tea break at the venue
This fee is basically based on the number of people, and the budget can be used to propose food and beverage combinations for tea breaks at different times. The tea break price told by the organizer usually includes the cost of the service staff. If the organizer needs non-program services, an additional budget may be required. Under normal circumstances, the types of tea breaks can be divided into Western and Chinese styles - Western style is basically coffee, black tea, Western-style snacks, fruits, etc., while Chinese style is boiled, green tea or flower tea, fruit tea, fruit, coffee, Fruit and snacks are the mainstay.
, networking reception / dance
In fact, the budget for a networking reception/dance may be more complicated than a separate banquet, and the budget is easy to calculate as long as the banquet is set to a good size and size. However, the budget of the cocktail party/dance is designed to be supported by the venue and the program. The budget may take a long time to confirm:
6, audio-visual equipment
The cost of audiovisual equipment is usually negligible unless it is done outdoors. If you have to do it outdoors for public relations, the budget for audiovisual equipment is more complicated, including:
● The rental cost of the equipment itself, usually calculated on a daily basis
● Equipment transportation, installation and commissioning and control technician support costs, can be arranged by the exhibition service provider
● Sound source - mainly for background music and entertainment music selection, sponsors can bring their own or entrust agents
c, actors and programs
It is usually possible to calculate the number of games after the program is selected - the budget amount is usually positively related to the difficulty of the show and the number of participants. If there is a fixed performance at a suitable location, the budget is simple and positively related to the number of people watching the show - except for special or private events.
d, other - snacks, fruit and brewed wine
5, miscellaneous fees
Miscellaneous fees 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, courier services, temporary health care, translation and guidance, and temporary business. Use cars, exchanges, etc. The budget for miscellaneous fees is difficult to plan, and it is usually possible to add unforeseen expenses to the conference expenses budget as a maneuver.
So, what is the difference between the budget of the exhibition and the budget of the conference?
The exhibition budget has the same place as the conference budget, and there are different places -
The same place: accommodation, food and beverage, business inspection fees.
Different places: exhibition venue rental, exhibition layout, exhibit transportation and warehousing, small press conference or reception.
Exhibition venue leasing: If the exhibition is held at a fixed exhibition venue, the rental budget for the exhibition venue is usually calculated on the basis of the 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 desks, and power supplies. The owner of the pavilion usually has the following equipment for rent: spread stand, audio-visual equipment, multimedia equipment, decorative items, small handling tools, etc.
If the exhibition is held in other public places, the budget for the venue rental is difficult to predict - usually negotiable, calculated on a daily basis, and the price is related to the concentration of the venue and the exhibition time.
■Invitation
Regardless of the kind of meeting or exhibition, the organizer certainly wants the appropriate participants to participate. As a sponsor, the way you invite is very important. Usually, the invitation includes three programs, such as information release, receipt processing, and confirmation notification.
Information Release - There are several forms of print, e-mail, print media announcements, and electronic media announcements from the media. Usually, the information release includes the theme, time, location, main agenda and arrangement, fees and standards, etc. Some of them also include a conference plan book, which allows participants to understand the meaning of the participation and expectations of the exhibition.
Receipt - For the organizer, the receipt is one of the judgment signs for the success of the exhibition planning activities. After the receipt of the receipt, it is usually necessary to count and confirm the receipt. The next thing to do is to allocate resources - mainly the arrangement of the booth and the hotel accommodation. The receipt confirmation confirmation confirmation notice can be issued after all this is completed. Receipts can take many forms - fax, letter, email, web receipt or phone call. Receipts need to pay attention to, if the exhibition project allows, should consider the special requirements of the participants, such as family members, accompanying personnel, health requirements, transportation agents, eating habits, accommodation requirements, etc. If the receipt is clear, then the order of the exhibition The arrangement will help a lot.
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, there should be the exact location, time, agenda, sign-in program and notices of the exhibition.
■Check-in and check-in arrangements
If it is a small business meeting, the check-in is relatively simple, just the registration of the directory. But if it is a large conference or exhibition, then signing in is a complicated job.
Usually, the check-in for the meeting is linked to the accommodation arrangement. If the large-scale conference does not appear to be confusing during the sign-in process, the necessary procedures and preparations are necessary—return statistics, check-in forms, guidance and assistance personnel, the number of rooms and room numbers, room allocation tables, keys, and indications A small envelope of the guest's name and room number, a relatively obvious path indication to the hotel, meeting instructions, detailed meeting schedule, study route and participation method, hotel function opening and closing instructions and payment standards, return booking and confirmation, conference traffic usage and payment Standards and more. If possible, try to use your computer for sign-in. Under normal circumstances, the number of sign-in service personnel should be no less than 6 - the working time should be reasonably allocated according to the arrival time of the participants of the exhibition.
If the project of the receipt is well designed in advance, it will be very helpful for check-in and check-in arrangements.
■Food arrangement
In general, the exhibition does not arrange catering in a unified manner, and the meeting usually arranges catering in a unified manner. Catering arrangements usually come in two forms – buffet or table meals. The categories are Chinese, Western and Halal.
The unified arrangement of catering meetings is very important for cost control. Buffets can generally be controlled by meal coupons. The meals and meals can be prepared in advance, and the official representatives and accompanying personnel and family members can be strictly distinguished. Special requirements can be negotiated with the restaurant. Table-style dining arrangements are more complicated – especially at large conferences. The issues that need to be considered in the table-style catering arrangement are: meal time, number of people per table, meal vouchers, arrangements with the same table, special dietary habits, types of drinks and payment. It should be reminded that the hygienic situation of the restaurant and utensils should be paid attention to during the preliminary inspection of the conference, and the diners may not have health problems. If the diners are unable to gather meals on time, they can take the table to open the table to ensure the rights of the diners.
■Communication / Reception
Communication/fun receptions generally require careful planning. The purpose of the reception is to strengthen public relations and customer friendship, so the atmosphere is very important.
Communicative/occupation is usually held in a relatively closed and distinctive environment. The links involved include: bands, shows and actors, program lists, drinks, fruits, snacks, barbecue foods, props, barbecue utensils, master of ceremonies, transportation, weather forecast, second program, electrical technicians, security personnel, temporary partners, and entertainment. Fireworks, chefs, service staff, etc.
Key points: venue, program, master of ceremonies, security, service programs.
Due to the size and purpose of the cocktail party, there is no complete standard cocktail party model, and only some examples of cocktail parties that have been held can be borrowed.
■ Press conference
Press conferences include press conferences, press conferences, receptions, etc. Generally speaking, the reception is more free and casual, informal and the atmosphere is relatively relaxed. It can be held separately or attached to other forms. For example, some hold a reception or a tea party after the reception. The press conference is generally a topical one, with the main feature of “answering reporters”. In addition, the press conference can be carried out by the public relations official, and the press conference is generally attended by higher-level officials. Among these forms, the most common is the press conference.
Press conference elements:
● Purpose
●Target audience for information release
●Invited guests
●The scale of the conference
The things involved in the press conference are similar, in general, including these major parts:
1. Event planning and theme determination
2. Program planning and agenda
3. Data preparation
4. Inviting, communicating and confirming the participants
5. Time, venue implementation and scene layout
6, product display, presentation and information release
7, on-site atmosphere control
First, clearly understand the goals to be achieved by the conference, the type of conference, to determine its specifications, direction and basic style.
In general, the press conference can be divided into the following categories, and the style basically follows the following routines:
1. Political - serious
2, high-tech products - lively with a lively
3. Agricultural category - friendly, environmentally friendly
4. Cultural categories - cultural sense, historical sense
5, general industrial products - sense of science and technology, quality
6, entertainment - lively, avant-garde
7, fashion products - classic with the atmosphere of the times
8, crafts - classic, ancient
9, other categories - the corresponding style
Second, the establishment of the Preparatory Committee, the organization of relevant personnel, to determine the organization, personnel protection.
A press conference involves all aspects. The work is connected, interconnected, and cross-cutting. It must be coordinated, multi-pronged, and carried out at the same time. It is difficult to accomplish it on its own.
The principle of establishing an organization: First, the "professional principle", professional people do professional things, knowing people and doing good. For example, the dealer's communication, the marketing department is the counterpart department. Among them, experts and officials should generally communicate with the person in charge of public relations and the top management of the company. The communication and information preparation of the press is the professional specialty of the public relations department. Therefore, the communication in the press is not set up separately. The second is the "balance principle". Because of the group setting, the workload of each group is relatively balanced; It is a "division of labor". The division of labor should be clear and the responsibilities should be clear to prevent mutual deduction. In addition, the division of labor and horizontal cooperation should be clear; the fourth is the "flat principle", which generally has multiple levels in large-scale activities. "Pyramid" structure, but in medium-sized activities, it is not suitable for most levels, to ensure flexibility, not too many people, lean and efficient; fifth is the "institutional principle", although it is a temporary organization, once it joins the organization, Personnel should be bound by the rules and regulations.
The conference usually involves various departments. Generally speaking, the company or organization's senior management and deputy general manager will hold certain positions in the preparatory committee. The top management of the company, even the top leaders, will have some speeches and statements. Throughout the event, the work of the relevant department personnel may conflict with their daily work in time, and it is important to win the understanding and support of each department.
To organize a press conference, there is more energy and time involved. If conditions permit, you should ask a professional company to represent you.
Third, determine the time, process and target management, and make feedback and adjustments.
The control of time is generally expressed in the form of a time schedule. Pay attention to the reasonable time of the arrangement, and at the same time leave room for it. Generally speaking, the time and progress should be arranged more compactly to ensure that there is time to adjust and improve.
The whole activity is a systematic project. Process management refers to the process of coordinating, coordinating and coordinating the various work contents in the activity and its organic combination. For example, in the event, the subject content and meaning determination can determine the agenda, specifications, size, and specification to determine the number of people. The number of people can be determined to implement the site, and the venue can be implemented on site. Process management enables the general coordinator to have a clear understanding of the various parts of the entire activity, to facilitate the identification of key points, priorities, and difficulties in the work, generally represented by block diagrams.
Fourth, event planning, determine the theme of the event.
The event planning mainly includes the following contents:
1. Meeting agenda planning The whole process of the conference is to speak, read manuscripts, and routinely demonstrate. In fact, although the conference is a formal meeting, it can be done more actively, especially the opening of the conference.
At the time of the meeting agenda, pay attention to compactness and coherence. From a practical point of view, it is generally appropriate to control one to two hours. In particular, the time of the speech, the number of words in the speech should be controlled in the length of the problem, not too long, not too short, in practice, between 15 minutes and 20 minutes is more appropriate.
2, the theme of the theme of the conference, there can be a variety of methods, the common is that the words "XXX conference" appear directly in the theme, and some have a big theme, the following is the topic, there are also a combination of the two.
In addition, in accordance with the regulations of the relevant departments of the state press and publication, all conferences with the words "news" in the theme must be approved by the national press and publication department. Generally speaking, in practice, many companies skip the word "news" and use other names.
Determining the participants is a very important task, and it is also a factor that changes a lot, and its changes will affect the specifications and scale of the entire conference, which will affect the various factors of the conference. For example, the presence and absence of important people may affect the specifications, or for convenience, part of the meeting or part of the meeting may be changed to an airport, a VIP room, or a time adjustment. Therefore, this is the “key point” for total coordination of work control, and it is important to focus on it.
The selection of participants, the principle of the need to publish the content of the service, select the relevant personnel to participate. Generally speaking, officials choose to speak more weighty characters, while experts are people who have established or famous in the field.
Journalists are the highlight of the press conference. Generally speaking, first create a list of invitations, send out an invitation letter one week in advance, and then implement the call. News events with a relatively short time can be by phone and fax. After the implementation, do a good job in the statistical work of classification.
V. Formulate the event plan and specific operation plan.
The event plan is a strategic and tactical text that guides the entire event for planning activities. In general, the core members of the conference are provided.
The specific operation plan is used for the internal operation of the enterprise or assisting the agency public relations company to guide the specific operation of the whole activity. Generally, it is more detailed, and it is specific to each person, even to the content of the badge, and the time is specific to the minute. The general meeting staff is one.
6. Press releases and related materials The materials to be provided to the media are generally arranged in the form of advertising handbags or portfolios, placed in order, and distributed to the news media before the press conference, in the order:
1. Meeting agenda
2. News release
3. Speeches
4. Company/Organization Brochure
5, related pictures
6, souvenirs
7, corporate news person in charge of business cards
The news release includes the following:
1. Message draft. The number of words is short, generally less than 1000 words, and it is released quickly. Some media have been published less than an hour after the end of the conference.
2. Newsletter. The length is longer and the content is substantial. It is generally an in-depth analysis and a key report. Questions such as the background in which the message cannot be clearly explained can be elaborated. The message is generally an article, and the newsletter can be provided in multiple articles from different angles, or in the form of a reporter's question.
3. Background material.
4, picture materials.
The above information is generally provided in writing or in the form of a computer CD or floppy disk.
5. Important speeches. A useful speech for journalists. For example, the speech of the top person in charge of the enterprise, the speech of the leader in technology and marketing, and the speeches of some representatives with newsworthiness can also be included in the information of the journalist, but it is useful to report on the reporter.
6. A brochure for the company or organization.
7. Participate in important figures and celebrity materials.
Seven, time selection and site implementation, site layout.
Time selection is an art in news planning. The timing of the release is different and the effect is very different.
When a company launches a meeting, it is necessary to avoid major events and meetings. For example, during the "two sessions," the layout is tight, and most of the reporters have arrangements, and time cannot guarantee. Sometimes it is close to certain timings, such as when the correlation is large, it has the effect of taking advantage of the situation.
In addition, in terms of time, generally choose the days that people can easily remember, such as festivals, the beginning of January, the end of the month, and also avoid some taboo days. If it is Saturday, Sunday or other holidays, consider doing it in the afternoon.
In terms of site selection, the following points are generally considered:
First, it is taste and style.
The venue can be either outdoor or indoors, but indoors are common. Because the matching of all aspects is better.
The hotel has different star ratings. From the press conference, it is ok to choose five or four stars.
In addition, informal meetings, or product attributes that are closer to nature and health, can be chosen in places such as summer resorts.
The hotel also has different styles, different positioning, choose the style of the hotel to pay attention to the content of the conference.
Second, it is practical and economic.
How many people can the conference hall accommodate? The size of the rostrum? Projection equipment, power supply? Set, chest microphone, remote microphone? How is the related service? Accommodation, wine, food, drinks? Is the price reasonable? Is there any waste of space? Wait, these should be considered.
Third, it is convenience.
From the distance of the main media and important people, is the transportation convenient, is parking convenient?
Site layout includes:
1. Background layout. The theme background board, the content contains the theme, the date of the meeting, and some will be written on the city, the color, font type attention is beautiful, the color can be based on the enterprise VI.
2, the hotel's peripheral layout, such as the hotel outside the banner, vertical frame, floating balloons, arched doors, etc., each hotel is different, some allow, some are not allowed.
3. Place the seats.
Placement method: The conference is usually placed on the rostrum plus the following desks, and some informal and discussion-oriented conferences are round tables. Be sure to identify the podium personnel. However, many conferences now use the podium only for the host and the seats, and the VIPs sit in the first row below.
Putting the principle: "The high position is leaning against the front, and the person is leaning against the back."
Pay attention to the reservation of the seats, generally in the future will prepare some seats without tables.
4. The relevant equipment should be debugged repeatedly before the release meeting to ensure that there is no failure.
5, sign-in and greet: generally in the lobby, elevator, turn, there is a guide to the welcome sign, the general hotel has this service. Please kindly welcome the hostess in advance. The general meeting will ask the participants to leave a business card and prepare the "Please give a business card" box.
Eight, on-site control.
On-site control is a part of the overall coordinator's ability to respond. In fact, a good coordinator will do the work ahead: first, prevent the occurrence of variables. For example, do some training in peacetime and do some rehearsal beforehand. From a practical point of view, the sudden changes in the scene are often due to poor communication, poor consideration, and negligence in courtesy. These aspects should be emphasized; secondly, the options should be prepared beforehand; again, pay attention to the flexibility of the process of accumulating the site.
For the incoming officials and dealers, someone should accompany and communicate. For the journalists who come, they should treat them equally, and they must not disclose certain circumstances to A media and keep confidential to B media. It is generally inappropriate for journalists to dig out news that is not suitable for others.
In the control of the atmosphere, the general coordinator is on a balanced "center of gravity", the atmosphere is relaxed and lively, and the participants' mood will be comfortable. Another important factor is the moderator. If you are hosting yourself, it will be better, but it is often a lack of skills. Therefore, in the press conference, you need to arrange some things in advance, and you must fully communicate with the host in advance to let him style the whole meeting. Have a general understanding and grasp.
In the demonstration process of the product, some modern technology can be used to combine the schematic diagram, three-dimensional graphics, video, slides, etc. to help the participants understand.
In response to a reporter's question, in general, a principal respondent is responsible for answering questions. If necessary, if it involves a professional problem, it is assisted by others.
In China, most journalists will not raise the issue of malicious martyrdom. Sometimes even the problems of goodwill and martyrdom are rarely involved, and they often feel too unpleasant. In fact, the question can reflect the breadth and depth of the reporter's understanding and grasp of the content of the meeting. It is the reporter's position in the public's position to raise controversy points, key points, difficulties and the "points" of public concern, and it is more conducive to communication.
Before the press conference, the reporter will usually prepare a Q&A outline and get a consensus beforehand. In particular, the main answer and the auxiliary answerer should reach a consensus.
In the process of the conference, questions should be answered carefully for reporters. For questions that are irrelevant or too long, they can be politely stopped. For questions involving corporate secrets, some can directly and politely tell it that it is a corporate secret. Generally speaking, journalists can understand, and others can make euphemisms. It is not advisable to adopt a "no comment" approach. For complex problems that require a lot of explanations, you can simply answer the key points and invite them to discuss after the meeting.
The entire meeting should have a formal end. If the press conference is scheduled to end before dinner or lunch, there should be a reception or buffet banquet, etc. At the end of the meeting, the host will inform the time and place.
After the conference, before the banquet, more in-depth interviews are usually arranged in the VIP room.
■ Seminar
Seminar conferences are usually highly specialized, and the number of participants is not very large, unless it is discussed in the industry standard, generally no more than 100 people. The key point of this type of seminar is the venue and location selection.
Venues - In addition to the general main venue, small clubs are usually required for group discussion. The layout of the main venue, in addition to retaining the host, the other seats should reflect the spirit of equality, the microphone used for the speech should have every seat - unless the number is less than 15 people.
Regarding the location, it is usually a relatively closed, quiet and concealed location. It is best to have a beautiful clubhouse in the suburbs - it should meet the requirements of night entertainment, team spirit training, scene change, and relatively convenient transportation.
■ Training meeting
Training sessions are also professional meetings, usually held within the company or in the education sector. In addition to the nature of the seminar, more is the exchange of skills and knowledge transfer, so the training meeting has relatively high requirements for the venue - in addition to the general closed venue, there should be various types of expansion training facilities or venues, if possible There should also be high quality leisure and relaxation venues. Key points of the training meeting: venues, training facilities and trainers.
■Corporate conference
Community meetings are usually pure meetings, and often require written information such as declarations or resolutions. Therefore, community meetings are often held in conjunction with press conferences. Holding such meetings, voting facilities, on-site member sequencing and venue control are key. Budgeting should be considered when budgeting – including invitations from journalists, transportation, accommodation and catering arrangements.
■ Public welfare / technical forum
Most of these meetings are open meetings, and the series will be the characteristics of such meetings. Therefore, the choice of meeting place is very important. The basic requirements are that it can be divided or the main venue is accompanied by a small meeting place. The requirements for meeting facilities are also high. Interpreters, media journalists, multimedia, live video and discussion venues are all available upon request. In addition, if the venue of the conference host can not meet several segmentation requirements, then the conference traffic becomes a key consideration.
■ Order exchange meeting
Such meetings are actually of an exhibition nature, so the requirements of the venue are relatively special. The ideal venue should be a dedicated exhibition hall or convention center, with a business club or similar venue perfect. If it is a small order exchange meeting, it can be set up in a large business hotel. The key points for organizing or representing such meetings are: site selection, venue control, and exhibition layout.
■ secretarial service
The so-called secretarial service points to the organizer of the exhibition to provide various secretarial, diligent, temporary procurement, temporary escort, guidance and other services. These services are usually provided on a temporary or on-time basis and are generally calculated by category in the budget, not in the breakdown - either as unpredictable or in other categories. If you operate through an agency, it is necessary to tell the agency to be ready to serve. The final service fee accounting between the agent company and the organizer will be approved by the designated contact person of both parties, and will be verified by the financial or related personnel of both parties.
■Tea break
Tea breaks may not be needed for general large-scale meetings. Small and medium-sized meetings, especially high-level meetings of companies or organizations, are important for breaks. The definition of tea break is a small and simple tea party set for the rest and atmosphere adjustment. Of course, the drinks offered may not be limited to Chinese tea, and the snacks are not limited to Chinese snacks.
Usually, the preparation of tea breaks includes snack requirements, beverage requirements, decoration requirements, service and tea break opening time requirements, etc., and different drinks and snack combinations can be changed at different times. In general, the classification of tea breaks is Chinese and Western. Chinese-style drinks include mineral water, boiling water, green tea, flower tea, black tea, milk tea, fruit tea, canned drinks, and trace alcohol drinks. Dim sum is generally all kinds of cakes, biscuits, bagged food, seasonal fruits, fancy fruit bowls, etc. . Western-style tea break drinks generally include all kinds of coffee, mineral water, low-alcoholic beverages, canned drinks, black tea, fruit tea, milk, juice, etc. Dim sum cakes, all kinds of desserts, cakes, fruits, fancy fruit bowls, There are also Chinese pastries.
■Translation
Some people think that translation is just a megaphone, it is a tool, so the arrangement of conference translation is as simple as other props, as long as "purchasing" is enough. In fact, translation is a tool, but translation is a special tool. It is a way of thinking that is responsible for the transmission of ideas. Therefore, translations, especially those temporarily hired, deserve to be taken seriously.
Many of the so-called translations are not generalists, and the terminology involved in the meeting is often many, and usually very uncommon words or combination words, so early communication is necessary. In addition, the translator should be told the usual speed of speech. If you can conditionally pass the previous image to the translator, let him know it and tell the translator about the general discussion or the content of the conference. Of course, for the sake of trade secrets, the necessary restrictions on translation are appropriate - usually in writing, how long it takes to access confidential translations must not be disclosed to the outside world, during which the employer has the right to request translation confidentiality, and Have the right to request translation compensation for losses caused by leaks.
■Vehicle scheduling
Important international conferences, important industry conferences, well-known companies global or regional conferences, participants usually have a large number of participants, and their identities are high. If the sponsors are located, vehicle scheduling may not be a problem. If it is held in a different place, then the vehicle dispatch will be It is worth studying. Usually, meetings held in different places are basically commissioned by local professional agencies. Vehicle scheduling involves the communication between the organizer and the agent, and also involves the source of the car at the conference venue. For the organizer, usually only the car requirements and arrangement requirements are proposed, and the agency company should consider the time schedule, the number of reasonable vehicles scheduled, the walking time and the line, and so on. Therefore, the organizer should inform the agent in advance of the relatively accurate arrival time, the number of people, the identity of the arriving guests during this time period, and the vehicle usage standards, and tell the agent if there is any remedy and willingness to take if there is any discrepancy with the notice. The price to bear for this.
■Health protection
Under normal circumstances, health insurance does not need to be included in a meeting or exhibition plan. However, for special meetings such as senior academics, physical disability experts or government officials, health protection should be included in the conference plan. The main contents include the collection of medical information in the venue, the distribution of specialties, the call for emergency vehicles and the payment of fees, the purchase of small quantities of commonly used drugs, the barrier-free access and the renovation of bathing sanitary equipment.
■Insurance knowledge
Organizing an exhibition requires insurance. Exhibition organizers are generally not responsible for the loss, damage and casualties of the exhibitors, as well as third-party casualties in the booth. Therefore, exhibitors need to arrange insurance on their own. Insurance involves issues such as the type of insurance, the amount of insurance, and the duration of insurance. Insurance covers not only exhibits and transportation, but also booth personnel and visitors.
The exhibition involves more insurance than most people think, including exhibition cancellation insurance, exhibition delay insurance, political insurance, employee liability insurance, transportation insurance, war risk insurance, fire insurance, theft insurance, damage insurance, personal injury insurance, public liability insurance, Personal accident insurance, personal property loss insurance, medical insurance, etc., a wide variety of names, relatively rare insurance types, the main spokesperson of the exhibition affiliated seminars did not appear. However, exhibitors do not need to insure all types of insurance, and they are insured according to regulations and needs. The basic insurance includes exhibits, transportation, personal and third-party insurance. Exhibition organizers, transportation companies, construction management departments, etc. will stipulate some mandatory insurance requirements, which should be implemented. In addition, exhibitors can apply for other types of insurance according to their actual needs. For exhibitors, the main precautions for insurance and insurance are as follows: exhibits and props insurance, the insurance period should include transportation and exhibition process. Insured insurance includes theft insurance of exhibits and fire insurance of props.
Transportation insurance, in order to arrange the insurance during the exhibition and exhibition. After the exhibits are shipped and the bill of lading is obtained, the insurance procedures are processed at the inventory price. Generally handle all risks and obtain insurance policies. The insurance period is from the time the goods are shipped to the domestic warehouse to the domestic warehouse. The reinsurance business can be handled by the insurer. Other types of insurance are determined on a case-by-case basis based on mandatory insurance requirements and actual needs, such as war risk. If the goods are damaged or lost during transportation, you should try to obtain the claim documents from the responsible party. If the claim document cannot be obtained, the responsible party is required to write a certificate. The injured party fills in the damaged report and submits the claim to the underwriting company together with the claim list. The claim period is generally one year.
Third-party liability insurance, in order to prevent accidents of construction workers during construction and to prevent accidental injuries of visitors during the visit, such as visitors who collapsed and crushed the exhibition stand, they should insure third-party liability insurance during the construction and exhibition period.
Personnel insurance on display, including medical insurance, personal accident insurance, personal property loss insurance, etc. For example, the aircraft has not yet reached 100% security, so some exhibitors handle the personal risks of flying their planes. This is an insurance added in addition to the insurance in the fare of the aircraft. In the event of an accident, the injured party will be compensated twice by the airline and the insurance company.
Insurance should be the business of the exhibition industry. Most of the exhibition insurance is arranged after the exhibitors summarize the provisions of transportation and construction and listen to the advice of the insurance company. Exhibitors can generally use insurance companies with long-term relationships. If there is a requirement in the exhibition location to use the designated insurance company, follow the rules after you understand it. Exhibition organizers usually recommend reliable insurance companies. Some professional exhibition insurance companies can provide a package of exhibition insurance.
If the exhibitor has long-term insurance, he can no longer specialize in insurance for the exhibition. It is only necessary to include exhibition insurance within the scope of long-term insurance, and insurance companies may not increase insurance premiums. If the collective exhibition organizer is insured, if there is a long business relationship, the insurance company can also provide preferential standards.
Organizers of collective exhibitions generally do not bear insurance costs, but they often apply for insurance. Collective insurance can save the participants' energy and the cost sharing standard will be lower.
The most important document of insurance is the insurance policy. Other documents that may be used have damaged reports.
■ etiquette and welcome
For the meeting, the necessary etiquette is warm. Etiquette work generally includes model calling, program decomposition, simple training, costume props preparation, etiquette execution.
It is worth noting that the cultural quality of etiquette and the basic skills of foreign languages are examined, but it is not easy to see whether the form is hired or not. The other point is whether the personality of the etiquette meets the requirements of the work.
Meetings of various themes have different requirements for etiquette. Academic conferences and government-style conferences require models to be more elegant and can not capture the image of experts and government officials. Sales exhibitions require models to add to the company and products. Try to dress as much as possible. Vivid, consistent with the quality image requirements of the company or product.
■ Exhibition etiquette planning
With its unique professional and targeted features, the exhibition has gradually become an excellent tool for international and domestic companies to directly face customers and show their own. At the same time, a new etiquette culture was born, which was an exhibition etiquette. The exhibition etiquette was first formed in an exhibition in Paris, France in the 1940s, and then formed in the 70s, and gradually developed into a professional and regular development. In the late 1980s and early 1990s, the exhibition etiquette gradually developed in China.
Etiquette planning is not only through the careful planning of professional planning companies, but also provides the most perfect exhibition design plan for the companies participating in the exhibition. It includes hardware booths, booth layouts, and a variety of sound, light, and electrical effects; software promotion and promotion, exhibition etiquette model training and packaging, so that the company's advantages are maximized. The main purpose of the company to participate in the exhibition is to improve the company's visibility, attract customers, discuss cooperation, and establish a good brand image in the eyes of customers. But the prerequisite for achieving these goals must be: first attract as many people as possible. Exhibitors usually hand over this task to the exhibition etiquette planning company.
How to carry out exhibition etiquette planning, so that enterprises can stand out in the Wanshangyun concentration?
1. To understand the type of exhibition, corporate brand, product characteristics, booth style, the surrounding environment of the booth and the situation of competitors;
2. Creative planning of the entire ceremonial event through the information available. For example, to achieve film and television effects, commentary effects, dubbing effects, etc.;
3. According to the display style, choose the hostesses to be lively and cheerful, small and exquisite or modern performance models;
4. According to the selected model, the design and production of the clothing, the exhibition clothing requires novelty and pleasing, and can be divided into stable and bright according to the creativity. In short, it can fully express the characteristics of a company;
5. Divide the models according to their creativity, such as: narrators, actors, presenters, receptionists for personnel training;
6. The management of the etiquette planning company and the play of the hostesses during the exhibition also have a great impact on the success of the exhibition. In the 1996 China International Auto Show, the world's famous cars gathered, unprecedented grand occasions, and achieved great success. Behind the success, the etiquette in the exhibition is inexhaustible. Famous cars such as Brunswick, BMW, Honda, and Mitsubishi not only spent a lot of effort on booth design and technical professionals, but also worked hard on etiquette planning, personnel selection training, and clothing selection. When we walked into the exhibition, Miss Honda’s voice was clear and astounding; Miss Ford’s live performances made people linger, and the exquisite booths and elegant ladies showed the brand name of the car. These exhibition etiquettes are ingeniously integrated with the brand, model, style and characteristics of the car, reflecting the fineness and originality of the exhibition etiquette. With the sensational effect of the auto show, exhibition etiquette planning has received more attention.
When it comes to models, most people think of fashion shows, but the understanding of the exhibition models is relatively shallow. People usually think that the exhibition model is not just a few pretty ladies, do you want to send information there? Here is just a point. The beautiful lady sends the information to promote the corporate image, but these are not enough. The beautiful lady is not qualified for the exhibition etiquette model, and the exhibition etiquette model must have good public relations quality. Such as: resilience, sound, fluent interpretation, performance of clothing models, rich etiquette common sense. Some companies believe that the professional and technical personnel in the company can fully cope with it, so they don't need ceremonial planning. Well, technicians can cope with technical problems, but it is difficult for technicians to attract customers' attention in a short time, unless the technicians have models. The temperament and image.
關於禮儀小姐及禮儀企劃在展覽上的運用，可以舉個例子：在中國國際展覽中心的一次國際製冷展上，美國“TRAE”公司憑著出色的展覽設計及禮儀模特企劃，獲得了極大成功——人們紛紛被“TRAE”獨特的展示設計所吸引。在亮麗的背景幕布上，懸掛著一張巨幅風景畫，象徵著“TRAE”公司為改善人們的生存環境而奮鬥的目標。在展台上，兩位美麗動人的小姐帶著微笑和來賓合影，一位專業攝影師用一次成像的相機把這一幕變成永恆。短短几天，大約4,000人得到了自己與“TRAE”小姐的合影的照片。“TRAE”公司成功的展覽禮儀企劃，一時被傳為佳話。
■展台人員訓練
為了保證良好的展出效率和效果，在配備展台人員之後，必須對他們進行培訓。不論是臨時僱傭人員還是固定工作人員包括公司高級人員都應當接受培訓。培訓的目的是使展台人員了解展出目的，掌握展台工作技巧，培養合作及集體精神。
如果條件許可就安排比較正規的培訓，至少要在開幕前進行簡單的工作交代和技術指導。培訓工作可以在選定展台人員後即著手進行。比較正規的培訓形式包括籌備會或培訓班，時間可以是半天至兩天，但地點要專門安排。要儘量使用教學輔助工具，比如投影儀、講義等。培訓方法要儘量正規，越正規，越顯示組織者的重視，培訓效果也就越好。若有主要負責人參加展覽，也應參加訓練，這對提高訓練效果有利。
培訓內容要有系統，培訓材料要編印成套。歐美一些國家的展覽行業協會、展覽研究機構、展覽諮詢公司安排專門的展覽培訓，有專門的展台工作培訓教材、錄像帶等，可以購買參考使用。培訓教材應該標明秘密程度，培訓內容和步驟可以分為三部分：
budget
The budget for conferences and exhibitions is not a concept. In general, the meeting budget includes the following aspects:
1. Transportation costs
Transportation costs can be broken down into:
Transportation costs from the departure point to the meeting place - including flights, railways, highways, passenger ships, and destination stations, airports, terminals to accommodations
Transportation expenses during the conference - mainly the transportation expenses of the conference, including the transportation from the accommodation to the clubhouse, the transportation from the clubhouse to the dining venue, the transportation from the clubhouse to the business communication venue, the business inspection traffic, and the scheduled transportation that other participants may use.
, farewell traffic and return transportation - including flights, railways, highways, passenger ships and accommodation to the airport, station, port transportation costs.
2. Meeting room/hall fee
Specific can be subdivided into:
Conference venue rentals - In general, venue rentals already include certain common facilities, such as laser pointers, sound systems, tables and chairs, podiums, whiteboards or blackboards, oily pens, chalk, etc., but some unconventional facilities Not covered - such as projection equipment, temporary decorations, display racks, etc., additional budget may be required when additional non-presidential lines are required.
Conference facilities rental fees - this part of the cost is mainly to rent some special equipment, such as projectors, laptops, mobile simultaneous interpretation systems, venue display systems, multimedia systems, video recording equipment, etc., usually need to pay a certain amount when renting The use of deposits includes the technical support and maintenance costs of the equipment. It is worth noting that specific requirements for various types of power parameters of the equipment should be made at the time of leasing, otherwise the meeting may be affected. In addition, due to the different brands, origins and old and new, these rental facilities may vary greatly in price.
, venue layout costs - if not special requirements, usually this part of the cost is included in the venue rental fees. If you have special requirements, you can negotiate with a professional conference service provider.
Other support costs - these support usually includes advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Based on the temporary nature of these supports, if the conference organizers separately look for support from these industries, the cost may be higher than the market price. If the professional conference service provider is appointed, it will receive relatively low price and professional support.
For these individual service support, the organizer should refine the requirements as much as possible and sign a separate service agreement.
3. Accommodation expenses
The cost of accommodation should be very well understood - it is worth noting that some of the accommodation costs are full prices, and a bit of additional government taxes are required. For meetings, accommodation fees may be one of the main expenses. Looking for a professional exhibition service provider usually gets a better discount.
In addition to the hotel's star rating, room type and other factors, the normal accommodation fee is also related to the open service in the room - such as long-distance communication in the room, washing, mini bar, one-time change of laundry, internet Whether the service such as fruit supply is open or not. The organizer of the conference should specify the service items and scope that the hotel should be closed or open.
4, food and beverage costs
The cost of meals at the conference can be simple or complex, depending on the agenda of the meeting and the purpose of the meeting.
,breakfast
Breakfast is usually a buffet, of course, you can also take a table-style meal, the cost can be calculated by the number of people
, Chinese food and lunch
Chinese food and lunch are basically a full meal, which can be taken in the form of a population budget - buffet style, table budget - table style. If the organizer wants the consumption of wine to be purchased on its own and not by the restaurant, the restaurant may charge a certain amount of service.
, drinks and service fees
Usually, if you eat at a high-star hotel restaurant, the restaurant refuses to allow the organizer to take out the drinks. If you can take out the drinks, the restaurant usually needs to pay a service fee. Meetings and banquets are held in high-star hotels, usually subject to a 15% service charge based on basic consumption levels.
Tea break at the venue
This fee is basically based on the number of people, and the budget can be used to propose food and beverage combinations for tea breaks at different times. The tea break price told by the organizer usually includes the cost of the service staff. If the organizer needs non-program services, an additional budget may be required. Under normal circumstances, the types of tea breaks can be divided into Western and Chinese styles - Western style is basically coffee, black tea, Western-style snacks, fruits, etc., while Chinese style is boiled, green tea or flower tea, fruit tea, fruit, coffee, Fruit and snacks are the mainstay.
, networking reception / dance
In fact, the budget for a networking reception/dance may be more complicated than a separate banquet, and the budget is easy to calculate as long as the banquet is set to a good size and size. However, the budget of the cocktail party/dance is designed to be supported by the venue and the program. The budget may take a long time to confirm:
6, audio-visual equipment
The cost of audiovisual equipment is usually negligible unless it is done outdoors. If you have to do it outdoors for public relations, the budget for audiovisual equipment is more complicated, including:
● The rental cost of the equipment itself, usually calculated on a daily basis
● Equipment transportation, installation and commissioning and control technician support costs, can be arranged by the exhibition service provider
● Sound source - mainly for background music and entertainment music selection, sponsors can bring their own or entrust agents
c, actors and programs
It is usually possible to calculate the number of games after the program is selected - the budget amount is usually positively related to the difficulty of the show and the number of participants. If there is a fixed performance at a suitable location, the budget is simple and positively related to the number of people watching the show - except for special or private events.
d, other - snacks, fruit and brewed wine
5, miscellaneous fees
Miscellaneous fees 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, courier services, temporary health care, translation and guidance, and temporary business. Use cars, exchanges, etc. The budget for miscellaneous fees is difficult to plan, and it is usually possible to add unforeseen expenses to the conference expenses budget as a maneuver.
So, what is the difference between the budget of the exhibition and the budget of the conference?
The exhibition budget has the same place as the conference budget, and there are different places -
The same place: accommodation, food and beverage, business inspection fees.
Different places: exhibition venue rental, exhibition layout, exhibit transportation and warehousing, small press conference or reception.
Exhibition venue leasing: If the exhibition is held at a fixed exhibition venue, the rental budget for the exhibition venue is usually calculated on the basis of the 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 desks, and power supplies. The owner of the pavilion usually has the following equipment for rent: spread stand, audio-visual equipment, multimedia equipment, decorative items, small handling tools, etc.
If the exhibition is held in other public places, the budget for the venue rental is difficult to predict - usually negotiable, calculated on a daily basis, and the price is related to the concentration of the venue and the exhibition time.
■Invitation
Regardless of the kind of meeting or exhibition, the organizer certainly wants the appropriate participants to participate. As a sponsor, the way you invite is very important. Usually, the invitation includes three programs, such as information release, receipt processing, and confirmation notification.
Information Release - There are several forms of print, e-mail, print media announcements, and electronic media announcements from the media. Usually, the information release includes the theme, time, location, main agenda and arrangement, fees and standards, etc. Some of them also include a conference plan book, which allows participants to understand the meaning of the participation and expectations of the exhibition.
Receipt - For the organizer, the receipt is one of the judgment signs for the success of the exhibition planning activities. After the receipt of the receipt, it is usually necessary to count and confirm the receipt. The next thing to do is to allocate resources - mainly the arrangement of the booth and the hotel accommodation. The receipt confirmation confirmation confirmation notice can be issued after all this is completed. Receipts can take many forms - fax, letter, email, web receipt or phone call. Receipts need to pay attention to, if the exhibition project allows, should consider the special requirements of the participants, such as family members, accompanying personnel, health requirements, transportation agents, eating habits, accommodation requirements, etc. If the receipt is clear, then the order of the exhibition The arrangement will help a lot.
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, there should be the exact location, time, agenda, sign-in program and notices of the exhibition.
■Check-in and check-in arrangements
If it is a small business meeting, the check-in is relatively simple, just the registration of the directory. But if it is a large conference or exhibition, then signing in is a complicated job.
Usually, the check-in for the meeting is linked to the accommodation arrangement. If the large-scale conference does not appear to be confusing during the sign-in process, the necessary procedures and preparations are necessary—return statistics, check-in forms, guidance and assistance personnel, the number of rooms and room numbers, room allocation tables, keys, and indications A small envelope of the guest's name and room number, a relatively obvious path indication to the hotel, meeting instructions, detailed meeting schedule, study route and participation method, hotel function opening and closing instructions and payment standards, return booking and confirmation, conference traffic usage and payment Standards and more. If possible, try to use your computer for sign-in. Under normal circumstances, the number of sign-in service personnel should be no less than 6 - the working time should be reasonably allocated according to the arrival time of the participants of the exhibition.
If the project of the receipt is well designed in advance, it will be very helpful for check-in and check-in arrangements.
■Food arrangement
In general, the exhibition does not arrange catering in a unified manner, and the meeting usually arranges catering in a unified manner. Catering arrangements usually come in two forms – buffet or table meals. The categories are Chinese, Western and Halal.
The unified arrangement of catering meetings is very important for cost control. Buffets can generally be controlled by meal coupons. The meals and meals can be prepared in advance, and the official representatives and accompanying personnel and family members can be strictly distinguished. Special requirements can be negotiated with the restaurant. Table-style dining arrangements are more complicated – especially at large conferences. The issues that need to be considered in the table-style catering arrangement are: meal time, number of people per table, meal vouchers, arrangements with the same table, special dietary habits, types of drinks and payment. It should be reminded that the hygienic situation of the restaurant and utensils should be paid attention to during the preliminary inspection of the conference, and the diners may not have health problems. If the diners are unable to gather meals on time, they can take the table to open the table to ensure the rights of the diners.
■Communication / Reception
Communication/fun receptions generally require careful planning. The purpose of the reception is to strengthen public relations and customer friendship, so the atmosphere is very important.
Communicative/occupation is usually held in a relatively closed and distinctive environment. The links involved include: bands, shows and actors, program lists, drinks, fruits, snacks, barbecue foods, props, barbecue utensils, master of ceremonies, transportation, weather forecast, second program, electrical technicians, security personnel, temporary partners, and entertainment. Fireworks, chefs, service staff, etc.
Key points: venue, program, master of ceremonies, security, service programs.
Due to the size and purpose of the cocktail party, there is no complete standard cocktail party model, and only some examples of cocktail parties that have been held can be borrowed.
■ Press conference
Press conferences include press conferences, press conferences, receptions, etc. Generally speaking, the reception is more free and casual, informal and the atmosphere is relatively relaxed. It can be held separately or attached to other forms. For example, some hold a reception or a tea party after the reception. The press conference is generally a topical one, with the main feature of “answering reporters”. In addition, the press conference can be carried out by the public relations official, and the press conference is generally attended by higher-level officials. Among these forms, the most common is the press conference.
Press conference elements:
● Purpose
●Target audience for information release
●Invited guests
●The scale of the conference
The things involved in the press conference are similar, in general, including these major parts:
1. Event planning and theme determination
2. Program planning and agenda
3. Data preparation
4. Inviting, communicating and confirming the participants
5. Time, venue implementation and scene layout
6, product display, presentation and information release
7, on-site atmosphere control
First, clearly understand the goals to be achieved by the conference, the type of conference, to determine its specifications, direction and basic style.
In general, the press conference can be divided into the following categories, and the style basically follows the following routines:
1. Political - serious
2, high-tech products - lively with a lively
3. Agricultural category - friendly, environmentally friendly
4. Cultural categories - cultural sense, historical sense
5, general industrial products - sense of science and technology, quality
6, entertainment - lively, avant-garde
7, fashion products - classic with the atmosphere of the times
8, crafts - classic, ancient
9, other categories - the corresponding style
Second, the establishment of the Preparatory Committee, the organization of relevant personnel, to determine the organization, personnel protection.
A press conference involves all aspects. The work is connected, interconnected, and cross-cutting. It must be coordinated, multi-pronged, and carried out at the same time. It is difficult to accomplish it on its own.
The principle of establishing an organization: First, the "professional principle", professional people do professional things, knowing people and doing good. For example, the dealer's communication, the marketing department is the counterpart department. Among them, experts and officials should generally communicate with the person in charge of public relations and the top management of the company. The communication and information preparation of the press is the professional specialty of the public relations department. Therefore, the communication in the press is not set up separately. The second is the "balance principle". Because of the group setting, the workload of each group is relatively balanced; It is a "division of labor". The division of labor should be clear and the responsibilities should be clear to prevent mutual deduction. In addition, the division of labor and horizontal cooperation should be clear; the fourth is the "flat principle", which generally has multiple levels in large-scale activities. "Pyramid" structure, but in medium-sized activities, it is not suitable for most levels, to ensure flexibility, not too many people, lean and efficient; fifth is the "institutional principle", although it is a temporary organization, once it joins the organization, Personnel should be bound by the rules and regulations.
The conference usually involves various departments. Generally speaking, the company or organization's senior management and deputy general manager will hold certain positions in the preparatory committee. The top management of the company, even the top leaders, will have some speeches and statements. Throughout the event, the work of the relevant department personnel may conflict with their daily work in time, and it is important to win the understanding and support of each department.
To organize a press conference, there is more energy and time involved. If conditions permit, you should ask a professional company to represent you.
Third, determine the time, process and target management, and make feedback and adjustments.
The control of time is generally expressed in the form of a time schedule. Pay attention to the reasonable time of the arrangement, and at the same time leave room for it. Generally speaking, the time and progress should be arranged more compactly to ensure that there is time to adjust and improve.
The whole activity is a systematic project. Process management refers to the process of coordinating, coordinating and coordinating the various work contents in the activity and its organic combination. For example, in the event, the subject content and meaning determination can determine the agenda, specifications, size, and specification to determine the number of people. The number of people can be determined to implement the site, and the venue can be implemented on site. Process management enables the general coordinator to have a clear understanding of the various parts of the entire activity, to facilitate the identification of key points, priorities, and difficulties in the work, generally represented by block diagrams.
Fourth, event planning, determine the theme of the event.
The event planning mainly includes the following contents:
1. Meeting agenda planning The whole process of the conference is to speak, read manuscripts, and routinely demonstrate. In fact, although the conference is a formal meeting, it can be done more actively, especially the opening of the conference.
At the time of the meeting agenda, pay attention to compactness and coherence. From a practical point of view, it is generally appropriate to control one to two hours. In particular, the time of the speech, the number of words in the speech should be controlled in the length of the problem, not too long, not too short, in practice, between 15 minutes and 20 minutes is more appropriate.
2, the theme of the theme of the conference, there can be a variety of methods, the common is that the words "XXX conference" appear directly in the theme, and some have a big theme, the following is the topic, there are also a combination of the two.
In addition, in accordance with the regulations of the relevant departments of the state press and publication, all conferences with the words "news" in the theme must be approved by the national press and publication department. Generally speaking, in practice, many companies skip the word "news" and use other names.
Determining the participants is a very important task, and it is also a factor that changes a lot, and its changes will affect the specifications and scale of the entire conference, which will affect the various factors of the conference. For example, the presence and absence of important people may affect the specifications, or for convenience, part of the meeting or part of the meeting may be changed to an airport, a VIP room, or a time adjustment. Therefore, this is the “key point” for total coordination of work control, and it is important to focus on it.
The selection of participants, the principle of the need to publish the content of the service, select the relevant personnel to participate. Generally speaking, officials choose to speak more weighty characters, while experts are people who have established or famous in the field.
Journalists are the highlight of the press conference. Generally speaking, first create a list of invitations, send out an invitation letter one week in advance, and then implement the call. News events with a relatively short time can be by phone and fax. After the implementation, do a good job in the statistical work of classification.
V. Formulate the event plan and specific operation plan.
The event plan is a strategic and tactical text that guides the entire event for planning activities. In general, the core members of the conference are provided.
The specific operation plan is used for the internal operation of the enterprise or assisting the agency public relations company to guide the specific operation of the whole activity. Generally, it is more detailed, and it is specific to each person, even to the content of the badge, and the time is specific to the minute. The general meeting staff is one.
6. Press releases and related materials The materials to be provided to the media are generally arranged in the form of advertising handbags or portfolios, placed in order, and distributed to the news media before the press conference, in the order:
1. Meeting agenda
2. News release
3. Speeches
4. Company/Organization Brochure
5, related pictures
6, souvenirs
7, corporate news person in charge of business cards
The news release includes the following:
1. Message draft. The number of words is short, generally less than 1000 words, and it is released quickly. Some media have been published less than an hour after the end of the conference.
2. Newsletter. The length is longer and the content is substantial. It is generally an in-depth analysis and a key report. Questions such as the background in which the message cannot be clearly explained can be elaborated. The message is generally an article, and the newsletter can be provided in multiple articles from different angles, or in the form of a reporter's question.
3. Background material.
4, picture materials.
The above information is generally provided in writing or in the form of a computer CD or floppy disk.
5. Important speeches. A useful speech for journalists. For example, the speech of the top person in charge of the enterprise, the speech of the leader in technology and marketing, and the speeches of some representatives with newsworthiness can also be included in the information of the journalist, but it is useful to report on the reporter.
6. A brochure for the company or organization.
7. Participate in important figures and celebrity materials.
Seven, time selection and site implementation, site layout.
Time selection is an art in news planning. The timing of the release is different and the effect is very different.
When a company launches a meeting, it is necessary to avoid major events and meetings. For example, during the "two sessions," the layout is tight, and most of the reporters have arrangements, and time cannot guarantee. Sometimes it is close to certain timings, such as when the correlation is large, it has the effect of taking advantage of the situation.
In addition, in terms of time, generally choose the days that people can easily remember, such as festivals, the beginning of January, the end of the month, and also avoid some taboo days. If it is Saturday, Sunday or other holidays, consider doing it in the afternoon.
In terms of site selection, the following points are generally considered:
First, it is taste and style.
The venue can be either outdoor or indoors, but indoors are common. Because the matching of all aspects is better.
The hotel has different star ratings. From the press conference, it is ok to choose five or four stars.
In addition, informal meetings, or product attributes that are closer to nature and health, can be chosen in places such as summer resorts.
The hotel also has different styles, different positioning, choose the style of the hotel to pay attention to the content of the conference.
Second, it is practical and economic.
How many people can the conference hall accommodate? The size of the rostrum? Projection equipment, power supply? Set, chest microphone, remote microphone? How is the related service? Accommodation, wine, food, drinks? Is the price reasonable? Is there any waste of space? Wait, these should be considered.
Third, it is convenience.
From the distance of the main media and important people, is the transportation convenient, is parking convenient?
Site layout includes:
1. Background layout. The theme background board, the content contains the theme, the date of the meeting, and some will be written on the city, the color, font type attention is beautiful, the color can be based on the enterprise VI.
2, the hotel's peripheral layout, such as the hotel outside the banner, vertical frame, floating balloons, arched doors, etc., each hotel is different, some allow, some are not allowed.
3. Place the seats.
Placement method: The conference is usually placed on the rostrum plus the following desks, and some informal and discussion-oriented conferences are round tables. Be sure to identify the podium personnel. However, many conferences now use the podium only for the host and the seats, and the VIPs sit in the first row below.
Putting the principle: "The high position is leaning against the front, and the person is leaning against the back."
Pay attention to the reservation of the seats, generally in the future will prepare some seats without tables.
4. The relevant equipment should be debugged repeatedly before the release meeting to ensure that there is no failure.
5, sign-in and greet: generally in the lobby, elevator, turn, there is a guide to the welcome sign, the general hotel has this service. Please kindly welcome the hostess in advance. The general meeting will ask the participants to leave a business card and prepare the "Please give a business card" box.
Eight, on-site control.
On-site control is a part of the overall coordinator's ability to respond. In fact, a good coordinator will do the work ahead: first, prevent the occurrence of variables. For example, do some training in peacetime and do some rehearsal beforehand. From a practical point of view, the sudden changes in the scene are often due to poor communication, poor consideration, and negligence in courtesy. These aspects should be emphasized; secondly, the options should be prepared beforehand; again, pay attention to the flexibility of the process of accumulating the site.
For the incoming officials and dealers, someone should accompany and communicate. For the journalists who come, they should treat them equally, and they must not disclose certain circumstances to A media and keep confidential to B media. It is generally inappropriate for journalists to dig out news that is not suitable for others.
In the control of the atmosphere, the general coordinator is on a balanced "center of gravity", the atmosphere is relaxed and lively, and the participants' mood will be comfortable. Another important factor is the moderator. If you are hosting yourself, it will be better, but it is often a lack of skills. Therefore, in the press conference, you need to arrange some things in advance, and you must fully communicate with the host in advance to let him style the whole meeting. Have a general understanding and grasp.
In the demonstration process of the product, some modern technology can be used to combine the schematic diagram, three-dimensional graphics, video, slides, etc. to help the participants understand.
In response to a reporter's question, in general, a principal respondent is responsible for answering questions. If necessary, if it involves a professional problem, it is assisted by others.
In China, most journalists will not raise the issue of malicious martyrdom. Sometimes even the problems of goodwill and martyrdom are rarely involved, and they often feel too unpleasant. In fact, the question can reflect the breadth and depth of the reporter's understanding and grasp of the content of the meeting. It is the reporter's position in the public's position to raise controversy points, key points, difficulties and the "points" of public concern, and it is more conducive to communication.
Before the press conference, the reporter will usually prepare a Q&A outline and get a consensus beforehand. In particular, the main answer and the auxiliary answerer should reach a consensus.
In the process of the conference, questions should be answered carefully for reporters. For questions that are irrelevant or too long, they can be politely stopped. For questions involving corporate secrets, some can directly and politely tell it that it is a corporate secret. Generally speaking, journalists can understand, and others can make euphemisms. It is not advisable to adopt a "no comment" approach. For complex problems that require a lot of explanations, you can simply answer the key points and invite them to discuss after the meeting.
The entire meeting should have a formal end. If the press conference is scheduled to end before dinner or lunch, there should be a reception or buffet banquet, etc. At the end of the meeting, the host will inform the time and place.
After the conference, before the banquet, more in-depth interviews are usually arranged in the VIP room.
■ Seminar
Seminar conferences are usually highly specialized, and the number of participants is not very large, unless it is discussed in the industry standard, generally no more than 100 people. The key point of this type of seminar is the venue and location selection.
Venues - In addition to the general main venue, small clubs are usually required for group discussion. The layout of the main venue, in addition to retaining the host, the other seats should reflect the spirit of equality, the microphone used for the speech should have every seat - unless the number is less than 15 people.
Regarding the location, it is usually a relatively closed, quiet and concealed location. It is best to have a beautiful clubhouse in the suburbs - it should meet the requirements of night entertainment, team spirit training, scene change, and relatively convenient transportation.
■ Training meeting
Training sessions are also professional meetings, usually held within the company or in the education sector. In addition to the nature of the seminar, more is the exchange of skills and knowledge transfer, so the training meeting has relatively high requirements for the venue - in addition to the general closed venue, there should be various types of expansion training facilities or venues, if possible There should also be high quality leisure and relaxation venues. Key points of the training meeting: venues, training facilities and trainers.
■Corporate conference
Community meetings are usually pure meetings, and often require written information such as declarations or resolutions. Therefore, community meetings are often held in conjunction with press conferences. Holding such meetings, voting facilities, on-site member sequencing and venue control are key. Budgeting should be considered when budgeting – including invitations from journalists, transportation, accommodation and catering arrangements.
■ Public welfare / technical forum
Most of these meetings are open meetings, and the series will be the characteristics of such meetings. Therefore, the choice of meeting place is very important. The basic requirements are that it can be divided or the main venue is accompanied by a small meeting place. The requirements for meeting facilities are also high. Interpreters, media journalists, multimedia, live video and discussion venues are all available upon request. In addition, if the venue of the conference host can not meet several segmentation requirements, then the conference traffic becomes a key consideration.
■ Order exchange meeting
Such meetings are actually of an exhibition nature, so the requirements of the venue are relatively special. The ideal venue should be a dedicated exhibition hall or convention center, with a business club or similar venue perfect. If it is a small order exchange meeting, it can be set up in a large business hotel. The key points for organizing or representing such meetings are: site selection, venue control, and exhibition layout.
■ secretarial service
The so-called secretarial service points to the organizer of the exhibition to provide various secretarial, diligent, temporary procurement, temporary escort, guidance and other services. These services are usually provided on a temporary or on-time basis and are generally calculated by category in the budget, not in the breakdown - either as unpredictable or in other categories. If you operate through an agency, it is necessary to tell the agency to be ready to serve. The final service fee accounting between the agent company and the organizer will be approved by the designated contact person of both parties, and will be verified by the financial or related personnel of both parties.
■Tea break
Tea breaks may not be needed for general large-scale meetings. Small and medium-sized meetings, especially high-level meetings of companies or organizations, are important for breaks. The definition of tea break is a small and simple tea party set for the rest and atmosphere adjustment. Of course, the drinks offered may not be limited to Chinese tea, and the snacks are not limited to Chinese snacks.
Usually, the preparation of tea breaks includes snack requirements, beverage requirements, decoration requirements, service and tea break opening time requirements, etc., and different drinks and snack combinations can be changed at different times. In general, the classification of tea breaks is Chinese and Western. Chinese-style drinks include mineral water, boiling water, green tea, flower tea, black tea, milk tea, fruit tea, canned drinks, and trace alcohol drinks. Dim sum is generally all kinds of cakes, biscuits, bagged food, seasonal fruits, fancy fruit bowls, etc. . Western-style tea break drinks generally include all kinds of coffee, mineral water, low-alcoholic beverages, canned drinks, black tea, fruit tea, milk, juice, etc. Dim sum cakes, all kinds of desserts, cakes, fruits, fancy fruit bowls, There are also Chinese pastries.
■Translation
Some people think that translation is just a megaphone, it is a tool, so the arrangement of conference translation is as simple as other props, as long as "purchasing" is enough. In fact, translation is a tool, but translation is a special tool. It is a way of thinking that is responsible for the transmission of ideas. Therefore, translations, especially those temporarily hired, deserve to be taken seriously.
Many of the so-called translations are not generalists, and the terminology involved in the meeting is often many, and usually very uncommon words or combination words, so early communication is necessary. In addition, the translator should be told the usual speed of speech. If you can conditionally pass the previous image to the translator, let him know it and tell the translator about the general discussion or the content of the conference. Of course, for the sake of trade secrets, the necessary restrictions on translation are appropriate - usually in writing, how long it takes to access confidential translations must not be disclosed to the outside world, during which the employer has the right to request translation confidentiality, and Have the right to request translation compensation for losses caused by leaks.
■Vehicle scheduling
Important international conferences, important industry conferences, well-known companies global or regional conferences, participants usually have a large number of participants, and their identities are high. If the sponsors are located, vehicle scheduling may not be a problem. If it is held in a different place, then the vehicle dispatch will be It is worth studying. Usually, meetings held in different places are basically commissioned by local professional agencies. Vehicle scheduling involves the communication between the organizer and the agent, and also involves the source of the car at the conference venue. For the organizer, usually only the car requirements and arrangement requirements are proposed, and the agency company should consider the time schedule, the number of reasonable vehicles scheduled, the walking time and the line, and so on. Therefore, the organizer should inform the agent in advance of the relatively accurate arrival time, the number of people, the identity of the arriving guests during this time period, and the vehicle usage standards, and tell the agent if there is any remedy and willingness to take if there is any discrepancy with the notice. The price to bear for this.
■Health protection
Under normal circumstances, health insurance does not need to be included in a meeting or exhibition plan. However, for special meetings such as senior academics, physical disability experts or government officials, health protection should be included in the conference plan. The main contents include the collection of medical information in the venue, the distribution of specialties, the call for emergency vehicles and the payment of fees, the purchase of small quantities of commonly used drugs, the barrier-free access and the renovation of bathing sanitary equipment.
■Insurance knowledge
Organizing an exhibition requires insurance. Exhibition organizers are generally not responsible for the loss, damage and casualties of the exhibitors, as well as third-party casualties in the booth. Therefore, exhibitors need to arrange insurance on their own. Insurance involves issues such as the type of insurance, the amount of insurance, and the duration of insurance. Insurance covers not only exhibits and transportation, but also booth personnel and visitors.
The exhibition involves more insurance than most people think, including exhibition cancellation insurance, exhibition delay insurance, political insurance, employee liability insurance, transportation insurance, war risk insurance, fire insurance, theft insurance, damage insurance, personal injury insurance, public liability insurance, Personal accident insurance, personal property loss insurance, medical insurance, etc., a wide variety of names, relatively rare insurance types, the main spokesperson of the exhibition affiliated seminars did not appear. However, exhibitors do not need to insure all types of insurance, and they are insured according to regulations and needs. The basic insurance includes exhibits, transportation, personal and third-party insurance. Exhibition organizers, transportation companies, construction management departments, etc. will stipulate some mandatory insurance requirements, which should be implemented. In addition, exhibitors can apply for other types of insurance according to their actual needs. For exhibitors, the main precautions for insurance and insurance are as follows: exhibits and props insurance, the insurance period should include transportation and exhibition process. Insured insurance includes theft insurance of exhibits and fire insurance of props.
Transportation insurance, in order to arrange the insurance during the exhibition and exhibition. After the exhibits are shipped and the bill of lading is obtained, the insurance procedures are processed at the inventory price. Generally handle all risks and obtain insurance policies. The insurance period is from the time the goods are shipped to the domestic warehouse to the domestic warehouse. The reinsurance business can be handled by the insurer. Other types of insurance are determined on a case-by-case basis based on mandatory insurance requirements and actual needs, such as war risk. If the goods are damaged or lost during transportation, you should try to obtain the claim documents from the responsible party. If the claim document cannot be obtained, the responsible party is required to write a certificate. The injured party fills in the damaged report and submits the claim to the underwriting company together with the claim list. The claim period is generally one year.
Third-party liability insurance, in order to prevent accidents of construction workers during construction and to prevent accidental injuries of visitors during the visit, such as visitors who collapsed and crushed the exhibition stand, they should insure third-party liability insurance during the construction and exhibition period.
Personnel insurance on display, including medical insurance, personal accident insurance, personal property loss insurance, etc. For example, the aircraft has not yet reached 100% security, so some exhibitors handle the personal risks of flying their planes. This is an insurance added in addition to the insurance in the fare of the aircraft. In the event of an accident, the injured party will be compensated twice by the airline and the insurance company.
Insurance should be the business of the exhibition industry. Most of the exhibition insurance is arranged after the exhibitors summarize the provisions of transportation and construction and listen to the advice of the insurance company. Exhibitors can generally use insurance companies with long-term relationships. If there is a requirement in the exhibition location to use the designated insurance company, follow the rules after you understand it. Exhibition organizers usually recommend reliable insurance companies. Some professional exhibition insurance companies can provide a package of exhibition insurance.
If the exhibitor has long-term insurance, he can no longer specialize in insurance for the exhibition. It is only necessary to include exhibition insurance within the scope of long-term insurance, and insurance companies may not increase insurance premiums. If the collective exhibition organizer is insured, if there is a long business relationship, the insurance company can also provide preferential standards.
Organizers of collective exhibitions generally do not bear insurance costs, but they often apply for insurance. Collective insurance can save the participants' energy and the cost sharing standard will be lower.
The most important document of insurance is the insurance policy. Other documents that may be used have damaged reports.
■ etiquette and welcome
For the meeting, the necessary etiquette is warm. Etiquette work generally includes model calling, program decomposition, simple training, costume props preparation, etiquette execution.
It is worth noting that the cultural quality of etiquette and the basic skills of foreign languages are examined, but it is not easy to see whether the form is hired or not. The other point is whether the personality of the etiquette meets the requirements of the work.
Meetings of various themes have different requirements for etiquette. Academic conferences and government-style conferences require models to be more elegant and can not capture the image of experts and government officials. Sales exhibitions require models to add to the company and products. Try to dress as much as possible. Vivid, consistent with the quality image requirements of the company or product.
■ Exhibition etiquette planning
With its unique professional and targeted features, the exhibition has gradually become an excellent tool for international and domestic companies to directly face customers and show their own. At the same time, a new etiquette culture was born, which was an exhibition etiquette. The exhibition etiquette was first formed in an exhibition in Paris, France in the 1940s, and then formed in the 70s, and gradually developed into a professional and regular development. In the late 1980s and early 1990s, the exhibition etiquette gradually developed in China.
Etiquette planning is not only through the careful planning of professional planning companies, but also provides the most perfect exhibition design plan for the companies participating in the exhibition. It includes hardware booths, booth layouts, and a variety of sound, light, and electrical effects; software promotion and promotion, exhibition etiquette model training and packaging, so that the company's advantages are maximized. The main purpose of the company to participate in the exhibition is to improve the company's visibility, attract customers, discuss cooperation, and establish a good brand image in the eyes of customers. But the prerequisite for achieving these goals must be: first attract as many people as possible. Exhibitors usually hand over this task to the exhibition etiquette planning company.
How to carry out exhibition etiquette planning, so that enterprises can stand out in the Wanshangyun concentration?
1. To understand the type of exhibition, corporate brand, product characteristics, booth style, the surrounding environment of the booth and the situation of competitors;
2. Creative planning of the entire ceremonial event through the information available. For example, to achieve film and television effects, commentary effects, dubbing effects, etc.;
3. According to the display style, choose the hostesses to be lively and cheerful, small and exquisite or modern performance models;
4. According to the selected model, the design and production of the clothing, the exhibition clothing requires novelty and pleasing, and can be divided into stable and bright according to the creativity. In short, it can fully express the characteristics of a company;
5. Divide the models according to their creativity, such as: narrators, actors, presenters, receptionists for personnel training;
6. The management of the etiquette planning company and the play of the hostesses during the exhibition also have a great impact on the success of the exhibition. In the 1996 China International Auto Show, the world's famous cars gathered, unprecedented grand occasions, and achieved great success. Behind the success, the etiquette in the exhibition is inexhaustible. Famous cars such as Brunswick, BMW, Honda, and Mitsubishi not only spent a lot of effort on booth design and technical professionals, but also worked hard on etiquette planning, personnel selection training, and clothing selection. When we walked into the exhibition, Miss Honda’s voice was clear and astounding; Miss Ford’s live performances made people linger, and the exquisite booths and elegant ladies showed the brand name of the car. These exhibition etiquettes are ingeniously integrated with the brand, model, style and characteristics of the car, reflecting the fineness and originality of the exhibition etiquette. With the sensational effect of the auto show, exhibition etiquette planning has received more attention.
When it comes to models, most people think of fashion shows, but the understanding of the exhibition models is relatively shallow. People usually think that the exhibition model is not just a few pretty ladies, do you want to send information there? Here is just a point. The beautiful lady sends the information to promote the corporate image, but these are not enough. The beautiful lady is not qualified for the exhibition etiquette model, and the exhibition etiquette model must have good public relations quality. Such as: resilience, sound, fluent interpretation, performance of clothing models, rich etiquette common sense. Some companies believe that the professional and technical personnel in the company can fully cope with it, so they don't need ceremonial planning. Well, technicians can cope with technical problems, but it is difficult for technicians to attract customers' attention in a short time, unless the technicians have models. The temperament and image.
關於禮儀小姐及禮儀企劃在展覽上的運用，可以舉個例子：在中國國際展覽中心的一次國際製冷展上，美國“TRAE”公司憑著出色的展覽設計及禮儀模特企劃，獲得了極大成功——人們紛紛被“TRAE”獨特的展示設計所吸引。在亮麗的背景幕布上，懸掛著一張巨幅風景畫，象徵著“TRAE”公司為改善人們的生存環境而奮鬥的目標。在展台上，兩位美麗動人的小姐帶著微笑和來賓合影，一位專業攝影師用一次成像的相機把這一幕變成永恆。短短几天，大約4,000人得到了自己與“TRAE”小姐的合影的照片。“TRAE”公司成功的展覽禮儀企劃，一時被傳為佳話。
■展台人員訓練
為了保證良好的展出效率和效果，在配備展台人員之後，必須對他們進行培訓。不論是臨時僱傭人員還是固定工作人員包括公司高級人員都應當接受培訓。培訓的目的是使展台人員了解展出目的，掌握展台工作技巧，培養合作及集體精神。
如果條件許可就安排比較正規的培訓，至少要在開幕前進行簡單的工作交代和技術指導。培訓工作可以在選定展台人員後即著手進行。比較正規的培訓形式包括籌備會或培訓班，時間可以是半天至兩天，但地點要專門安排。要儘量使用教學輔助工具，比如投影儀、講義等。培訓方法要儘量正規，越正規，越顯示組織者的重視，培訓效果也就越好。若有主要負責人參加展覽，也應參加訓練，這對提高訓練效果有利。
培訓內容要有系統，培訓材料要編印成套。歐美一些國家的展覽行業協會、展覽研究機構、展覽諮詢公司安排專門的展覽培訓，有專門的展台工作培訓教材、錄像帶等，可以購買參考使用。培訓教材應該標明秘密程度，培訓內容和步驟可以分為三部分：
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