Secretarial knowledge > Secretary basis

Meeting Information


To hold a meeting, it is necessary to print some promotional materials and meeting materials to inform the meeting and to provide relevant information for the participants during the meeting, and even to retain the documents for reference after the meeting.
First, the printing project
1. Before the meeting:
Special envelopes and letterheads for the conference.
Promotional materials - posters, meeting notices, registration forms.
2. During the meeting:
Conference program manual.
Others: brand name, certificate of attendance, thank you, dinner invitation card, meal coupon.
Abstract paper collection / attendee roster.
According to the size of the meeting and the budget of the conference, some of the above items can be adjusted to increase or decrease. For example, if there is not a lot of money, you can not print envelopes. However, if the preparation time is long and the funds are sufficient, the organizers will print the second or even the third. A notice of the meeting to remind participants and to promote publicity.
Second, the preparation work before the pre-conference prints requires a lot of printed matter, which can unify the image of the conference, and secondly, it can carry out propaganda at the same time.
1. Envelope and letterhead First, please cooperate with a well-designed printing design company to design a cis that conforms to the theme of the conference. According to this conference identification system, we will extend the design of other related printed materials, so that not only the prints of all the conferences have a consistent overall sense, but even the conference venue layout. Such as cis posters, eyebrows, etc. can also use this cis to enhance the impression of the participants. Then, you can design the envelope/letter of the conference. Of course, most of them use computer to send letters or e-mail to contact related matters. However, some official letters or reports still use the letterhead of the conference, and the envelope must be used to send the notice. It is best to design two sizes of envelopes for sending letters and meeting notices.
2. Publicity materials that need to be printed are: a. poster. b. Notice of the meeting.
Third, printing design and production
Cover
a. The name of the meeting, 1ogo. b. Date and location. c. The organizer - who is sponsored. d. Summary - a brief introduction to content or topics. e. Conference slogan.
2. The content details the content of the meeting, with special emphasis on important speakers and topics, and a detailed introduction of the speakers and topics to encourage everyone to participate, the theme should be eye-catching, to make the readers believe that this meeting is valuable, causing Resound, the general content is as follows:
a. Time, date and location. b. meeting name. c. Organizers and co-organizers, or guidance units. d. List of the Preparatory Committee for the Conference and the Secretariat. e. theme. f. Invitation letter from the host. g. Who should attend and why. h. Provisional meeting schedule. i. Speaker's name and title. j. Introduction to the venue. k. Registration fee. l. Registration form. m. Accommodation information. n. Eucalyptus activities and related tourism materials. o. Special event. p. Education credits.
Third, printing design and production
3. Design Conference Proposal Design A practical and exquisite meeting notice, in addition to attracting attention, it can also be reserved for participants, not only for publicity, but also for people to be happy in the future.
content
a. Put important messages on the cover. b. There must be consistency in the promotion, and this theme is the main theme. c. The cover uses a single pattern. d. Summary - a brief introduction to content or topics. e. Explain under the photo. f. Avoid clichés. g. Strengthen the focus. h. Replace the pattern with a photo. i. Don't play tricks. j. Make the conference brochures look worthwhile. k. It is better in quality. l. Honestly telling. m. Mail the conference brochure in envelopes. n. Provide registration methods. o. Identify the participants and goals. p. Use the cover to generate interest and take action. q. Engage people who are willing to participate. r. Humanization, sparking interest. s. Use other people's recommendations to increase credibility.
List the advantages
a. Write the name of the activity correctly, and if possible, let the topic benefit from it. b. Use subtitles to enhance the effect. This advice is important, especially if your annual meeting or event name is the same. c. Example the advantages of attending a meeting. d. It is recommended that participants attending the meeting outline the scope of work and personal experience to let others know who is most benefiting from the meeting. e. In the conference brochure, 25%~30% describe the content of the conference. If the conference is held recently, don't be afraid to reuse the words. f. Include speaker information and let the reader know the speaker as much as possible. g. Using the recommendations of past participants, people feel that they can benefit from the meeting. h. Use the current second person, use a positive sentence, do not write uncertain words.
Conference data consignment:
a. The organizer of the conference needs to be transported to Kunming 2 days in advance. b. It can be received by our Kunming South Xinjiang Conference Company and transferred to the hotel by us. The freight incurred will be borne by the conference group. c. After the delivery of the conference group, Fax the invoice to us, confirm the consignee's phone number and ID card. d. Please tell us in detail about the special circumstances> e. After the meeting group arrives at the hotel, check the shipping information.

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