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Conference preparation procedures


Preparation of a conference work programme. Generally include the following: meeting record briefing work, meeting budget, accommodation and accommodation, security and confidentiality work.
Select and arrange topics. The issues discussed at the meeting, the objects of decision-making, are the issues. The topics of the large and medium-sized conferences are determined by the leading organs of the conference and leading comrades. The topics of daily meetings are proposed by leading comrades in charge of a certain work. Some are instructed by subordinate organs or according to the instructions of leading comrades, and then the collected topics are screened, revised, discussed, enriched, and reported to relevant leaders for review. After that, arrange by week, month or quarter.
The following issues should be noted when scheduling meetings:
First, problems that can be resolved at the next level of meetings or that can be approved by individual leading comrades. Generally, they should not be arranged for discussion at a higher level meeting;
Second, the topics discussed by the party's meeting and the government's meeting should be different. Third, the topics to be submitted for discussion at the meeting should generally have brief written materials and be sent to the relevant comrades for reading after the approval of the leading comrades a few days before the meeting. Fourth, the general issues raised temporarily should not be rushed to ensure the quality of the meeting; the fifth is that the topic of a meeting cannot be arranged too much or too little. It is necessary to measure the time required for each topic, allocate it reasonably, and generally arrange a major topic and a Two small issues are appropriate. Six is ​​to submit topics of the same nature to a meeting as much as possible. Seventh, some reserve issues should be prepared to provide meeting discussions when the meeting is going well and time is sufficient.
Prepare meeting agendas, schedules and procedures. The agenda is a rough arrangement for the conference to pass the archives and solve the problems. Write it in a concise text item by item. The schedule is a specific arrangement for the meeting during the general time. Generally, the text will be listed in the morning, afternoon and evening during the meeting. If there are instructions, it will be attached to the table. A program is a work step that is scheduled in a chronological or sequential manner. The program can be simple and simple, and can be thick and thin. The agenda and agenda should be sent to the participants in advance, and some congresses should also be submitted to the presidium of the conference before they can take effect. The program is only for reference by leading comrades in presiding over the meeting and is not sent to other comrades.
Prepare meeting files and reports. The files and reports of daily work meetings should be prepared and prepared by various functional departments. The secretary department of the meeting shall notify the relevant departments to submit the meeting files before the meeting, conduct a preliminary review of the contents and quality of the files, and submit to the leading comrades whether the submitted files can be submitted to the meeting for discussion.
A list of participants is proposed. Nominating participants is an important politically strong job. The following principles should be mastered; first, thorough and comprehensive. The daily work meeting is requested to attend the meeting leaders who are closely related to the topic of the meeting. The temporary meeting, which is of the nature of soliciting opinions, should be invited by the leading comrades and representatives of the relevant parties. If it is of a professional nature, the relevant parties should be invited to Leading comrades, experts and workers with practical experience in this field; those who are of commemorative and celebratory nature should invite some comrades who are famous, influence and commemorate the celebrations, and representatives of various democratic parties and representatives from all walks of life. participate. Second, it is moderate and strict, accurate and correct. From the perspective of favorable work and easy secrecy, it is reasonable to make nominations reasonable, not to be lenient, not to mention. Third, no attendees or attending the meeting, no assistants. Fourth, the list of participants presented by the staff of the conference secretary needs to be reported to the leading comrades for review before finalization.
Organize the grouping. After a large number of large and medium-sized meetings are confirmed, the participants must be grouped, that is, all the participants should be divided into groups according to certain rules to facilitate discussion of the problem. The basic methods of grouping are: grouping by region; grouping according to system or industry; grouping by number of people. When organizing, it is important to note that the number and size of the groups are moderate. The formation should be comprehensive and thoughtful, and there should be scattered comrades who convene the conference organs to each group.
Select and arrange the venue. 1. Select the venue. The choice of the venue should be considered in combination with the number of participants and the content of the meeting. In the case of conditions, the following factors are mainly considered: First, the venue is moderately sized, with an average of 2 to 3 square meters per person. Too big to look loose, too small to be crowded. Second, the venue is moderate. Third, the venue has a full range of facilities, including lighting, communications, health, services, telephone, sound reinforcement, and recording. 2. Arrange the venue. Different meetings require different arrangements. The party's representative meeting venue called for simplicity and generosity. The venue of the people's congress was solemn and solemn. The venue of the conference was warm and grateful. The venue of the memorial meeting was solemn and solemn. The venue of the forum required harmony and harmony. The venue of the commemorative meeting was solemn and elegant. The requirements are simple and practical. Here mainly talk about the venue form and the arrangement of seating issues.
Venue form. The layout of the meeting place of the daily work conference is mostly round, elliptical, rectangular, square, one-word, t-shaped, horse-horse, reflecting the atmosphere of democracy and unity; the venue of the symposium and seminar is arranged in a semi-circular shape. Horseshoe, hexagonal, octagonal, and back-type, which makes people feel relaxed and intimate; the venue of the medium-sized conference is arranged in a font, m-shaped, and fan-shaped, which makes people feel regular and serious; large The meeting place of the tea party and the group meeting is arranged in a star-point style and a star-shaped moon. Large conferences are usually held in auditoriums in a fixed form.
Arranging seats means assigning seats to participants according to certain rules and more scientific principles.
There are several rules for arranging seats: 1. Where the list is to be officially announced, the seats are arranged in the order of the list. 2. According to the number of votes in the election, the number of votes is the same, and the number of votes is the same. 3. Arrange in the order of the Chinese phonetic alphabet of the last name. 4. Arrange the seats in the order of the last name strokes.
Several methods of arranging seats: 1. Horizontal row method. That is to say, according to the published list or the last name of the strokes, the seats are arranged from left to right, and the first members attending the meeting and the alternate members in the back row are placed first. 2, vertical arrangement. That is, according to the order of the members of each delegation or the last name of the strokes, the seats are arranged in a row from front to back, with the official representative in front and the alternate representative in the back. The order of each delegation is arranged from left to right in an intrinsic order, or based on the center of the venue, and interleaved to both sides. 3, the left and right arrangement method. That is, according to the published list or the last name of the strokes, the center of the venue or the podium is used as the base point, and the left and right sides are interleaved and expanded. Chinese traditional habits are left to the top, sitting in the middle of the first place. Based on this, the rest of the left hand side of the middle is in the first order, one left and one right, arranged in order.
Development of conference documents. A conference document is evidence of the rights and obligations of a person directly related to the conference. The conference documents can be divided into two categories: one is the official document of the conference, including the representative card, the attendance certificate, the attendance certificate, the signing certificate, the attendance certificate, the guest card, the admission card, the invitation, etc.; the other is the work certificate, including the work permit and the press card. , pass and pass, car license, etc. The content column of various documents generally includes the name of the meeting, the user unit, the name, the gender, the position, the date of issuance, the number of the certificate, and the like. Some important documents should also be attached to a one-inch bare-chested half-length photo, stamped with a stamp to prevent counterfeiting.
Post a meeting notice. After the preparatory work for each meeting is basically ready, it is necessary to issue a notice of the meeting as soon as possible so that the participants can prepare in advance. There are two types of written notices and verbal notices. The written notice is solemn and serious, and the memorandum is good. If there are more participants or more serious meetings, it is advisable to send a written notice. Oral notices, especially telephone calls, should be prepared with a telephone notice for brief, concise, and complete notification. After the notice of the important meeting is issued, it should be checked and implemented in time.
Make a meeting notice. The contents of the meeting mainly include meeting confidentiality discipline, leave system, meeting system, security requirements, working hours and other considerations.
Responsible for the meeting report. The meeting registration refers to the participants of the medium and large-sized conferences that need centralized accommodation to arrive at the meeting place and notify the meeting secretary department. The registration is an important part of the meeting secretary department to accurately grasp the attendance of the participants and implement the organization. For those who should report and do not report in time, they should pay attention to urging. After the report is completed, the situation should be summarized and reported to the meeting leader.
The establishment of the conference secretary's working organization and the deployment of staff. Daily work meetings and small meetings are usually held by the secretarial department of the permanent meeting or a fixed full-time, part-time meeting secretary. Larger and more important meetings, organize a capable work team or set up a conference secretariat, and set up a number of working groups such as secretarial group, file group, business election group, briefing group, publicity report group, translation group, general affairs group , security team, traffic group, etc. Clear division of labor, each responsible, to ensure the smooth progress of the meeting.

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