Secretarial knowledge > Secretary basis

Annual meeting organization points and representative seats


The annual meeting is an important means for companies to motivate employees, show performance, and connect with customers. Bringing a wonderful experience to employees and customers through a variety of activities, generous prizes, enticing cuisine and relaxing travel. Below, according to the seven links of the annual meeting, the main points of the annual meeting are summarized as follows: for your reference:
The five elements of the organization of the annual meeting are the ones we must first determine: the budget, the number of people, the composition of the participants, the main topics of the meeting, and the meeting time. These five elements involve site selection, hotels, and meals throughout the organization of the annual meeting. A series of decisions such as labels, gifts, and event arrangements. The project is not the subject of our discussion here, but if you are a newcomer, you can take a look at the work records of previous years after taking over the administrative work, so as to prepare for the rainy day. In the budgeting process, we mainly consider transportation, accommodation, meals, conference fees, gifts, and some annual meetings plus the post-meeting tourism budget.
The selection of a conference agent is a convenient and reliable way to organize an annual meeting. First, you can save on your budget and spend more on the same money. Not understandable? It is necessary to understand the pricing system of the hotel. Generally speaking, the price of the hotel will be divided into five categories: the retail price, the front-end discount price, the business company price, the conference group price, and the tour group price. This is why some netizens complain that the direct booking of venues and rooms is more expensive than the offer by the conference company. Interlacing is like a mountain, and many of the operating skills are unknown to outsiders. Second, it saves time and simplifies the operation process. Professional exhibition agents are familiar with the hotel venues and services provided. According to the five elements of your annual meeting, they can quickly recommend the right place for you. If you choose a conference agency with a lot of experience, they should be able to quickly submit an initial budget for your reference. Third, better coordinate hotel relations to ensure the smooth progress of the meeting. The organization and implementation of the annual meeting is a cumbersome service process. It is a system engineering that requires a lot of coordination work. The operational experience of the agency company and the good cooperation with the conference hotel are very important. For example, cheackin, according to the hotel regulations, guests can check in after 14:00 pm, especially during the tourist season. If the number of conference activities is large, and the hotel is full before the previous day, it will cause a large number of guests. If you are unable to check in after the store, you will need to use the network of the agency to coordinate with the various departments of the hotel to solve the problem of staying. Or the early arrival time at the venue, you need to work with the hotel engineering department, banquet hall and The guarantee is all coordinated, and if there is no collaboration of the conference company, the organizer will increase the difficulty.
In determining the program, the core issues of the event should be reasonably arranged on the agenda of the meeting. The seven venues, the stage and background construction, the program selection, the menu and menu, the room, the pick-up and the post-meeting tour are the most important places to pay attention to in this session. The next step is to confirm the implementation details. First of all, to create a work schedule, this is an effective means to improve efficiency and ensure the smooth progress of activities. The contents of the worksheet should include the following aspects:
1. Invited VIPs and confirmed their trips;
2. Stage design, venue construction, completion of lighting and sound arrangement;
3. Preparation of paperwork and meeting materials;
4. Room allocation table;
5, dining;
6. Traffic arrangements;
7. The person in charge of each work and the contact method;
8. Timetable for paying various deposits;
9. Invitation and confirmation of the performer;
10, gifts, boutonniere, signs, badges;
11. Production and gift of conference photos and video materials.
When checking the preparation work, the key point is: whether the related activities around the purpose of the annual meeting, important people, and core issues are rich enough and outstanding. It’s not worth the loss for the sponsors to get the limelight at the customer’s annual meeting.
In the settlement process, the key is to specify the person to sign the confirmation at each of the hotel's consumption sites in advance during the activity. For example, the number of meals for the buffet, the time and mileage of the car, the laundry and long-distance telephone charges, the Internet access fee, the drinks, the consumption in the lobby bar, the consumption of the minibar, the number of people in the meeting, and so on. In general, the hotel's various reservations have a guaranteed number of people, and within 5-10% of the estimated number of people, the hotel can be handled flexibly.
The content of the summary report should include whether the activity has achieved the intended purpose, budget implementation, service evaluation of the conference agent, deficiencies and recommendations.

recommended article

popular articles