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What are the planning and organization points of the annual meeting of the company?


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.
The organization of the annual meeting is roughly divided into seven parts:
Determining the establishment of the activity, the establishment of the budget, the selection of the conference agent, the identification of the plan, the implementation of the detailed settlement, and the organization of the annual meeting have five elements:
The number of participants in the budget is divided into the main topics of the meeting. The five elements of the meeting involve a series of decisions such as site selection, hotel, restaurant, gifts, and event arrangement throughout the organization of the annual meeting.
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. Generally speaking, the price of a 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. Booking a venue and a room directly to the hotel is second to the price of a conference company, saving time and streamlining operations. Professional MICE agents are familiar with the hotel venues and services provided, and they can quickly find the right location and report the initial budget as required.
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 stay after 14:00 pm, especially during the tourist season. If you have a large number of conference activities and the hotel is full of the previous day, it will cause a large number of guests to stay in the store after the arrival of the store. At this time, it is necessary to use the agency to coordinate with the various departments of the hotel to coordinate Solve the problem of staying. In addition, the early arrival time at the venue construction needs to be coordinated with the hotel engineering department, the banquet hall and the insurance. 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:
a invited VIP and confirm their trip;
b stage design, site construction, lighting and sound arrangement completed;
c paperwork, preparation of meeting materials;
d room allocation table;
e dining;
f traffic arrangements;
g responsible person and contact information for each job;
h timetable for payment of various deposits;
j The invitation and confirmation of the performer;
k gifts, boutonniere, signs, badges;
l 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.
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.

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