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The terminology of the meeting and the precautions of the meeting and the preparation of the meeting


Meetings are activities in which people gather to discuss or communicate in order to solve a common problem or for different purposes. It is often accompanied by the movement and consumption of people of a certain scale. As an important part of the convention and exhibition industry, large-scale conferences, especially international conferences, have a special role in enhancing the image of the city, promoting municipal construction, and creating economic benefits.
Conference management, also known as event management, originally translated as eventsmanagement, conferencemanagement or meetingmanagement, etc., is a special website created and managed by the organizer or conference organizer for a certain conference. Unlike the general website, the conference management has The date, time and place of the detailed meeting, the requirements of the participants, and the registration and purchase of tickets on the cable. It is usually managed by the conference organizer, and new conference updates or news are occasionally released. A typical conference management combines text, images, video, and other subject-related media. It enables participants to understand the information of this conference online in a simple and effective way. Conference management is part of the social media network and digital conference services. The conference management service involves complex brand promotion, finding the target of the group, and even mining the data of the participants. After the meeting, the relevant data was analyzed to ensure the return on investment. This professional process has become an important event drive for market activities. The recent growth in conferences and events as an industry around the world means that marketing and customer management can no longer be as single as before. Meetings and events, such as the Global Warming Summit, the Asian Games, etc., in some cases, have had a huge impact on their communities and even the entire country. The scale of meeting management is not clearly defined, and now includes all breakfast parties for business people who have dropped from the Olympics to five people. Including many industries, charitable organizations and interest groups will hold their own meetings and conferences to promote themselves, build business relationships, raise funds or celebrate.
At present, there are two main ways to create conference management in China: one is to find a professional website for the network company; the other is to use the conference activity management system to generate automatically. The price of finding a network company is about XX~5000 yuan, mainly depending on the price of the conference management, and the development cycle is about 15 working days. The advantage is that the website style template and function can be independently designed according to the requirements of the conference organizer. It can communicate with the development company to add some elements of the conference organizer's personalization. However, the current domestic network companies do not specially write such conference management. A website, but using the mainstream cms system to generate, just modify the style of the website, taking into account the development cycle, costs and the non-reusability of the website has become more and more unrecognized. The conference event management system is more intelligent and affordable. It is generally called eventmanagementsoftware in foreign countries. It is mainly used for the management of activities. Some activities, conferences and gatherings in developed countries are more developed and common, so such management and application systems are also Born and born. Foreigners such as eventbrite, regenline, and even the giant consintcontact, which specializes in mail marketing, have also begun to get involved in eventsmarketing at the beginning of this year. Domestically, there are mymova. Because mymova is mainly for conference customers, it is more suitable than foreign services. For the professional, the generated website is also perfect.
At present, the organizers of most conferences are interested in trying to build a more intensive conference event management system for conference management, which not only saves the development cycle, but also has low cost. It can also customize the style and style of the website, and the online registration link is more independent. Development should be more stable and reliable.
Precautions Considering the successful holding of a conference, especially for large conferences, it is necessary to consider many aspects, such as whether the time of the meeting can guarantee everyone can participate, whether it will encounter foreign guests or company shipments; Whether the person has a substitute and how to contact; whether the meeting chairperson, the presiding officer, the recording staff, the field service personnel and other relevant personnel are properly arranged; what auxiliary equipment is needed for the meeting, who is responsible for it; how long the meeting is expected to take place, and so on. Only by preparing in advance can we ensure the smooth and successful conclusion of the meeting place.
There are many choices for choosing the right venue for the conference venue. The most common ones are the company's conference rooms. Sometimes the company will arrange employees to go to a beautiful resort on weekends, while having a meeting and a vacation; as for large and important meetings. You can rent a venue for the hotel. Regardless of the method used, the basic requirements for the venue are the same: that is, the venue should be comfortable and spacious, with good sound insulation, good lighting and ventilation, no other interference, preferably with curtains, which is easy to see when placing projection data. Not noisy, good air conditioning, socket, power supply, whiteboard, microphone and other equipment.
Recording related matters in the meeting During the preparation of the meeting, all matters related to the meeting, such as time, place, meeting agenda, etc., should be recorded in words for easy follow-up work. Decisions, notices, etc. about the meeting should be printed and sent to relevant personnel. We should not only make verbal notices. As the saying goes, "there is no way to say anything." Sometimes the secretary has notified the heads of various departments, but some people forget to forget when they are busy. So you have to do the work carefully.
The equipment for the modernization of the venue is inseparable from various auxiliary equipment. Before the meeting, all kinds of auxiliary equipment should be prepared.
Tables and chairs, famous brands, tea tables and chairs are the most basic equipment. They can be round table type or report type according to the needs of the meeting. If there are a large number of people attending the meeting, the report type should generally be used. It is not necessary to prepare a seat card. The number of people is relatively small, generally adopting a round table type, and it is necessary to make a seat card, that is, a famous brand, so that the participants can conveniently take a seat.
The tea drink at the meeting is best to use mineral water, because everyone's taste is different, some people like to drink tea, some people like to drink, others like coffee, so if there is no special request, mineral water It is the choice that everyone can accept.
The role of the check-in book, the roster, and the meeting agenda check-in book is to help understand the number of participants, who is the person, on the one hand, to enable the organizers to find out if someone is absent, and on the other hand, to enable the organizers to arrange according to the check-in book. One-step work, such as dining, accommodation, etc. The printed roster can facilitate the chairman and participants of the meeting to quickly grasp the relevant information of the participants, deepen understanding and familiarity with each other.
Blackboard, whiteboard, and pen. In some occasions, participants need to write or draw on the blackboard or whiteboard to explain the problem. Although audio-visual equipment is developing rapidly, the traditional expression is still loved by many people, and The expression on the blackboard or whiteboard has the characteristics of improvisation and convenience. In addition, tools such as chalk, universal pen, and eraser are also essential.
The development of modern technology of various audio-visual equipment has brought audio-visual equipment such as projectors, slide projectors, video recorders, laser styluses or indicator sticks, which has provided great convenience to people. Before the meeting, you must first check whether the various devices can be used normally. If you want to use the slide projector, you need to make a slide in advance. Recorders and cameras can fully record the process and content of the meeting. Sometimes it is necessary to print out the conclusions or recommendations of the meeting immediately. A small photocopier or printer is required.
Information, samples If the meeting is a business report or product introduction, the relevant materials and samples are essential. For example, when introducing a new product, it is impossible to impress people with a verbal generalization. If you show a specific sample and introduce its characteristics and advantages together with the sample, then leave it for everyone. The impression will be much deeper.

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