Conference reception is the work of serving the conference. The following is a conference reception plan that I have carefully collected and compiled. I will share it with you now for your enjoyment.
Reception plan 1
Recently, I participated in the project planning of a series of activities of the "China Population Health Assistance Project". As the main planner and executive supervisor of this project, I deeply feel that in order to successfully hold a large-scale conference event, all staff and participants must be clear about the purpose and significance of the event. Therefore, I have repeatedly refined the activity theme, activity purpose, activity purpose and activity goals of this meeting, and now share them as follows:
Activity theme:
Main title: " China's Population Health Assistance Project" series of activities
Subtitle: "Embracing the Healthy Era" Special Lecture and "Aid Project" Launching Ceremony
Banner: Fulfilling People's Wishes and Fulfilling Human Dreams
Caring is always available and help is everywhere
Reduce the burden on families all over the world and make people happy and healthy
Purpose of the event:
Reduce the burden on families all over the world and make people happy and healthy. People all over the world are happy and healthy.
Purpose of the activity:
Let family planning and health systems at all levels fully understand the "China Population Health Assistance Project" and understand its unique publicity and services, so as to eliminate people's suspicion of the "Aid Project" ” and the fear of high medical expenses. Establish a brand image of serving the population health cause of "care is always there, assistance is everywhere", thereby promoting the comprehensive advancement of the "aid project".
Activity goals:
1. Number of participants: 200 people (taking into account factors such as the overall effect of the event, expenses, number of attendees, on-site atmosphere creation, etc., the limit is 200 people The scale is ideal).
2. Expected gains: Participating units and individuals come with pleasure and return with satisfaction.
3. Image creation: Use various products and services to make the beneficiary people remember the "aid project" and establish a strong brand image.
4. Brand communication: Form a mature brand communication plan to continuously optimize and copy.
In order to control risks and improve the effect of the meeting, I have made precise designs for the meeting process, on-site management and venue layout, etc., so that from now on everyone, every day, everything, even down to the meeting Every person, every thing, every minute. For example:
Time matters
07:00 Inventory and inventory of the preparation status of various items.
07:10 Determine the guests who can attend the meeting, establish a representative database and print forms.
At 07:20, relevant personnel brought all kinds of items and set off from the organizing committee.
Arrived at the venue at 07:50 and started setting up outside the venue.
At 08:30, the layout of the venue will begin, and various equipment and networks will be debugged.
09:10 The venue layout is completed and relevant personnel are on standby.
At 09:20, delegates began to gather at the entrance of the venue, waiting to enter.
Admission begins at 09:30, etiquette, ticket checking, escorts, hosts, representatives, experts, leaders, etc. are in place.
09:50 Video playback
09:55-10:00 Behind the scenes sound
10:00-10:05 Opening remarks
10:05-10:07 As soon as the leader of the escort enters, the "Radetzky March" is played
10:07-10:20 The leader gives a speech
10:20 Flowers< /p>
10:20-10:22 "Exit music" will be played as soon as the guard leader exits
10:22-10:25 Host
10:25-10: 27 Guard Leader 2 enters and plays "Radetzky March"
10:27-10:35 Leader 2 speaks
10:35 Flowers
10 :35-10:37 The second guard leader exits and plays the "exit music"
10:37-11:10 Expert speech: "Embracing the Healthy Era"
11:10-11: 30 Demonstration Products
11:30-11:40 Pilot representatives receive gifts, and leaders award plaques/plates
11:40-12:00 Recipient representatives deliver speeches (4 people)
12:00-12:05 Leaders exit and play "post-meeting music"
12:05-12:15 Representatives attend the lunch banquet
12:15 -12:20Leader of the organizing committee: Toast
12:20-13:30 Lunch banquet/product demonstration area and experience area start activities
13:30-14:00 Farewell the guests
Clean up the venue at 14:00
Reception plan 2
(1) The meaning of the conference reception plan
Conference reception plan It refers to the copywriting that arranges the greetings and farewells of the participants, as well as reception activities such as food, accommodation, transportation, travel and entertainment, as well as specific affairs. It belongs to the special planning plan of the conference and can be included in the overall conference plan, or it can be drafted separately as the overall conference plan. Attachments to the plan.
(2) Basic contents of the conference reception plan
1. Reception objects and reasons for reception. There are many types of reception objects for the conference, including superior leaders, government officials, co-organizers and supporting units, special guests, conference members (formal and non-voting), exhibitors, merchants, general audiences, media reporters, etc., some in the name of government delegations Some of the visitors came as joint groups, while others participated in conferences, exhibitions, and visits as individuals. Each reception plan must clearly describe the specific target. At the same time, it is also necessary to briefly explain why you are receiving, that is, the reason, purpose and significance of the reception.
2. Reception policy. The reception policy is the general principle and guiding ideology of conference reception work. The reception policy should be determined based on the goals of the conference, the requirements of the conference leadership organization for reception work, and the specific circumstances of the participants.
3. Reception specifications. This includes the identity of the personnel present by the organizer when welcoming, banqueting, visiting, accompanying, and bidding farewell to participants, as well as the standards of food and accommodation arranged by the organizer, etc.
4. Reception content. Including pick-up, accommodation arrangements, welcome ceremony, banquets, visits, translation services, cultural entertainment, tours, party entertainment, ticketing, return and departure farewell, etc.
5. Reception schedule. Write down the schedule of various reception activities.
6. Reception responsibility. State the specific responsibilities of the responsible departments and personnel for each reception work. For example, large-scale conference activities can set up working groups such as a registration group, a sightseeing group, and a ticketing group, which are respectively responsible for meeting attendees, checking in, signing in, sightseeing, and ticketing contact when returning and leaving.
7. Reception funds. Specify the cost arrangements for the board, lodging and transportation of the participants. Sometimes it also includes expenses for arranging visits, sightseeing, watching theatrical performances, etc. Foreign-related conference activities also include a certain amount of gift fees. Publicly announced reception plans generally do not include this part.
Reception plan 3
1. Sales department reception procedures:
After obtaining the information about the customer holding a meeting in the hotel, the sales department should start to do the following work:
1. Contact the person in charge of the meeting in a timely manner
(1) Clearly understand the nature of the meeting (whether it is a reception for the Exploration Bureau or a business event, whether there are important guests attending, etc.) and Content (including: time, number of people, number of rooms required, venue, equipment, format, transportation and other special requirements, etc.);
(2) If it is a large-scale and important conference reception, it will be agreed with the customer After receiving the details of the reception, the situation should be reported to the department head in a timely manner, and the department head will hold a coordination meeting to coordinate the reception of the entire meeting.
2. Confirm the number of meeting venues and rooms
During the meeting negotiation process, relevant meeting details should be discussed in detail with the specific person in charge of the meeting party, and records should be kept. In particular, Check as soon as possible whether there are venues and rooms suitable for guests' requirements. After confirming that the venue and guest rooms can be provided according to the customer's requirements, a notice to reserve the venue and rooms should be issued to the catering department and housekeeping department.
3. Negotiate price
After confirming that there are no problems with the venue and guest room arrangements, a clear price should be provided to the customer based on the actual situation. If the activity involves multiple contents, certain prices should be adjusted and balanced in conjunction with relevant departments.
The price policy is relatively fixed. If it exceeds your authority, you should promptly seek instructions from your supervisor.
4. Sign the conference agreement and collect the conference deposit
When the conference party has confirmed all the meeting details, both parties should sign the conference agreement according to the requirements and commitments, and collect the corresponding conference fees in accordance with the agreement. Deposit;
5. Issue the meeting reception notice
After signing the conference agreement, fill in the meeting reception notice based on the specific content and relevant details negotiated by both parties. After checking, it is correct. Distribute it to various departments and save the files of the meeting;
6. Meeting reception
After issuing the meeting reception notice, you need to communicate with the person in charge of the conference party and the relevant hotel departments at any time Keep in touch, coordinate the layout of the venue, and track the progress of the meeting;
7. Meeting settlement
After the meeting is over, if the customer's consumption is debited, the account will be handled by the sales department and the finance department At the same time, the catering department will provide assistance;
8. Farewell to the conference
Send off the leaders of the conference party and the person in charge of the conference to leave a good feeling for the guests; at the same time, choose the opportunity to give exquisite small souvenirs To the person in charge of the conference to deepen friendship;
9. End of the meeting
After the meeting, hold a summary meeting if necessary to analyze the gains and losses of the meeting reception, and feedback customer opinions to relevant departments , at the same time, the sales department should do a good job in archiving recall materials; for newsworthy conference reception activities, articles can be written and sent to the media for publication.
2. Reception procedures of the Housekeeping Department:
After receiving the meeting reception notice issued by the Sales Department, the Housekeeping Department should do the following:
1. Preliminary work for conference reception
(1) Be familiar with and understand the contents of the conference reception notice;
(2) Understand the settlement method, charging items, contact persons and fee signers ;
(3) Implement whether it is necessary to arrange conference rooms, the number and time of rooms, and understand whether the room needs to open long-distance calls, remove drinks, and add extra beds;
(4) Implementation The room is equipped with standard flowers and fruits, as well as the general manager’s business card, greeting card, etc.;
(5) Ensure whether the guests attending the meeting take special elevators and whether the guests arrive in batches;
(6 ) is responsible for the distribution of room cards when guests check in for meetings, etc.
2. Conference Room Arrangement
Arrange corresponding rooms according to conference reception requirements. When room resources are sufficient, the room arrangements will be concentrated. At the same time, you can also choose to arrange similar rooms. Room in state.
3. Conference room availability
Confirm the conference room reservation. After confirming the specific room, enter the reservation content into the computer and confirm the room number.
4. Check-in of conference guests
(1) One day before the conference guests arrive, verify with the sales department about the room for the conference reception, arrange the room at least one day before, and do a good job Preparation work for all guests before check-in;
(2) Before the arrival of conference guests, prepare room cards and team meeting distribution list; for important guests, room cards, welcome cards, registration forms, etc. can be sent to The Assistant Lobby Manager on duty will check the room before the guests arrive to ensure that the room is in normal condition;
(3) When the conference guests arrive at the hotel, the conference reception arrangements and normal reception procedures will be as follows: Guests check in and their luggage is promptly transported by the bellman. If you encounter any problems, please contact the person in charge of the meeting reception of the sales department in a timely manner.
5. Conference guests leaving the hotel
(1) The concierge officer should provide reception information and assist guests in collecting and delivering luggage in a timely manner;
(2) The cashier at the front desk is fast Checkout;
(3) Assist guests to arrange vehicles.
6. Pay attention to the consumption habits of important guests and collect and organize guest history information.
3. Catering Department Reception Procedures
After receiving the meeting reception notice issued by the Marketing and Sales Department, the Catering Department should do the following:
1. Meeting Preliminary work for the reception
(1) Keep records, and according to the meeting reception notice, accurately grasp the organizing unit, time, location, number of people, format, reception standards and relevant special requirements of the meeting, and organize the reception information step by step Deliver;
(2) According to the meeting reception notice and the requirements of the conference party, the venue will be arranged at least half a day in advance;
(3) The banquet supervisor will inspect according to the hotel service standards and customer requirements Pre-meeting preparations (whether the conference channels are clear, the placement and cleanliness of conference facilities, the functional status of power and audio equipment, the layout quality of the venue, the mental outlook of service personnel, etc.), rectify problems immediately if any problems are found, and strive to make sure there are no omissions;
(4) Follow up with the conference organizer and the sales department’s conference contact person two days in advance to determine the conference tea breaks, meal plans and special requirements, and reserve dining venues for conference guests.
2. Meeting reception in progress
(1) Arrange excellent etiquette personnel to arrive 40 minutes before the meeting to lead the guests;
(2) Follow up on conference services and assist guests in handling special matters during the conference;
(3) Assist the conference liaison person of the sales department and the cashier of the finance department to sort out the conference accounts in a timely manner and prepare to settle accounts with the person in charge of the conference party.
3. End of the meeting
(1) The banquet service staff will follow up on the checkout of the meeting;
(2) Help the guests organize the items left over from the meeting.
4. Meeting meals and farewells
(1) Lead the meeting guests to eat and provide high-quality services;
(2) Do a good job in settling the catering accounts Work.
5. Farewell
(1) Farewell to the conference guests and leave a good feeling for the guests;
(2) After the guests leave the hotel, if they leave any For valuable items, the exchange guest should be contacted as soon as possible.
6. Organize meeting customer information and summarize the gains and losses of meeting reception.
4. Other relevant departments please refer to the meeting reception notice issued by the sales department to do the corresponding reception work
Reception plan 4
1. Before the meeting
1. Negotiate with the conference organizer to understand the conference requirements and required services.
2. Provide flight, ticket, accommodation, hotel, conference venue, transportation and other information required for the meeting, and formulate a complete meeting plan to the meeting parties.
3. Send a dedicated person to assist the client in on-site inspection of the food, accommodation, conference venue, travel, entertainment and other related aspects of the conference venue.
4. Determine the plan, sign the contract, and pay the deposit in advance.
2. During the meeting
1. Meeting reception: A dedicated person is responsible for etiquette, pick-up, public relations and other services at the airport and station. Place the welcome AM, welcome sign, sign-in desk, signage, etc. in the hotel and conference room in advance.
2. Pre-meeting preparation: Prepare meeting materials, meeting supplies, meeting speeches and other meeting-related items needed for the meeting.
3. Meeting place: Special personnel will go to the meeting room to check the meeting room banners, lighting, sound, tea, etc.
4. Conference accommodation: Confirm the room floor and room number, and ask if there are any special requirements.
5. Conference catering: Meal time, meal standards and confirmation of special guests (Muslims).
6. Conference tourism: Confirm the travel itinerary, car usage, whether the tour guide will add attractions, etc.
7. Conference entertainment: Confirmation of entertainment consumption forms, consumption standards, and entertainment locations.
8. Conference services: take group photos of conference delegates, provide secretarial services and related services to delegates.
3. After the meeting
1. Settlement: Provide detailed details and explanations of expenses incurred during the meeting, and have a dedicated person check with the client and settle the account.
2. Information: Collect information after the meeting and make a meeting address book or roster according to customer requirements.
3. Group photo: During the meeting, all participants took a group photo. Before the meeting, it was printed and distributed to each participant as a souvenir.
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