Business meeting planning project

Business meeting refers to a meeting form with a commercial nature. Generally include: new product promotion meeting, large-scale training communication meeting, annual meeting of listed companies, prospectus briefing meeting, project bidding meeting, business forum, project briefing meeting, project release meeting, etc. Now, let's take a look at the following two business conference planning plans!

Business conference planning model

I. Introduction of activities

As an annual event of xx e-commerce industry, this conference will continue the grand occasion and achievements of previous conferences, take stock of the past, sort out the present and talk about the future. The conference will commend and reward outstanding enterprises and individuals who have made outstanding contributions to the xx e-commerce industry. At the same time, the conference will also set up the xx E-commerce Service Industry Alliance and the xx E-commerce Association Digital Service Center to build a good supporting platform for the synchronous development of xx and even global e-commerce enterprises.

Second, the purpose of the activity

Establish a forward-looking discussion platform for the development of xx e-commerce industry, strengthen exchanges among e-commerce departments, academia and business circles, explore new hot issues of e-commerce in that year, and promote the healthy, sustained, rapid and harmonious development of xx e-commerce industry.

Three. when and where

Time: May 23rd, xxx.

Location: xx? Beijing? the Great Hall of the People

Fourth, the organization of the meeting.

Organizer: xx Electronic Commerce Association

Organizer: Panshi Information Technology Co., Ltd.

Supporting unit: xx Federation of Industrial Economics

Xx International Public Relations Association

Xx mayor association

Joint meeting of directors of information centers of ministries and commissions in the State Council

Xx Old District Construction Promotion Association

Guiding unit: National Development and Reform Commission of People's Republic of China (PRC).

ministry of industry and information technology

The Ministry of Education of the People's Republic of China

Ministry of Science and Technology of The People's Republic of China

People's Republic of China Ministry of Commerce

General Administration of Customs of the People's Republic of China

Verb (abbreviation for verb) forum agenda

Practical stickers on how to plan a successful business meeting.

The key to the success of an important business meeting lies in whether the planner's planning ideas and methods are correct, whether all aspects of details are considered comprehensively, and whether the meeting schedule is reasonable, such as the idea of meeting theme, the budget of meeting expenses, the layout of meeting venue, the installation of meeting equipment, the accommodation and catering arrangements for participants, and the arrangement of meeting spare time. In the face of many problems encountered by conference planning, as a conference planning, have you found the appropriate planning ideas and methods? What can be done to make this meeting meet the requirements of superiors, realize the theme of the meeting and highlight the highlights of business meetings? Everything is established in advance, and it is abolished if it is not foreseen. Conference planning is the preparation for all the work to hold this meeting. A good conference planning plan should start with a good budget plan for the meeting.

I. Conference budget

The budget for business meetings is not a concept. Generally speaking, the conference budget includes the following aspects:

1, meeting room/lobby fee

Specifically, it can be subdivided into:

(1), conference venue rent? Generally speaking, the lease of the venue already includes some common facilities, such as laser pen, sound system, tables and chairs, rostrum, whiteboard or blackboard, oily pen, chalk and so on. , but some unconventional facilities are not included? Such as projection equipment, temporary decorations, exhibition stands, etc. When it is necessary to install non-podium speech lines, an additional budget may be needed.

(2) Rental fee for conference facilities? This part of the cost is mainly to rent some special equipment, such as projectors, notebook computers, mobile simultaneous translation systems, venue display systems, multimedia systems, video recording equipment, etc. When leasing, it is usually necessary to pay a certain security deposit, including technical support and maintenance costs of equipment. It is worth noting that when renting equipment, you should make specific requirements for various performance parameters (usually you can consult a professional conference service company to get the most suitable cost performance), otherwise the meeting may be affected. In addition, the rental price of these conference facilities may vary greatly depending on the brand, place of origin and the degree of old and new.

(3), site layout costs? Generally speaking, if it is not a special requirement, this part of the cost is included in the venue rental fee. If you have special requirements, you can consult with professional conference service providers.

(4) Other support costs? These supports usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations and so on. Based on the temporary nature of these supports, if the conference organizers seek support from these industries alone, the cost may be higher than the market price. If a professional conference service provider acts as an agent, it will get relatively low-cost and professional support.

For these individual service support, the organizer should explain the requirements in as much detail as possible and sign individual service agreements.

2. Transportation costs

Transportation costs can be divided into:

(1). How much is the transportation fee from the departure point to the assembly point? Including flights, railways, highways, passenger ships, and transportation from destination stations, airports, docks to accommodation.

(2) Transportation expenses during the meeting? Mainly the transportation expenses of the meeting place, including the transportation from the accommodation to the clubhouse, the transportation from the clubhouse to the dining place, the transportation from the clubhouse to the business exchange place, the transportation for business investigation and the scheduled transportation that other participants may use.

(3) Farewell traffic and return traffic? Including flights, railways, highways, passenger ships and transportation costs from accommodation to airports, stations and ports.

3. Accommodation expenses

Accommodation costs should be very understandable, right? It is worth noting that some of the prices in the accommodation fee are full price, while some prices need to pay additional government tax. Accommodation may be one of the main expenses of the meeting. Looking for a professional exhibition service provider can usually get a better discount.

The normal accommodation fee is not only related to the hotel's star standard, room type and other factors, but also related to the services provided in the room? For example, whether the long-distance communication, washing, mini-bar drinks, one-time laundry, internet access, fruit provision and other services are open. The organizer of the conference should specify the service items and scope that the hotel should close or open.

4. Food and beverage expenses

The catering expenses of the meeting can be simple or complex, depending on the agenda and purpose of the meeting.

(1), breakfast

Breakfast is usually a buffet, of course, it can also be eaten around the table, and the cost can be calculated according to the number of people (but considering the particularity of meeting dining and the preparation of raw materials, the estimated number of people eating can not be different from the actual number of people eating 15%, otherwise the restaurant has reason to refuse to settle accounts according to the actual number of people eating? But according to a predetermined number of people)

(2) Chinese food and lunch

Chinese food and lunch are basically meals. Can we use the head budget? Buffet form, budget by table? Around the table. If the organizer wants the drinks to be purchased by himself instead of provided by the restaurant, the restaurant may charge a certain service fee.

(3) Beverage and service charges

Usually, if you eat in the restaurant of a high-star hotel, the restaurant will refuse the organizer to take drinks out by himself. If drinks can be taken away, restaurants generally need to add a service charge. When holding a conference banquet in a high-star hotel, a service charge of about 15% is usually added on the basis of the basic consumption level.

(4) Tea break at the venue

This fee is basically budgeted according to the number of people. When budgeting, you can put forward the catering combination in different time periods. The price of tea break informed by the organizer usually includes the service personnel fee, and if the organizer needs non-procedural services, an extra budget may be required. There are usually two kinds of tea breaks: western-style tea breaks and Chinese tea breaks? Western coffee, black tea, western snacks and fruits are the main products, while Chinese tea is mainly boiled water, green tea or scented tea, fruit tea, fruit, coffee, fruit and snacks.

(5) Friendship reception/dance

In fact, the budget of a party/dance may be more complicated than a separate banquet. As long as the meal label and scale are set up, the budget will be easy to calculate. However, it may take a long time to confirm the budget design of reception/dance, venue and program support.

5. Audio-visual equipment

The cost of audio-visual equipment is usually negligible unless it is done outdoors. If it must be done outdoors for public relations effect, the budget of audio-visual equipment is more complicated, including:

The rental cost of the equipment itself is usually calculated on a daily basis.

The transportation, installation and debugging of equipment and the control of technical personnel support fees can be entrusted to exhibition service providers.

Sound source? Mainly the choice of background music and entertainment music, the organizers can bring their own or entrust agents.

6. miscellaneous expenses

Miscellaneous expenses refer to the expenses arising from some temporary arrangements during the meeting, including printing, temporary transportation and loading and unloading, souvenirs, model and etiquette services, temporary props, fax and other communications, express delivery services, temporary health care, translation guidance, temporary business vehicles, remittance, etc. The budget of miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the budget of conference expenses as a mobile means.

Second, the arrangement of participants.

invite

No matter what kind of meeting, the organizer certainly wants the right object (customer) to attend. As the organizer, the way of invitation is very important. Usually, an invitation includes three procedures: information release, receipt processing and confirmation notification.

Information release? From the media point of view, there are printed matter (including invitations, organizational documents, meeting notices), e-mail, print media announcements, electronic media announcements and other forms. Usually, information release includes the subject, time, place (tentative or candidate), main agenda and arrangement, cost and standard, etc. Some also attach a meeting plan, which can let the participants know the significance of attending and their expectations for the meeting.

Receipt? For the organizer, the receipt is one of the judging signs of the success of business conference planning activities. After the receipt is received, statistics are usually needed (before that, it should be reminded that the design of the receipt is very important, and it should be reasonable and complete, including the following information? Make clear the number of people, position, gender, contact information, estimated time of arrival at destination, welcome requirements, etc. ), confirm that the receipt is valid (usually marked by whether the conference fee has been paid), and what needs to be done next is resource allocation? It is mainly about the arrangement of booth and hotel accommodation, and the confirmation notice can be sent after all this is completed. How many forms can a receipt take? Fax, letter, e-mail, online receipt or phone call are all acceptable. Attention should be paid to the special requirements of participants, such as family members, entourage, health care requirements, transportation agents, eating habits, accommodation requirements, etc. If the theme of the meeting allows, it should be considered. If the receipt is clear, it will greatly help the orderly arrangement of the meeting.

Confirmation notice? If the meeting expenses are confirmed or can be confirmed by other means, a confirmation notice can be issued. At the same time, the exact location, time, agenda, sign-in procedures and precautions of the meeting should be released.

If it is a small business meeting, it is relatively simple to sign in, just register the list. But if it is a large business meeting, then signing in is a complicated job.

Usually, meeting sign-in is associated with accommodation arrangements. If you want to check in for a large conference without confusion, are the necessary procedures and preparations necessary? Reception statistics, sign-in form, guidance and assistance personnel, accurate room number and room number of the hotel, room allocation form, key, small envelope indicating the guest's name and room number (generally provided by the hotel), relatively obvious route description for staying in the hotel, meeting notice, detailed meeting schedule, inspection route and participation mode, description and payment standard of hotel functions, return booking and confirmation, use mode and payment standard of business transportation, etc. If possible, try to sign in by computer. Under normal circumstances, there should be no less than 6 check-in service personnel? Working hours should be allocated reasonably according to the arrival time of the participants in the meeting.

If the receiving items are designed in advance, it will be of great help to sign in and check in.

Catering arrangement

Generally speaking, meetings usually arrange meals in a unified way. There are usually two types of catering arrangements? Buffet or dining table. Categories include China, Western and Muslim series.

Unified arrangement of catering meetings is very important for cost control. Buffet can generally be controlled by issuing meal coupons (many hotels have minimum requirements for the number of people eating at buffet), and meal labels and menus can be formulated in advance, strictly distinguishing official representatives from entourage and family members. You can negotiate with the restaurant if you have special requirements. Table-style dining arrangements are more complicated? Especially at large meetings. The issues that need to be considered in the arrangement of dining around the table are: the meal opening time, the number of people at each table, meal coupons, the arrangement of people at the same table, people with special eating habits, the types of drinks and the payment. It should be reminded that the hygiene of restaurants and utensils should be paid attention to before the meeting, so as not to cause hygiene problems to diners. If diners can't gather for dinner on time, they can take the practice of opening a full table to ensure the rights and interests of diners.

Third, determine the time, process and target management, and make feedback and adjustment.

Time control is generally expressed in the form of timetable (countdown). Pay attention to the reasonable arrangement of time and leave room at the same time. Generally speaking, the time and schedule in front should be arranged compactly to ensure that there is time to adjust and improve later.

The whole activity is a systematic project, and process management refers to the process management of the interrelation, coordination and cooperation among the work contents in the activity and their organic combination. For example, for an activity, the agenda and specifications can only be determined when the theme content and significance are determined, the number of people can only be determined when the scale and specifications are determined, and the venue can be implemented when the venue is determined. Process management makes the general coordinator have a clear understanding of all parts of the whole activity, and it is easy to find out the key points, emphases and difficulties of the work, which are generally represented by program block diagrams.

Fourth, activity planning, determine the theme of the activity.

Activity planning mainly includes the following contents:

1, meeting agenda planning Most of the press conferences are speeches, drafts and routine demonstrations. In fact, although the business meeting is a formal meeting, it can be more active, especially the opening of the meeting. We should pay attention to compactness and consistency when arranging the agenda of the meeting. From a practical point of view, it is generally appropriate to control it for one or two hours.

2. Determining the participants is a very important task, and it is also a variable factor. Its change will affect the specifications and scale of the whole meeting, and then affect all the factors of the meeting. For example, the attendance and absence of important people may affect the specifications, or for convenience, arrange the meeting place or part of the meeting in the airport or VIP room, or adjust the time. So, this is controlled by the general coordination work? The key point? , should focus on.

Verb (the abbreviation of verb) makes an activity plan and a specific operation plan.

The activity planning case is a strategic and tactical text that guides the whole activity and is used to plan the activity. Generally speaking, it is provided by the core members of the conference.

The specific operation plan is used in enterprises or assisting public relations agencies to guide the specific operation of the whole activity, which is generally detailed, specific to everyone's every step, even to the content of badges, and the time is specific to minutes. General meeting personnel have one.

Six, on-site control

Field control is a part of the overall coordinator's adaptability. In fact, a good coordinator will do a good job first: first, prevent the occurrence of variables. For example, do some training at ordinary times and do some rehearsals beforehand. From the practical point of view, the sudden change of the scene is often due to poor communication, thoughtlessness and negligence in etiquette. Emphasis should be placed on these aspects; Secondly, we should prepare alternatives in advance; Thirdly, pay attention to the accumulation of flexible handling skills on the spot.

The coming officials and dealers should accompany and communicate with each other, and the reporters should be treated equally. Some information should not be disclosed to media A but kept confidential to media B. Generally, it is not appropriate for reporters to tell others the news dug up by themselves.

In the control of the atmosphere, the general coordinator is in a balanced position? Center of gravity? In fact, the atmosphere is relaxed and lively, and the participants will be very comfortable. Another important factor is the host. It would be better if I hosted it myself, but I was often too busy. Therefore, in the press conference, you need to arrange some things in advance and fully communicate with the host in advance, so that he or she can have a general understanding and grasp of the style of the whole meeting.

In the process of product demonstration and explanation, we can use some modern scientific and technological means, combined with well-made schematic diagrams, three-dimensional graphics, videos, slides and so on. To help participants understand.

The whole meeting should have a formal conclusion. If the press conference is scheduled to end before dinner or lunch, there should be a reception or buffet banquet. At the end of the meeting, the host will inform the time and place.

Seven. others

Secretarial service

The so-called secretarial service refers to providing all kinds of secretarial, handyman, temporary procurement, temporary drivers, tour guides and other services for the exhibition organizers. These services are generally provided temporarily or on time, and are generally calculated by category in the budget, with no breakdown? It can be calculated according to unforeseen expenses or other categories. If it is operated by an agency, it is necessary to tell the agency to be ready for service at any time. The final service fee accounting between the agency and the organizer will be signed by the contact person designated by both parties and approved by the financial or related personnel of both parties.

Vehicle dispatching

Important international conferences, industry conferences and global or regional conferences of well-known companies usually have a large number of participants and high status. If the host is found, vehicle scheduling may not be a problem. If it is held in a different place, then vehicle scheduling is worth studying. Usually, meetings held in different places are basically entrusted to local professional organizations, and vehicle scheduling involves the communication between organizers and agents, as well as the source of vehicles at the venue. For the organizer, usually only the car use requirements and arrangement requirements are put forward, while the agent should consider the time schedule, reasonably arrange the number of vehicles, walking time and route, and so on. Therefore, the organizer should tell the agent in advance the relatively accurate arrival time, the number of participants, the identity of the guests arriving at this time, and the standard of vehicle use. If there is any discrepancy with the forecast, the organizer should tell the agent the remedial measures he hopes to take and the price he is willing to bear.

Etiquette and farewell

For meeting, the necessary etiquette is enthusiasm. Etiquette work generally includes model assembly, program decomposition, simple training, costume props preparation, etiquette execution and so on.

It is worth noting that it is the cultural quality of etiquette and the basic skills of foreign languages that are examined, rather than simply looking at the body to decide whether to hire or not. Another point is whether the etiquette personality meets the job requirements.

Meetings with various themes have different requirements for etiquette. Academic conferences and government meetings require models to wear simple and generous clothes, so as not to steal the image of experts and government officials, while sales exhibitions require models to add icing on the cake to enterprises and products, and try to dress brightly, which is consistent with the quality image requirements of enterprises or products.

Order maintenance

For meetings or exhibitions, we all hope to have a good order. Small meetings (especially enterprises or) basically do not need to control order, but the order control of large meetings and exhibitions is very important.

Large-scale meetings can be controlled by means of delegate cards or admission tickets. If confidentiality is required, a representative card can be specially made with a digital photo of the representative, and security guards will be set at the entrance of the venue; The control of the exhibition is more complicated, because the organizers and exhibitors are not concerned about the same goal. The organizer of the exhibition needs to control the order, while the exhibitor needs the maximization of information and the convenience of information acquisition. Some exhibitions are accompanied by exhibitions, while others are technical exchanges or forums. Therefore, all exhibitors or exhibitors are usually classified in terms of identity and level to ensure that technical exchanges or forums are not interfered by external or unrelated exhibitors. The control means is an exhibition card with bar code (code reader is required) or a magnetic card representative card. In order to meet the needs of maximizing exhibitors' information at the same time, electronic business card management has been introduced abroad.

A Sharp Tool for Quickly Collecting Data —— Electronic Business Cards

In traditional exhibitions, business cards are indispensable, and exhibitors always spend an hour or two sorting out business cards after the exhibition every day. To replace these cumbersome, you can use electronic business cards.

The so-called electronic business cards are usually made of magnetic cards or materials with bar codes? It can be said that it is a special exhibition business card for exhibitors and visitors. Before issuing cards, the organizing committee will ask exhibitors or visitors to input personal information, including company name, contact information, my position, company nature and business scope, and then store these information in the cards. At the same time, the organizing Committee will purchase such magnetic cards or bar code reading equipment for lease, and exhibitors can freely choose whether to lease it. After the exhibitors rent the equipment, they only need to connect the equipment to their own computers to start using it. When the buyer needs to give the business card to the exhibitor, he only needs to swipe his own information entry card on the card reading device, and all the information will be transmitted to the exhibitor's computer in the blink of an eye. Exhibitors can also record the talking points of both parties in the corresponding remarks column, so as to manage the information of buyers in a very organized way.

Although these equipments are expensive, they can be purchased and reused by the exhibition organizing committee, and exhibitors only need to rent them from the organizing committee at a lower price, which is very affordable and convenient. If every exhibitor and buyer uses electronic business cards, the exhibition can even be managed like a subway entrance, and the number of visitors can be accurately recorded.

Exhibition research/visit

In fact, most exhibition visits or visits are public relations activities specially arranged for guests, but it does not rule out that some activities are real business visits (market research activities held to obtain information about the industry or related industries).

1. Real business trip: In fact, the organizer has already arranged for this kind of business trip. The only services that exhibition intermediary companies need to provide are the reservation and arrangement of accommodation and catering at the destination, transportation, drivers and passengers, and tour guides. If possible, intermediary companies are needed to help solve media invitations and shoot video materials. The function of the intermediary company is roughly equivalent to the leading service and logistics support department of the organizer.