Business conference room layout - secretarial how to arrange the negotiation venue

Enterprise conference room should be how to arrange

A meeting room of the overall requirements:

Conference room is a meeting place, but also placed in the conference television equipment, so the conference room design reasonableness determines the quality of the conference television images, but also directly affects the efficiency of the meeting. Complete video conference room planning and design in addition to provide participants with a comfortable meeting environment, it is more important to realistically reflect the scene (venue) of the characters and scenery, so that participants have a sense of presence to achieve a good visual and verbal exchange of results, from the conference room in the transmission of images, including characters, scenery, charts, text and so on, should be clear and distinguishable.

II. Conference room type, size and environment

1, the type of conference room

The type of conference room according to the nature of the meeting to be categorized, generally divided into public meeting rooms and professional meeting rooms. Public meeting is adapted to open to the public, including administrative meetings, business meetings. This type of meeting room equipment is relatively complete, including television, microphones, speakers, controlled cameras, graphic cameras, auxiliary cameras (scene camera, etc.), if the venue is larger, can be equipped with a projection television (with rear projection is preferred). Specialized conference rooms mainly to provide academic seminars, distance learning, medical consultation, so in addition to the above public meeting room equipment, according to the need to increase for teaching, academic equipment, such as whiteboards, video recorders, fax machines, printers and so on.

2, the size of the conference room

The size of the conference room and videoconferencing equipment, the number of participants. According to the number of people who usually attend the meeting, after deducting the distance from the first row of seats to the podium after the display equipment, according to the occupancy of 2m2 per person to consider, and can even be relaxed to occupy 2.5m2 per person to consider the space. Ceiling height should be greater than 3m2.

3, the environment of the conference room

The temperature and humidity in the conference room should be appropriate, usually considered for the room temperature of 18 ~ 25 ℃, 60% ~ 80% humidity is more reasonable. In order to ensure the right temperature, the right humidity, the conference room can be installed in the air-conditioning system to achieve heating, humidification, refrigeration, dehumidification, ventilation functions. Conference room requires fresh air, per person per hour air volume of not less than 18 m3. Conference room ambient noise level requirements for 40dB (A), in order to form a good meeting environment. If the indoor noise, such as air-conditioning noise is too large, it will greatly affect the performance of the audio system, other venues will be difficult to hear the speech of the venue.

Three, the layout of the conference room, illumination, acoustics

Conference TV room in addition to the requirements of the layout must be strictly enforced, can be appropriate and flexible layout. The following figure is a more typical TV conference room layout:

The entire conference room display equipment is divided into two parts, one is the podium behind the projection (or rear projection TV), which is responsible for providing delegates with the venue and another venue for the image display, a podium in front of the four TVs, which are divided into two groups, is responsible for the podium leadership to display the image of the venue and the image of another venue.

Image acquisition equipment is also divided into two groups, the main camera installed in the center of the venue, real-time acquisition of images of the podium, another group of panoramic camera installed in the right front of the conference room, the venue panoramic shooting. Two groups of cameras should be controlled cameras, can be controlled by the conference TV equipment.

Speakers in the conference room before and after the installation of a pair, in order to get a better sound effect, the requirements from the wall and at least one meter from the TV.

2, the layout of the conference room

Another factor that affects the quality of the picture, is the scene around the venue and the color, as well as the tone of the tables and chairs. Generally avoid using "white", "black" and other shades, these two colors will produce "reflective" and "capture the light" on the camera. "The adverse effect. So whether the walls around, tables and chairs are light-colored shades more appropriate, such as walls around the beige, light green, tables and chairs light brown, etc., the South should be used in cold colors, the North should be used in warm colors, so that the video level provided is similar to the 0.35 V. Camera background (the wall behind the person being photographed) is not suitable for hanging landscapes and other scenery, otherwise it will increase the amount of information on the subject of the camera is not conducive to the improvement of image quality. You can consider placing flowers and other elegant indoor bonsai items, increase the overall elegance of the conference room, lively, harmonious atmosphere, to promote the effect of the meeting is very helpful.

From the point of view of the viewing effect, the layout of the monitor is often placed in the center of the position relative to the participants, from the height of the ground about one meter or so, the distance between the person and the monitor is about 4-6 times the height of the screen. Each participant to the monitor should be no more than 60 degrees of horizontal viewing angle. The size of the monitor screen used, should be based on the data rate of the conference TV, the number of participants in the meeting, the size of the conference room and other factors. Small conference rooms, only 29-inch to 34-inch monitor can be used, or a large conference room in a local area; large conference rooms should be based on the projection TV, are used in the rear-projection type, at the discretion of the size of the TV, the best TV in the conference room at the forefront of the place of the people.

3, conference room illumination

Light illumination is a basic necessity of the conference room. Cameras have automatic color equalization circuitry to provide true natural color, light from the window (color temperature of about 5800K) than fluorescent lamps (3500K) or three-color lamps (3200K) on the high side, such as indoor light source of these two kinds of light (natural and artificial light source), will produce a blue cast and red shaded areas of the video image; on the other hand, is to convene a meeting of the time is random, the morning, Afternoon of the natural light source illumination and color temperature are not the same. Therefore, the conference room should avoid the use of natural light sources, but the use of artificial light, all windows should be dark curtains. In the use of artificial light, you should choose a cold light source, such as "three-color lamp" (R, G, B) the best results. Avoid the use of hot light sources, such as high illuminance tungsten iodine lamps. Conference room illumination, for the camera area, such as the human face should be 500LUX, in order to prevent uneven light on the face (eyes and nose and full shadow) three-color lamp should be rotated to the appropriate position, which is determined in the conference TV installation debugging. For monitors and projection televisions, the illumination around them can not be higher than 80LUX, between 50 ~ 80LUX, otherwise it will affect the viewing effect. In order to ensure that the documents, charts and graphs of clear writing, the documents and graphs of the region's illuminance should be no greater than 700LUX, and the chairman of the area should be controlled in about 800LUX.

4, conference room acoustics

In order to ensure sound insulation and acoustic effects, indoor carpeting, ceiling, surrounding walls are equipped with sound blankets, the windows should be double-glazed, in and out of the door should be considered soundproofing devices.

According to the technical requirements of acoustics, a certain volume of the conference room has a certain reverberation time requirements. Generally speaking, the reverberation time is too short, the sound is dry and dry; mixing time is too long, the sound is confusing. Therefore, different conference rooms have their optimal reverberation time, such as reverberation time is appropriate to beautify the speaker's voice, cover the noise, increase the effect of the meeting. Specific reverberation time is calculated as follows:

T=KV/{S[-2.3lg(1-a)]+4MV}

Style:

K for the room shape of the covariate, generally taken as 0.161;

V is the volume of the room (m often

S for the room acoustic absorption of the total surface area of the object (m glass

a), the average room absorption coefficient; the average room acoustic absorption coefficient; the room is the average room acoustic absorption coefficient; the average room acoustic absorption coefficient; the average room acoustic absorption coefficient; the average room acoustic absorption coefficient (m glass

a). is the average sound absorption coefficient of the room; the specific calculation method is as follows:

α=(∑Siαi+∑Njαj)/S

In the formula:S - the total surface area of the room;

Si - the surface area of the room parts;

Si - the surface area of the room parts;

Si - the surface area of the room parts;

Si - the surface area of the room parts;

Si - the surface area of the room parts surface area;

αi - sound absorption coefficient corresponding to surface Si;

Nj - number of people or objects;

αj - the Sound absorption coefficient corresponding to Ni.

M is the attenuation coefficient of sound in air; at 70% relative humidity, it is about:

1000Hz0.0012

4000Hz0.0062

6000Hz0.0134

8000Hz0.0200

10000Hz0.0250

T is the Reverberation time (s);

Conference room height of about 4m in the case of the volume & lt; 200m3 of the best reverberation time of 0.3 ~ 0.5s, 200 ~ 500m3 when 0.5 ~ 0.6s, 500 ~ 2000m3 0.6 ~ 0.8s.

Four conference room power supply system

To ensure that the conference room Power supply system to ensure the safety and reliability of the conference room, in order to reduce the electrical crosstalk brought about by the power supply route, three sets of power supply system should be used. A power supply system as a conference room lighting power supply; the second set of power supply system as the entire terminal equipment, control room equipment power supply, and the use of uninterruptible power supply system (UPS); the third set of power supply system for air conditioning and other equipment power supply.

Grounding is a more important issue in the power system. Control room or machine room, conference room ground required, it is appropriate to set up in the control room or machine room grounding bus lead. If you set up a separate grounding body, grounding resistance should not be greater than 4W; set up a separate grounding body is difficult, but also with other grounding systems with grounding body, grounding resistance should not be greater than 0.3 W. It must be emphasized that the use of a joint grounding method, the protective ground must be used in the three-phase, five-wire system of the fifth wire, and the zero line of the alternating current must be strictly separated, otherwise the zero line unbalanced power will produce a serious interference with the image. Serious interference.

How to set up the negotiation venue secretarial

How to set up the negotiation venue secretarial

Introduction: how to set up the negotiation venue, the negotiation venue layout program negotiation environment is also very important to set up. The following is the content of the secretary how to arrange the negotiation venue, welcome to refer to!

Choice of negotiation environment, generally see whether they feel pressure, if so, the environment is unfavorable. Unfavorable negotiation occasions include: noisy sound, very uncomfortable seat, negotiation room temperature is too high or too low, from time to time there are outsiders to disturb, the environment is strange and caused by the feeling of exhaustion, and no opportunity to talk privately with colleagues and so on. These environmental factors can affect the negotiator's concentration, which can lead to negotiation errors.

From the point of view of etiquette, for cooperation or negotiators to set up a good negotiation environment, so that it is conducive to the smooth progress of the negotiations between the two sides, in general, the following factors should be taken into account:

One of them, light. Natural light can be utilized, you can also use artificial light. The use of natural light that is sunlight, there should be a window screen to prevent glare; the use of artificial light, to rationalize the configuration of lamps and lanterns, so that the light as soft as possible.

The second, sound. The room should be kept quiet, so that the negotiations can be carried out smoothly. The room should not be adjacent to the street, not near the construction site, doors and windows should be able to sound insulation, no telephone ringing, footsteps and other noise around the interference.

Third, temperature. It is best to use air conditioners and humidifiers to keep the air temperature and humidity at the right level. A temperature of 20 degrees Celsius and a relative temperature of between 40% and 60% is ideal. In general, it is also important to ensure that the air is at least. Freshness and circulation.

The fourth, color. Indoor furniture, windows, doors, walls, the color to strive for harmony, furnishings arrangements should be practical and beautiful, leaving a large space for human activities.

Fifth, decoration. Negotiation activities with the place should be clean, elegant, dignified, generous. Wide and clean table, simple and comfortable seats (sofa), the wall can hang a few paintings and drawings in a coordinated style, the interior can also be decorated with appropriate handicrafts, flowers, symbols, but should not be too much of a mixture, in order to achieve simplicity and practicality.

In the negotiations to get the other side of the cooperation to obtain some kind of effect, the seating arrangements have learned. Negotiating parties should be sitting face to face, or to take some kind of random seating arrangements, reflecting different meanings.

In business negotiations, the two sides of the main negotiators should be sitting in the center of equal and opposite seats, the negotiation table should be long and wide, mirror and exquisite; other negotiators generally split the two sides and sit. This seating arrangement usually shows formal, polite, respect, equality.

If it is a multilateral negotiation, the main negotiators should be seated around the round table in the corresponding seat, the round table is usually larger, can also be placed in sections; interpreters and other negotiating staff around the respective main negotiators are generally divided into two sides of the table, but also in the back of the main negotiators.

Whether bilateral or multilateral negotiations, the size of the table and chairs should be appropriate to the environment and level of negotiations: the larger the conference hall, or the higher the level of negotiations, the table and chairs should usually be correspondingly larger, more generous; otherwise, the negotiators will bring a sense of psychological oppression or discomfort.

With the rectangular negotiation table is different, round negotiation table usually give a sense of ease. Therefore, in some relaxed and friendly meeting place, generally used round table. Whether it is a square table or a round table, you should pay attention to the direction of the seat. General custom is to face the door of the seat of the most influential, Westerners are often accustomed to think that this seat has a sense of power, the Chinese are accustomed to call this seat for the "upper seat"; and back towards the door of the seat of the least influential, Westerners are generally considered to have a sense of subordination, the Chinese are accustomed to call this seat for the "lower seat".

If you want to imply the power through the seating arrangement in the negotiation, a better way is to place a name plate on the seat, indicating that someone should be seated somewhere, so that everyone can form some kind of influence. According to the two sides of their respective groups in the order of seniority to row, is also more in line with the norms of social etiquette.

The layout of the venue, the venue layout requirements, how to set up the venue layout of the meeting place, should take into account the nature of the meeting and the number of participants. For example, in the meeting to provide information, if the number of people, the theater without tables or set up tables in the classroom type arrangement is more ideal. In a problem-solving meeting, if the number of participants is small, the ideal arrangement is to have each participant sit around a table, so that it is easier for each person to communicate with the others in a number of ways. Another example is in the training meeting, if the number of people is not large, the participants can sit in the horseshoe-shaped table outside the circle, so that not only facilitates the communication between the participants and the chairman, but also facilitates the communication between the participants and the participants. However, if the number of participants is large, it may be preferable to divide the participants into small groups, with each group clustered around the same table. The advantage of this arrangement is that it facilitates group discussion and synthesis.

Seating arrangement has a close relationship with the effectiveness of the meeting. In addition to seating arrangements, you should also pay attention to the following when setting up the venue:

(1) You should first decide whether smoking is allowed in the venue. If smoking is allowed, you should prepare ashtrays. If you are not allowed to smoke, you should not have an ashtray in the venue. In addition, it is a good idea to post a sign or message that smoking is not permitted in the meeting room. If you have a large number of people attending the meeting, you may want to separate the seats into smoking and non-smoking areas.

(2) If the participants do not know each other well, consider preparing name cards in advance.

(3) Prepare audio-visual equipment. Blackboards (whiteboards), white paper, and even slide projectors, projectors, and screeners should be considered as basic tools for general meetings. However, special attention should be paid to: slide projector, projector and projector to thank the text or graphics, should be able to let all the participants can see clearly, and they should be ready to start at any time.

(4) Unless it is a long meeting (more than one and a half hours of meetings), try not to provide refreshments, in order to prevent participants from being distracted.

(5) When the agenda is short and there is no need to take notes, consider a standing room only meeting.

Conference room chairs placed in a careful one

Conference room chairs placed that the seat is careful; U-shaped means that the conference table is set up as a side of the opening of the shape of the U word, chairs placed around the U-shaped desk; such as the need for projection, the projector can be placed in the opening of the U-shape. Relative to the same area of the conference room, this form of arrangement can accommodate the least number of people. U-shaped arrangement is generally suitable for small, discussion-type meetings.

One, according to international practice: the right-hand side of the seven for the main for the big, the left-hand side of the lower for the second for the small; the closer to the main seat, the higher the seat and seat; the farther away from the main seat.

Two, its seat and seat the lower. According to this principle, the seat can be numbered;

Three, the seat numbering method is: first to determine whether the podium placed on the seat, the general specifications of the meeting can be arranged on the podium master and important guests seated, the first guest of honor seat (or master seat) is usually located in the center of the podium. Secondly, to determine the host of the meeting seat, the host seat can be close to the lectern, in order to facilitate access;

Four, and then determine the other guests and VIP audience seating.