What Does a Convention Planner Do?

Meeting planning is not simply a stack of PPT, but must be based on the purpose of the meeting with certain scientific methods and arts, conceived for decision-making, planning, meeting planning design, and making planning plans to achieve the final meeting effect It must be in-depth consideration of the specific implementation plan, which is feasible; it must be a breakthrough in some areas, innovative and creative.

Conference planning

Meeting planning is not simple

1.Specific analysis of various situations to make the perfect conference plan;

2.Select the meeting place according to the meeting level;

3. Determine the specific venue according to the requirements of the conference on the surrounding environment;

4. According to the specific situation of the meeting, determine whether to divide the meeting into several sub-venues, choose the location of the sub-venues, and make an appointment in advance.

1. Find out "ideas"

There are various types of conferences. Different conferences require different environments. The convening of conferences is to achieve certain goals and objectives. Therefore, the first important step is to ask the organizer's ideas, goals, and information about all aspects of the meeting. Collecting this information will prevent the next planning idea from deviating from the direction.

2, figure out "thinking"

1, make a list of options

A list of meeting places must be prepared, and all important conditions required by the meeting must be noted on the list to facilitate comparison and selection of various places. In this regard, you can also refer to SINO-MEETING's venue search system. The data in this system will greatly improve the efficiency of the venue selection process.

2. Consider the combination of meeting type and venue according to the list

For example, research and development meetings need an environment conducive to meditation and inspiration; major awards and recognition meetings must be graded and fascinating; for trade fairs and new product exhibitions, you need to choose a place with a display space and a venue Transportation must be convenient and so on.

3. Visit the site in person

It is very important to visit the venue, and you must be fully prepared to make an appointment with someone who can make decisions at the meeting and the venue. This will help solve possible transaction problems in the future; know the important processes and links in the meeting, and the more questions you can ask when inspecting the venue, the lower the risk of future risks.

4. Overall conference planning

After the venue is determined, the planning work will enter the fast lane. Through the following steps, the entire conference planning plan will be released soon: The overall planning framework is drafted. According to the previous work and all the existing information, the entire conference process is first carried out. Imagine the plan. The more specific, the better you can plan a brainstorming session. At this meeting, you need to get professional conference planners, such as SINO-MEETING; you also need to get the main decision-makers to draft your plan. On the basis, start discussions and brainstorming drafts-re-discuss-revise-re-discuss, generally, from the first draft of the planning book to the final implementation of the plan, if the planner experience is in place, up to 3 round-trip discussions, the plan can Refinement to the implementation level, whether it has been refined to the execution level, the key depends on whether the "work time schedule", "task division", "item list" and "cost analysis table" are the most important execution documents. .

With the development of the conference market, some cities have become hot destinations for conferences due to the attraction of various aspects of their conditions. A new urban development model was born, called the Metropolis model, which is accompanied by the development of the conference market. The formed form of meeting industry gathering is a meeting industry-led meeting place dominated by meeting reception, with large-scale meeting facilities, leisure and vacation projects, and hotel reception capabilities, including meeting-type resort hotels or administrative areas that reach a certain scale. The scope of force can be divided into international, national, and regional; according to scale, it can be divided into urban and resort hotels; according to scale, it can be divided into

1.Small town of Davos, Switzerland

The beautiful scenery and picturesque scenery of Davos is a "paradise on earth" in the hearts of Europeans. however,

budget

Conference and exhibition budgeting is not a concept. Generally speaking, the conference budget includes the following aspects:

1. Transportation costs

Transportation costs can be broken down into:

(1) Transportation cost from departure place to meeting place-including flight, railway, highway, passenger ferry, and transportation from destination station, airport, terminal to accommodation place

(2) Transportation costs during the meeting-mainly the transportation costs of the conference venue, including transportation from the accommodation to the club, transportation from the club to the dining place, transportation from the club to the business communication venue, business inspection transportation, and other participants may use Schedule transportation.

(3) Farewell and return transportation-including transportation, railway, highway, passenger ship and accommodation to the airport, station, port transportation costs.

2. Meeting room / hall costs

It can be broken down into:

(1) Rental of conference venues-Generally speaking, the rental of venues already includes some common facilities, such as laser pointers, audio systems, tables and chairs, podiums, whiteboards or blackboards, oil-based pens, chalks, etc. Regulation facilities are not included-such as projection equipment, temporary decorations, display racks, etc., and additional budget may be required when non-podium speech lines need to be installed.

(2) Rental fees for conference facilities-This part of the cost is mainly for leasing some special equipment, such as projectors, laptops, mobile simultaneous translation systems, venue display systems, multimedia systems, video recording equipment, etc. Pay a certain use security deposit. The rental cost includes the technical support and maintenance costs of the equipment. It is worth noting that specific requirements for the various performance parameters of the equipment should be made when leasing (usually you can consult a professional conference service company in order to obtain the most suitable price-performance ratio), otherwise the conference may be affected. In addition, due to the different brands, origins, and old and new of these conference facilities, the rental prices may vary greatly.

(3) Expenses for venue arrangementIf it is not a special requirement, generally this part of the cost is included in the venue rental cost. If you have special requirements, you can negotiate with a professional conference service provider.

(4) Other support costs-These support usually include advertising and printing, etiquette, secretarial services, transportation and storage, entertainment and health care, media, public relations, etc. Based on the temporary nature of these support, if the conference organizers are looking for support in these industries, the cost may be higher than the market price. If professional conference service providers are represented, they will receive relatively low-cost and professional service support.

For these individual service supports, the organizer should detail each requirement as much as possible and sign a service agreement separately.

3. Accommodation costs

The cost of accommodation should be very well understood-it is worth noting that some of the prices in the accommodation are full prices, and some require additional government taxes. For conferences, accommodation may be one of the main expenses. Finding a professional conference service provider usually gets a better discount.

The normal accommodation fee is not only related to the hotel's star rating, room type and other factors, but also related to the open service items in the guest room-such as long-distance communication in the guest room, washing and changing, minibar drinks, one-time laundry change, Internet, fruits Whether the provision of other services is open. The organizer of the conference should make clear the service items and scope that the hotel should close or open.

4. Catering expenses

The cost of catering for a meeting can be simple or complex, depending on the needs of the meeting agenda and the purpose of the meeting.

(1) Breakfast

Breakfast is usually a buffet. Of course, you can also take a table-style meal. The cost can be calculated according to the number of people. Reasons to refuse to settle according to the actual number of meals-instead to charge a fee based on the number of people who booked)

(2) Chinese and lunch

Lunch and lunch are basically dinners, which can take the budget of the number of people-buffet style, according to the table budget-table style. If the organizer wants the consumption of drinks to be purchased by the restaurant instead of being provided by the restaurant, the restaurant may charge a certain amount of service fees.

(3), drinks and service fees

Generally, if you dine in a high-star hotel restaurant, the restaurant is forbidden to take away drinks by the organizer. If you can take out drinks, the restaurant usually needs to charge a service fee. Meetings and banquets in high-star hotels usually charge a service fee of about 15% based on the basic consumption level.

(4) Tea break at the venue

This cost is basically budgeted by the number of people. During the budget, food and beverage combinations for tea breaks at different periods can be proposed. The tea break price notified by the organizer usually includes service staff costs. If the organizer needs non-program services, an extra budget may be required. Generally, there are two types of tea breaks: Western and Chinese. Western styles are basically coffee, black tea, western desserts, fruits, etc., while Chinese styles are boiled water, green tea or flower tea, fruit tea, fruits, coffee, Mainly fruit and snacks.

(5) Party Party / Dance

In fact, the budget of the party / prom may be more complicated than a separate banquet. As long as the banquet has set the standard and size of the meal, the budget is easy to calculate. However, the budget design of the cocktail party / prom to the venue and program support, its budget may take a long time to confirm:

5. Audiovisual equipment

Unless done outdoors, the cost of audiovisual equipment is usually negligible. If you have to do it outdoors for the purpose of public relations, the budget for audiovisual equipment is more complicated, including:

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

Equipment transportation, installation, commissioning and control technician support costs, which can be provided by MICE service providers.

Sound source-mainly the choice of background music and entertainment music, the organizer can bring their own or entrust agents

c. Actors and shows

You can usually select a show and calculate by show-the budget amount is usually related to the difficulty of the show and the number of participants. If there is a fixed performance at a suitable location, the budget is simple, and it is directly related to the number of people watching the show-except for special or charter.

d, other-snacks, fruits and color wine

6.Miscellaneous expenses

Miscellaneous expenses refer to the expenses incurred by some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, model and etiquette services, temporary props, fax and other communications, courier services, temporary health care, translation and guidance, temporary business Cars, currency exchanges, etc. The budget for miscellaneous expenses is difficult to plan. Usually, unforeseen expenses can be added to the conference expenses budget as a mobile treatment.

So how does the budget of the exhibition compare to the budget of the conference?

The exhibition budget and the conference budget have the same place, but also have different places-

The same places: accommodation, food and beverage, business inspection expenses (if there is an inspection plan).

Different places: exhibition venue rental, exhibition arrangement, exhibit transportation and storage, small press conferences or receptions.

Exhibition venue rental: If the exhibition is held at a fixed exhibition venue, the rental budget for the exhibition venue is usually calculated as a booth. The international standard booth area is usually 3mX3m, and the partition height is between 2.3m and 2.5m. Standard facilities include spotlights, chairs, data tables, and power supplies. The owners of the exhibition hall usually have the following equipment available for lease: exhibition stands, audiovisual equipment, multimedia equipment, decorative supplies, small handling tools, etc.

If exhibitions are held in other public places (such as municipal squares or stadiums, etc.), the budget for venue rental is difficult to predict-usually negotiable, calculated on a daily basis, price and venue crowd concentration and exhibition time (whether important holidays) Etc.) related.

invite

No matter what kind of conference or exhibition, the sponsor certainly hopes that the right person (client) will participate. As a host, the way you invite is very important. Generally, invitations include three procedures: information release, receipt processing, and confirmation notification.

Information releaseprinted media (including invitation letters, organization documents, meeting notices), e-mail, print media announcements, electronic media announcements and other forms. Usually the information release includes the theme, time, place (tentative or candidate), main agenda and arrangements, costs and standards, etc. Some also come with a meeting (exhibition) plan, which allows participants to understand the meaning of participation and expectations of the exhibition .

ReceiptsFor the organizers, receipts are one of the signs that determine the success of an event planning event. After receipt is received, statistics are usually required (Before that, it is necessary to remind that the design of the receipt form is very important, it should be reasonable and satisfactory, and it should include the following information-clear number, job title, gender, contact information, expected arrival Destination time, welcome requirements, etc.), confirm the receipt is valid (usually marked by the payment of conference fees), the next thing to do is to allocate resources-mainly the arrangement of booths and hotel accommodation. Confirmation of receipt is a confirmation notice. Issued after all this is done. Receipts can take many forms-fax, letter, email, web receipt, or phone. It should be noted that if the exhibition subject allows, the special requirements of the participants should be considered, such as family members, accompanying persons, health requirements, transportation agents, eating habits, accommodation requirements, etc. If the receipt is clear, then the orderly arrangement of the exhibition Will help a lot.

Confirmation notice-If the conference expenses are confirmed or there are other ways to confirm, a confirmation notice can be issued. At the same time, the exact location, time, agenda, sign-in procedures and precautions of the exhibition should be issued.

Check-in and check-in arrangements

For small business meetings, signing in is relatively easy, just a directory registration. But if it is a large conference or exhibition, then signing in is a complicated task.

Normally, the registration of a meeting is linked to the accommodation arrangement. For large-scale conferences, if the sign-in process does not appear to be confusing, the necessary processes and preparations are necessary-receipt statistics, sign-in forms, guidance and assistance staff, accurate hotel room numbers and room numbers, room allocation tables, keys, labels Small envelope of the occupant's name and room number (built-in room key, usually provided by the hotel), relatively obvious path instructions for staying at the hotel, meeting (exhibition) instructions, detailed meeting (exhibition) schedule, inspection routes and participation methods, hotel function development Closing instructions and payment standards, return booking and confirmation, conference transportation usage methods and payment standards, etc. If possible, try to use a computer for check-in. Under normal circumstances, there should be no less than 6 service personnel-the working time should be reasonably allocated according to the arrival time of the exhibition participants.

If the receipt project is well designed, it will be very helpful for check-in and check-in arrangements.

Catering arrangements

Generally speaking, the exhibition does not arrange food and beverages (except for specially invited guests or important customers), and the conference usually arranges food and beverages uniformly. Catering arrangements usually come in two forms-buffet or table round meals. The categories are Chinese, Western and Halal.

The unified arrangement of catering meetings is very important for cost control. Generally, buffets can be issued with coupons (many hotels have minimum requirements for the number of buffets for buffets). Meal labels and recipes can be formulated in advance to strictly distinguish between formal representatives and accompanying persons. Personnel, family members, and special requesters can negotiate with the restaurant. Table-style catering arrangements are more complicated-especially for large conferences. The issues that need to be considered for a table-type catering arrangement are: meal opening time, number of people per table, meal vouchers, arrangements with the same table, special eating habits, types of drinks and payment, etc. It should be reminded that pay attention to the hygienic conditions of the restaurant and utensils during the pre-conference inspections, so as not to cause health problems to the diners. If the diners are unable to gather for meals on time, they can adopt the practice of having enough tables to open seats to ensure the rights of the diners.

Communication / Reception

Communication / reception usually requires careful planning. The purpose of the reception is to strengthen public relations and customer friendship, so the atmosphere is very important.

Communication / reception is usually held in a relatively closed and distinctive place. The involved links are: band (or audio, sound source), programs and actors, program list, drinks, fruits, snacks, barbecue food, props, barbecue utensils, emcee, transportation, weather forecast, second plan, electrical technician, security Personnel, temporary dance partners, fireworks, chefs, service staff, etc.

Key points: venue, program, emcee, security and service procedures.

Due to the different scale and purpose of the reception, there is no complete standard reception model, and only some examples of the reception that have been held can be used.

Press conference

Press conferences include press conferences, press conferences, and receptions. Generally speaking, the reception is more free and casual, informal, and the atmosphere is relatively relaxed. It can be held separately or attached to other forms, for example, some hold a reception or tea party after the reception. Press conferences are generally thematic and feature "answer reporters' questions". In addition, the press conference can be performed by the person in charge of public relations, and the press conference is usually attended by higher-level officials. Of these formats, the most common is a press conference.

Elements of a press conference:

Purpose

The target audience for information release

To be invited

Press conference scale

The things involved in a press conference are similar. Generally speaking, these parts include:

1. Event planning and theme determination

2. Program planning and agenda

3. Material preparation

4. Participants invite, communicate and confirm

5. Time, venue implementation and scene layout

6. Product display, demonstration and information release

7, scene atmosphere control

First, clearly understand the goals to be achieved at the conference and the type of conference to determine its specifications, direction and basic style.

In general, press conferences can be divided into the following categories, and the styles basically follow the following routines:

1.Political-seriousness

2, high-tech products-formal with liveliness

3.Agricultural category-friendly, environmentally friendly

4.Cultural category-cultural sense, historical sense

5, general industrial products-sense of technology, quality

6, entertainment class-lively, avant-garde

7, fashion products-classic with a sense of time

8.Arts and crafts--classic, ancient

9.Other categories-corresponding style

2. Establish a preparatory committee to organize relevant personnel and determine organization and personnel protection.

A press conference involves all aspects, all tasks are linked, interconnected and intersected, and must be coordinated and arranged in a multi-pronged and simultaneous manner. It is difficult to complete only by one's own strength.

The principle of establishing an organization: First, the "professional principle". Professional people do professional things and know others well. For example, in the communication of dealers, the marketing department is the counterpart. Among them, the communication between experts and officials generally requires the head of public relations and the senior management of the company to come forward, without setting up another group. The communication in the press and the preparation of information are the professional expertise of the personnel of the public relations department, so there is no separate group for the communication in the press. The second is the "balance principle". Each group has a relatively balanced workload. It is the "principle of division of labor". The division of labor should be clear and the responsibilities should be clear to prevent the phenomenon of mutual recommendation. In addition, the division of labor and horizontal cooperation must be clear. The fourth is the "flat principle". Generally, there are multi-level " "Pyramid" structure, but in medium-sized activities, it is not appropriate to have many levels to ensure flexibility and mobility, not too many people, lean and efficient; the fifth is the "principle of the system", although it is a temporary organization, but once it joins the organization, Personnel should be subject to rules and regulations.

The conference usually involves various departments. Generally speaking, the company or organization's senior management and the deputy general manager in charge hold certain positions in the preparatory committee. Company executives and even the top leaders will have some speeches and statements. Throughout the event, the work of personnel in related departments may conflict with their daily work in time. It is important to win the understanding and support of various departments.

Organizing a press conference involves a lot of energy and time. If conditions permit, you should ask a professional company agent.

Third, determine the time, process and target management, and do a good job of feedback and adjustment.

Time control is usually expressed in the form of a time schedule (countdown). Pay attention to the reasonable timing, and at the same time leave room. Generally speaking, the previous time and schedule should be arranged tightly to ensure that there is time to adjust and improve.

The whole activity is a systematic project, and the process management refers to the mutual connection, coordination, and cooperation between the various work contents in the activity and its organically combined process management. For example, in the event, the theme content and meaning can be determined to determine the agenda, specifications, the size and specifications can be determined to determine the number of people, the number of people can be determined to implement the venue, the venue can be implemented on the site and so on. Process management enables the general coordinator to have a clear understanding of the various parts of the whole activity, which is convenient for finding out the key points, priorities, and difficulties of the work, which is generally represented by a block diagram.

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

The event planning mainly includes the following:

1. Conference agenda planning and arrangement Most of the press conferences involve speeches, reading manuscripts, and routine demonstrations. In fact, although the press conference is a formal conference, it can be done more actively, especially the opening of the conference.

When scheduling the meeting agenda, pay attention to compactness and coherence. From a practical point of view, it is generally appropriate to control for one to two hours. Especially speaking time, the number of words in the speech should be controlled to make the question clear, not too long or too short. In practice, 15 minutes to 20 minutes is more appropriate.

2. The theme of the theme planning conference can be taken in various ways. Commonly, the words "XXX conference" appear directly in the theme, and some have a large theme.

In addition, according to the regulations of the relevant national press and publication departments, all press conferences with the word "news" in the subject must be approved by the national press and publication department. Generally speaking, in practice, many companies omit the word "news" and use other terms.

Determining the participants is a very important task and a factor that changes a lot, and its changes will affect the specifications and scale of the entire press conference, and then affect various factors of the conference. For example, the presence and absence of important people may affect the specifications, or for convenience, the meeting place or part of the meeting is changed to the airport, VIP room, or time adjustment. Therefore, this is the "key point" of the overall coordination work control and it should be focused on.

In the selection of participants, the principle of service publishing content is required, and relevant personnel are selected to participate. Generally speaking, officials choose people who speak a lot of weight, while experts are people who have achieved or famous in the field.

News reporters are the main focus of the press conference. Generally speaking, first create a list of invitations, send out invitation letters a week in advance, and then implement them by phone. News events that are more sudden can be made by telephone and fax. Do a good job of classified statistics after implementation.

Fifth, draw up an event plan and specific operation plan.

An event plan is a strategic and tactical text that guides the entire event for planning the event. Generally, it is provided by the core members of the conference.

The specific operation plan is used in the enterprise or to assist the agency public relations company to guide the specific operation of the entire activity. It is generally more detailed, specific to each step of each person, and even to the content of the badge, and the time is specific to minutes. One person for general meeting staff.

6. Press releases and related materials are prepared to be provided to the media. They are generally organized in the form of advertising tote bags or document bags, arranged in order, and then distributed to the news media before the press conference. The sequence is:

1. Agenda of the meeting

2. Press release

3. Speeches and Speeches

4. Company / Organization Brochure

5. Related pictures

6.Souvenirs (or souvenir vouchers)

7. Business card of the person in charge of corporate news (further interview after news release, mailing contact after news release)

The press release includes the following:

1. News release. The number of words is short, generally within 1000 words, and the release is fast. Some media have published it less than an hour after the conference.

2. Newsletter. The length is long and the content is substantial. Generally, it is an in-depth analysis with emphasis on reporting. Issues such as the unclear background of the message can be elaborated. The message is usually one article, and the newsletter can provide multiple articles from different angles, or it can be expressed in the form of a reporter's question.

3. Background material.

4. Picture information.

The above information is generally provided in written form, and can also be in the form of a computer CD-ROM or floppy disk.

5. Important speeches. Useful statement for journalists. For example, the speeches of the company's top person in charge, the speeches of the leaders in technology and marketing, etc., and the speeches of some newsworthy representatives can also be included in the journalist's information, but it is based on the benefit of reporters.

6. Company or organization brochure.

7. Materials for important persons and celebrities attending the conference.

7. Time selection, site implementation and site layout.

Time selection is an art in news planning. Different release timings have different effects.

Corporate conferences should avoid major events and meetings during the conference. For example, during the "two sessions," the layout is tight, and most reporters have arrangements, and time cannot be guaranteed. Sometimes it is necessary to approach some timing, such as when the correlation is great, to play a borrowing effect.

In addition, in terms of time, generally choose a day that people can easily remember, such as festivals, at the beginning and end of January, and also avoid some taboo days. If it is Saturday, Sunday, or other holidays, consider doing it in the afternoon.

In terms of site selection, the following points are generally considered:

First, taste and style.

The venue can choose outdoor or indoor, but indoor is common. Because all aspects are better.

The hotel has different star ratings. From this press conference, it is possible to choose five or four stars.

In addition, informal meetings, or product attributes that are closer to nature and health, can be convened in summer resorts and other places.

Hotels also have different styles and different positioning. When choosing a hotel style, pay attention to unify with the content of the conference.

Second, it is practical and economical.

Capacity of the conference hall? The size of the podium? Projection equipment, power? Set, chest microphone, remote microphone? How about related services? Provision of accommodation, wine, food, drinks? Is the price reasonable? Is there a waste of space? Wait, these have to be considered.

Third, it is convenience.

How far is it from major media and important people, is the transportation convenient, and is parking convenient?

Site layout includes:

1. Background layout. The theme background board, which contains the theme and the date of the meeting, and some will write the city to be held. The colors and fonts should be beautiful and elegant. The colors can be based on the corporate VI.

2. The layout of the hotel's periphery, such as the hotel's external banner, vertical banner, air balloon, arched door, etc., varies from hotel to hotel.

3. Seat placement.

Display method: The press conference is generally placed on the desk plus the desk, and some informal and discussion meetings are displayed on a round table. Pay attention to identifying podium personnel. However, in many meetings, there is only one moderator on the podium, and VIPs sit in the first row below.

Principles of placement: "High positions should be in the front and middle, and others should be in the back."

Pay attention to the reservation of seats. Generally, some tableless seats will be prepared at the back.

4. Relevant equipment should be repeatedly debugged before the press conference to ensure that it does not fail.

5. Sign-in and welcome: Generally, there are guidance and welcome signs at the lobby, elevator entrance, and turns. Generally hotels have this service. You can invite Miss etiquette to welcome you in advance. The general meeting will ask the participants to leave a business card and prepare a "please give me a card" box.

8. Site control.

On-site control is part of the general coordinator's resilience. In fact, a good coordinator will put the work ahead: the first is to prevent the occurrence of variables. For example, do some training and do rehearsals beforehand. From a practical point of view, the sudden changes at the scene are often due to poor communication, poor consideration, and negligence in etiquette. These aspects should be emphasized; secondly, alternatives must be prepared in advance; again, attention should be paid to accumulating on-site flexible handling skills.

For the officials and dealers who come, there must be someone to accompany and communicate, and for reporters who come, they should be treated equally, and certain conditions cannot be disclosed to Media A and confidentiality to Media B. It is generally inappropriate to tell others about the news that reporters personally dig.

In the control of the atmosphere, the general coordinator is on a balanced "center of gravity". The atmosphere is relaxed and lively, and the mood of the participants will be relaxed. Another important factor is the moderator. If you are the moderator yourself, it will be better, but it is often a lack of skills. Therefore, in the press conference, you need to arrange some things in advance. Have a general understanding and grasp of the style of the meeting.

In the process of product demonstration and explanation, some modern scientific and technological methods can be used in combination with the prepared schematic diagrams, 3D graphics, videos, slides, etc. to help the participants' understanding.

When answering a reporter's question, in general, a lead answerer is responsible for answering, and if necessary, if it involves a professional question, it is assisted by others.

In China, most journalists don't raise the issue of malicious inconvenience, and sometimes even the issue of innocent inconvenience is rarely involved, and they often feel that it is not too exciting. In fact, questioning can reflect the breadth and depth of the reporter s understanding and grasp of the content of the conference. It is a point for the reporter to put forward controversial points, key points, difficult points and public concerns from the public's standpoint, and it is more helpful for communication.

Before the press conference, a general outline of reporters' questions and answers will be prepared, and consensus will be reached in advance, especially the main and auxiliary questioners must reach consensus.

During the press conference, reporters' questions should be answered carefully, irrelevant or excessively long questions can be politely stopped, and some issues involving corporate secrets can be directly and politely told that it is corporate secrets. Generally speaking, reporters can understand, and some can respond euphemistically. It is not advisable to adopt the "no comment" approach. For complex questions that require a lot of explanation, you can simply answer the main points first and invite them to discuss after the meeting.

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

After the conference, before the banquet, more in-depth interviews are usually arranged in the VIP room.

Seminar

Seminar conferences are usually highly professional, and the number of participants is not very large. Unless it is an industry standard discussion, it usually does not exceed 100 people. The key point of this type of seminar is the choice of venue and location.

Venues-In addition to the general main venue, small clubs are usually required for group discussions. In addition to retaining the host, other seats should reflect the spirit of equality, and the microphone used for speaking should be in each seat-unless there are less than 15 people.

Regarding the location, usually choose a relatively closed, quiet, and confidential place. It is best to have a club in a beautiful suburban environment-it should meet the requirements of night entertainment, teamwork training, scene change, and relatively convenient transportation.

Training session

Training conferences are also professional conferences, usually held within the company or the education department. In addition to the nature of seminars, there are more skills exchange and knowledge transfer, so the training conference has relatively high requirements on the venue-in addition to the general closed venue, there should be various types of extended training facilities or venues, if possible There should also be high-quality relaxation venues. Key points of the training session: venue, training facilities and trainers.

Association meeting

Society meetings are usually pure meetings and often require written information such as a declaration or resolution. So club meetings are often held in conjunction with press conferences. To hold such meetings, voting facilities, on-site member ranking, and venue control are key. When making a budget, you should consider the cost of the mediaincluding invitations from journalists, transportation, accommodation, and catering arrangements.

Non-profit / technical forum

Most of these meetings are open meetings. The series of chapters are the characteristics of such meetings, so the choice of meeting place is very important. The basic requirement is that it can be divided or the main venue is attached to a small venue, and the requirements for conference facilities are relatively high. Interpretation, media journalist entertainment, multimedia, live video and discussion venues may all be requested. In addition, if the venue where the conference is hosted cannot meet several segmentation requirements, then conference traffic will become an important consideration.

Order Exchange Meeting

This type of meeting is actually exhibition in nature, so the requirements of the venue are relatively special. The ideal venue should be a dedicated exhibition hall or convention center, and a business club or similar venue would be perfect. If it is a small order exchange meeting, it can be set up in a large business hotel. The key points for organizing or acting for such meetings are: venue selection, venue control, and exhibition layout.

Secretarial services

The so-called secretarial services provide various secretarial, diligent, temporary procurement, temporary driver, and guide services to the exhibition organizers. These services are usually provided on an ad hoc or on-time basis, and are generally calculated by category when budgeting. They are not subdivided-they can be calculated at unpredictable costs or by other categories. If operating through an agency, it is necessary to tell the agency to be ready for service. The final service cost calculation between the agency company and the organizer will be signed and approved by the contact persons designated by the two parties, and will be approved by the financial or related personnel of the two parties.

Tea break

Tea breaks may not be needed for general large-scale meetings. For small and medium meetings, especially company or organizational high-level meetings, inter-session tea breaks are very important. The definition of a tea break is a small and simple tea party set for the rest of the meeting and the atmosphere adjustment. Of course, the drinks provided may not be limited to Chinese tea, and the snacks are not limited to Chinese snacks.

Generally, tea break preparation includes snack requirements, drink requirements, decoration requirements, service and tea break opening time requirements, etc. Generally, different drinks and snack combinations can be changed at different times. Generally speaking, the tea break is classified into Chinese and Western. Chinese drinks include mineral water, boiled water, green tea, scented tea, black tea, milk tea, fruit tea, canned drinks, trace alcoholic beverages, and snacks are generally various types of pastries, biscuits, bagged food, seasonal fruits, fancy fruit plates, and so on. Western-style tea break drinks generally include various types of coffee, mineral water, low-alcohol beverages, canned drinks, black tea, fruit tea, milk, fruit juice, etc. The desserts include cakes, various desserts, pastries, fruits, fancy fruit plates, and There are also Chinese pastries.

translation

Some people may think that the translation is just a megaphone and a tool, so the arrangement of the conference translation is as simple as other props, as long as it is "purchased". In fact, translation is a tool, but translation is a special tool. It is a person with a way of thinking who is responsible for the transmission of ideas (sometimes it is a lubricant or buffer for deadlock). So translations, especially those temporarily hired, deserve to be taken seriously.

Many so-called translations are not generalists (in other words, there may be no concepts in other fields except the knowledge that the translator has already mastered), and conferences often involve a lot of technical terms, and they are usually very rare words or combination words, so It is necessary to communicate in advance. In addition, the speakers should be told the usual speaking speed. If conditions permit, they can hand over the past mapping materials to the translators, familiarize them with them, and tell the translators about the general discussion or the content involved in this meeting. Of course, in order to prevent the leakage of trade secrets, the necessary constraints on translation should be-usually in writing, how long to contact a confidential translation should not be disclosed to outsiders, during this period the employer has the right to request that the translation be kept confidential, and The right to ask the translator to compensate for the losses caused by the leak.

Vehicle dispatch

Important international conferences, important industry conferences, well-known company global or regional conferences, usually with a large number of participants and high status. If the host is located, vehicle scheduling may not be a problem. If it is held in a different location, then vehicle scheduling It is worth studying. Generally, organizing conferences in different places basically entrusts local professional agencies as agents. Vehicle dispatching involves communication between the sponsor and the agent, as well as the problem of vehicle sources at the meeting place. For the organizer, usually only the car use and arrangement requirements are proposed, while the agency company must consider the time arrangement, the reasonable number of vehicles scheduled, walking time and routes, and so on. Therefore, the organizer should inform the agent in advance of the relative accurate arrival time, number of participants, the identity of the guests arriving during this time period, and the vehicle use standards, and tell the agent if there is any remedial measures and willingness to take if the situation does not match the notice The price to bear for this.

Health protection

Under normal circumstances, health protection does not need to be included in conference or exhibition planning. However, for special meetings, such as those attended by well-known senior scholars, experts with physical disabilities, or government officials, health protection should be included in the conference plan. The main contents include the collection of medical information at the host place, the distribution of specialties, the call of emergency vehicles and payment methods, the purchase of small quantities of commonly used medicines, the improvement of barrier-free access and sanitary equipment.

Insurance knowledge

Organizing an exhibition requires insurance. The organizer of the exhibition is generally not responsible for the loss, damage, and personal injury of exhibitors, as well as third party injuries and deaths in the booth. Therefore, exhibitors need to arrange insurance themselves. Insurance involves issues such as the type of insurance, the amount of insurance, and the duration of insurance. Insurance not only covers exhibits and transportation, but also booth personnel, visitors, etc.

The exhibition involves more insurance risks than ordinary people think, including exhibition cancellation insurance, exhibition delay insurance, political insurance, employment liability insurance, transportation insurance, war insurance, fire insurance, theft insurance, damage insurance, personal injury insurance, public liability insurance, Personal accident insurance, personal property loss insurance, medical insurance, etc., have a wide range of names. The more remote types of insurance include the main spokesperson of the exhibition subsidiary seminar. However, it is not necessary for exhibitors to insure all types of insurance, and to choose insurance types according to regulations and needs. Basic insurance includes exhibits, transportation, personal and third party related insurance. The exhibition organizer, transportation company, construction management department, etc. will stipulate some mandatory insurance requirements, and these regulations shall be implemented. In addition, exhibitors can handle other types of insurance according to their actual needs. For exhibitors, the main points for applying insurance and applying for insurance are as follows: exhibits and props insurance, the warranty period should include the transportation and exhibition process. Insurance types include theft insurance for exhibits and fire insurance for props.

Transportation insurance is insurance for arranging exhibits in the process of losing and exhibiting. After the exhibits have been shipped and the bill of lading has been obtained, insurance procedures will be processed at the clearing price. Generally handle all risks and obtain insurance policies. The insurance period ends when the goods are shipped from the domestic warehouse to the domestic warehouse. Reinsurance business can be handled by the underwriting bank. Other types of insurance are determined according to compulsory insurance requirements and actual needs, such as war risks. If the goods are damaged or lost during transportation, you should try to obtain a claim document from the party responsible for the accident. If a claim document cannot be obtained, the responsible party is required to write a certificate. The damaged party fills in the damage report and submits the claim list to the insurer for claim procedures. The claim period is generally one year.

Third party liability insurance. In order to prevent accidents of construction workers during construction and prevent accidental injury to visitors during the visit, such as collapse of the display rack and crushing visitors, third party liability insurance should be insured during the exhibition construction and exhibition.

Exhibited personnel insurance, including medical insurance, personal accident insurance, personal property loss insurance, etc. For example, the aircraft has not yet reached 100% safety. Therefore, some exhibitors take out personal insurance for their booth personnel. This is additional insurance in addition to the insurance included in the price of the plane. In the event of an accident, the injured party will receive two compensations from the airline and the insurance company.

Insurance should be a business owned by the exhibition industry. Most of the exhibition insurance is arranged by the exhibitors after summarizing the transportation, construction and other stipulated terms after listening to the insurance company's recommendations. Exhibitors can generally use insurance companies with long-term relationships. If there is a regulation in the place where the exhibition is required, a designated insurance company must be used. Exhibition organizers usually recommend reliable insurance companies. Some professional exhibition insurance companies can provide a package of exhibition insurance.

If exhibitors have long-term insurance, they can no longer apply for insurance specifically for exhibitions. As long as the exhibition insurance is included in the long-term insurance coverage, the insurance company may not increase the insurance premium. If the group exhibition organizer applies for insurance, if there is a long business relationship, the insurance company can also provide preferential standards.

Organizers of collective exhibitions generally do not bear the insurance costs, but they often handle insurance in a unified manner. Collective insurance can save the exhibitors' energy and the cost sharing standard will be lower.

The most important document of insurance is the insurance policy. Other documents that may be used are damage reports.

Etiquette and welcome

For meetings, the necessary etiquette seems warm. Etiquette work generally includes model convening, program decomposition, simple training, costume prop preparation, etiquette execution, etc.

It is worth noting that the cultural quality of etiquette and the basic skills of foreign languages are examined, and one cannot simply look at the shape to decide whether to hire. Another point is whether the personality of etiquette meets the job requirements.

Meetings on various topics have different requirements on etiquette. Academic conferences and government meetings require models to dress more elegantly, which cannot rob the image of experts and government officials. Sales conferences require models to add icing on the cake to companies and products. Dress as brightly as possible, consistent with the quality image requirements of the company or product.

Exhibition etiquette planning

With its unique professional and targeted characteristics, the exhibition has gradually become an excellent tool for international and domestic enterprises to directly face customers and show themselves. At the same time, a new etiquette culture was born, showing etiquette. The exhibition etiquette was first formed in an exhibition in Paris, France, in the 1940s, and then formed a scale in the 1970s, and gradually developed towards professionalization and regularization. In the late 1980s and early 1990s, the exhibition etiquette gradually developed in China.

Etiquette planning is the elaborate planning of professional planning companies to provide the companies participating in the exhibition with the most perfect design plan for exhibition activities. It includes hardware booths, booth layouts, and various sound, light, and electrical effects that cooperate with it; software promotional activities, training and packaging of exhibition etiquette models, etc., to maximize the company's advantages. The main purpose of the company to participate in the exhibition is nothing more than to increase the company's popularity, attract customers, negotiate cooperation, and establish a good brand image in the eyes of customers. But the prerequisite for achieving these goals must be: first attract as many people as possible. Exhibitors usually leave this task to the exhibition etiquette planning company.

How to plan exhibition etiquette so that enterprises can stand out in Wanshang Cloud?

1. To understand the type of exhibition, corporate brand, product characteristics, booth style, the surrounding environment of the booth and the situation of competitors;

2. The creative planning of the entire etiquette activity through the mastered information. For example, to achieve film and television effects, commentary effects, dubbing effects, etc .;

3. According to the display style, choose whether the etiquette lady is lively and cheerful, small and exquisite or modern performance model;

4. Design and manufacture clothing according to the selected model. The exhibition clothing requires novel and pleasing to the eye. It can be divided into stable and bright type according to creativity. In short, it can fully express the characteristics of an enterprise;

5. Divide models according to creativity, such as: narrators, actors, showcases, and receptionists for personnel training;

6. During the exhibition, the management of the etiquette planning company and the play of Miss Etiquette also had a great impact on the success of the exhibition. At the 1996 China International Auto Show, world-renowned cars gathered and achieved unprecedented success with great success. Behind the success, etiquette planning in the exhibition is indelible. Famous cars such as Mercedes-Benz, BMW, Honda, and Mitsubishi have not only devoted great efforts in booth design and technical professionals, but also worked on etiquette planning, personnel selection training, and clothing selection. When we walked into the exhibition, Ms. Honda's clear voice made people amazed; Ms. Ford's live performance made people linger, and the exquisite booth and elegant lady even showed the car's famous brand. These exhibition etiquette ladies are ingeniously integrated with the brand, model, style and characteristics of the car, which complement each other, reflecting the delicate and originality of the exhibition etiquette planning. With the sensational effect of the auto show, the exhibition etiquette planning has received more attention.

When it comes to models, most people think of fashion shows, but they don't know much about exhibition models. People usually think that the exhibition model is not just to invite a few beautiful ladies to stand there and distribute information? Just to be right here, the beautiful lady sends information to promote the corporate image, but these are not enough. The beautiful lady alone is not qualified for the exhibition etiquette model, and the exhibition etiquette model must have good public relations quality. Such as: adaptability, pleasant sound, fluent interpretation ability, clothing model performance ability, rich etiquette common sense and so on. Some companies think that the professional and technical personnel in this company can cope with it, and no etiquette planning is required-yes, technical personnel can cope with technical problems, but it is difficult for technical personnel to attract customers' attention in a short time, unless the technical personnel have models Temperament and image.

As for the application of Miss Etiquette and etiquette planning in the exhibition, for example: At an international refrigeration exhibition in the China International Exhibition Center, the American "TRAE" company has achieved great success with excellent exhibition design and etiquette model planning. People are attracted by the unique display design of "TRAE". On the bright background curtain, a huge landscape painting hangs, symbolizing the goal of "TRAE" company to improve the living environment of people. At the booth, two beautiful young ladies took a photo with the guests with a smile. A professional photographer used an imaging camera to make this scene eternal. In just a few days, about 4,000 people got their own photo taken with Miss "TRAE". "TRAE" company's successful exhibition etiquette plan was temporarily spread as good stories.

Booth training

In order to ensure a good exhibition efficiency and effect, after the booth personnel are equipped, they must be trained. Both temporary hires and permanent staff, including senior company personnel, should receive training. The purpose of the training is to make the booth staff understand the purpose of the exhibition, master the working skills of the booth, and cultivate cooperation and collective spirit.

If conditions permit, arrange more formal training, at least simple job explanation and technical guidance before the opening. Training can begin immediately after the booth personnel are selected. The more formal forms of training include preparatory meetings or training courses, which can be from half a day to two days, but the location should be specially arranged. Try to use teaching aids such as projectors, handouts, etc. The training methods should be as formal as possible. The more formal, the more important the organizer's attention is, the better the training effect will be. If the main person in charge participates in the exhibition, he should also participate in training, which is beneficial to improve the training effect.

The training content must be systematic and the training materials must be compiled and printed. The exhibition industry associations, exhibition research institutions, and exhibition consulting companies in some European and American countries arrange special exhibition training. There are special training materials and videotapes for booth work, which can be purchased for reference. The training materials should indicate the level of confidentiality. The training content and steps can be divided into three parts:

1. Introduction. Including personnel introduction, preparation information introduction, exhibition information introduction, etc. The purpose of the briefing is to familiarize the booth personnel with the background, environment and conditions of the exhibition.

First introduce yourself to each other. The trainer and the trainee introduce themselves, not only the name and work, but also the knowledge and experience in the exhibition.

Introduction to the exhibition, including exhibition and booth conditions. Exhibition situation, including name, place, exhibition date, opening time, venue plan, exhibition location, entrance, office, restaurant, toilet location, etc., exhibition situation includes exhibition intention, exhibition purpose, target audience, booth location , Booth number, booth layout, overall arrangement of exhibition work, etc.

Introduction of exhibition activities, including press conference, opening ceremony, museum day activities, VIP reception activities, etc., and put forward corresponding work requirements for booth personnel. Exhibit introduction, we must introduce in detail each exhibit, its performance, data, usage, usage, etc. Market introduction, including sales scale, sales channels, rules and regulations, characteristics and habits, and sales prices.

2. Work arrangements. To arrange booth work for booth personnel and make requirements and standards, everyone on the booth must know and understand the purpose of the exhibition; arrange booth work, including audience reception, trade negotiations, information distribution, public relations work, journalism work, and follow-up work Management arrangements, including working hours, shift arrangements, daily booth meetings, records management, etc .; administrative arrangements, including accommodation, meals, travel, schedules and other arrangements for booth personnel. The main purpose of the exhibition is to complete the transaction. The preparation of the booth is based on this, including market research, preparation of supply sources, preparation of product information, preparation of trade terms, etc.

3. Technical training. Mainly training the reception and sales skills of the booth. Booth work is different from work in other environments. Even experienced salespeople should be trained in booth skills. Simulation methods can be used and comprehensive and systematic training materials should be prepared. In addition, if possible, it is necessary to cultivate the booth staff's serious work attitude, cooperation spirit and sense of collectiveness.

Order maintenance

For meetings or exhibitions, there is always hope for good order. The order of small meetings (especially companies or companies) is basically not controlled, but the control of order is very important for large meetings and exhibitions.

Large-scale meetings can be controlled by means of representative cards or tickets. If confidentiality is required, the representative cards can be specially made, printed with digital ID photos of the representatives, and security is set up at the entrance of the venue;

The control of the exhibition is more complicated, because the organizers and exhibitors are not concerned with the same goal. The organizer of the exhibition needs to control the order, and what the exhibitors need is to maximize the information and the convenience of information acquisition. Some exhibitions are accompanied by an in-exhibition meeting, and others have the nature of technical exchanges or forums, so all exhibitors or exhibitors are usually classified by their identities and levels to ensure that technical exchanges or forums are not disturbed by outside or unrelated exhibitors. The means of control are the exhibitor's badge with a barcode (need to be equipped with a code reader), or a magnetic card-type representative badge. In order to meet the needs of exhibitor information maximization at the same time, foreign countries have begun to introduce electronic business card management.

electronic name card

In the traditional exhibitions, it is indispensable to have a flying business card. Exhibitors always spend one or two hours to organize business cards after the end of each exhibition. To replace these tedious, you can use electronic business cards.

The so-called electronic business cards are usually made of magnetic cards or materials with barcodes-it can be said that they are specially made for exhibitors and visitors. Before issuing the certificate, the organizing committee will require exhibitors or visitors to enter personal information, including company name, contact information, personal title, company nature and business scope, etc., and then store these information in the card. At the same time, the organizing committee will purchase such magnetic card or barcode reading equipment for rental, and exhibitors are free to choose whether to rent or not. After the exhibitors rent the equipment, they only need to connect the equipment to their computers to start using it. When the buyer needs to give the business card to the exhibitor, he only needs to pass the admission ticket with his own information on the reading device, and all the information will be transferred to the exhibitor's computer in a blink of an eye. Exhibitors can also record the main points of the conversation between the two parties in the corresponding remarks column, so as to manage the buyer's information in a very orderly manner.

Although these devices are relatively expensive, they can be purchased and reused by the exhibition organizing committee. Exhibitors only need to pay a lower price to rent them from the organizing committee, which is very affordable and convenient. If every exhibitor and buyer uses an electronic business card, the exhibition can even be managed like a subway entrance and can accurately record the number of visitors.

MICE / Tourism

In fact, most of the exhibition investigations or tourism activities are specially arranged for guests and have public relations behaviors. Of course, some of the behaviors are not true business inspections (market research activities for obtaining industry or related industry information).

1. Real business inspections: In fact, the organizers have already made arrangements for such business inspections. The services provided by the exhibition agency are only the destination accommodation reservations and arrangements, transportation, crew and guides. If necessary, the agency Assist in media invitation and video production. The functions of the intermediary company are roughly equivalent to the organizer's leading service and logistics support department.

2. Convention and Exhibition Tourism: Generally speaking, convention and exhibition tourism basically arranges short-term trips, and the journey rarely leaves more than 500 kilometers from the venue of the exhibition and the time does not exceed 48 hours (mostly within 24 hours). A few trips can exceed 1,000 kilometers and can last up to a week-even internationally. At this time, the role of the intermediary company is equivalent to a travel agency, which will provide services such as route consultation, route package purchase, tour guide, attraction ticketing, vehicles, accommodation and catering arrangements, travel insurance purchase, and implementation of off-site return ticketing.

exhibition design

If the exhibition is a drama, the exhibition design is the theme of the theater. Sometimes exhibitors can put forward general requirements by themselves, and sometimes, the exhibitors may not refine them, and they need to communicate with the intermediary company to formulate them.

Domestic exhibition design is basically at the stage of plagiarizing foreign exhibition design. The available materials and the cost that exhibitors are willing to bear are far from international. Therefore, the cost must be considered in the design, and then the creativity must be considered.

The basic framework of the design should be based on the industry attributes of the exhibitors, the group of visitors, the background of the exhibition venue and the space settings. In the selection of materials for outdoor exhibitions, climate and safety factors must also be considered.

The choice of exhibition design is almost unlimited. Here are some experiences:

1. The shape should consider the maximization of booth utilization;

2. Modelling should consider the flow of people and the direction of flow;

3. The shape should conform to the aesthetic orientation of the visitors;

4. Modeling should consider construction difficulty and cost factors;

5, the shape must also consider safety.

In exhibition design, the use and selection of materials is also key. Some exhibition categories need to be calm, while some exhibitions need to be lively, some need to show technology, some need to show environmental protection, and some need to express art or humanities or social welfare. In short, the theme of the performance is a test of the choice of materials. In terms of exhibition agencies, exhibition agencies have professional advantages over exhibitors. Modern technology is developing rapidly, and new materials, new light sources, and new media are emerging endlessly. In addition to intermediary companies that can acutely provide exhibitors with exhibition design trends and aesthetic guidelines, they can also provide cost-saving methods for exhibitors.

Product booth decoration and use of exhibition tools

Although Chinese products have always been known for their low price and good quality, it is undeniable that they still cannot be rated on the overall image. In addition to the product design and decoration packaging, many manufacturers often ignore the decoration of the booth at the exhibition-this will also affect the product image.

In some well-known exhibitions, many domestic companies' booths still remain at the level of "three boards, one table and two stools", which are rigid and uninspiring. According to statistics, in large-scale exhibitions, more than half of the visiting buyers stayed at the exhibition for less than 8 hours. However, many foreign companies can effectively attract these buyers, leaving buyers with a deep impression on their products in a short period of time. In addition to the excellent quality and novel design of the product, the ingenious design and decoration of the stalls are indispensable.

Currently there are three main types of display appliances: one-time use display equipment, circular portable display equipment and circular rental-type display equipment.

Disposable exhibition equipment is generally customized by more powerful and creative exhibition engineering companies for customers. The materials used are mostly wood products. The advantage is that they can be adapted to local conditions. They can be changed by changing or even exceeding imagination. Reflect the corporate and product image. However, its shortcomings are that it is not easy to change once it is formed, and the single-use price is high, and usually it cannot be used multiple times.

Cyclic rental type exhibits usually have expensive materials, so users do not have to own the property rights of the equipment and can rent them from professional exhibition engineering companies. The advantage is that the structure is sturdy and the equipment is durable. The steel bracket is used to make the type. It is rich in 3D vision and can be changed at any time. It can be changed daily even at the same exhibition. .

The most commonly used are circular portable displays. This kind of exhibition equipment generally uses a foldable bracket supplemented with beautifully sprayed promotional pictures. It has a smooth overall line and does not have to be constrained by the traditional three-sided wall-type structure, which can better reflect the company's image and convey product information. The advantage of this type of display is that it is affordable and easy to carry. The standard display can be disassembled and folded and can be carried by one person, which is very suitable for long-distance transportation. In appearance, it can also change the beginning within the structure allowable range, or update the promotional image to match the new product. The downside is that change is not as diverse as the other two devices. In general, for domestic manufacturers to participate in the exhibition, it is more suitable to use the third type of portable display utensils, which can break the traditional image publicity method with only a small investment, and can be used in a consistent manner.