What Does an Officer of the Deck Do?

Meeting service refers to the presence of some on-site service staff at the venue, often referred to as "conference officers". These personnel must be fluent in foreign languages, familiar with the procedures of international conferences, and generally trained. They seem to be doing some specific service work, but they are an indispensable link to ensure the smooth progress of the meeting. The permanent secretariats of international agencies also have a department dedicated to conference service, which has a strict set of requirements for conference officials.

Conference Services

(Staff engaged in field service)

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Meeting service refers to the presence of some on-site service staff at the venue, often referred to as "conference officers". These personnel must be fluent in foreign languages, familiar with the procedures of international conferences, and generally trained. They seem to be doing some specific service work, but they are an indispensable link to ensure the smooth progress of the meeting. The permanent secretariats of international agencies also have a department dedicated to conference service, which has a strict set of requirements for conference officials.

1. Before the meeting starts, it is responsible for the registration of the participants, including signing in and receiving replacement form certificates, meeting documents and souvenirs;

2. Before the start of each meeting, check the credentials of the attendees at the entrance. After the meeting starts, invite the photo, text and camera reporters out of the conference room and close the door of the conference room

3. Welcome guests and guide delegates to wait for the designated seats;

4. Record the progress of the meeting and the contents of the speeches of the representatives;

5. Register the delegates who are required to speak, and send the list to the chairperson or secretary of the meeting in the order of registration. Note the names of the delegates, the country or agency they represent, and the order in which they speak. Some delegates requested that the speaking time be arranged in advance, some were later, some were centered, and some did not mention them.

6. Distribute representative speeches, statements, draft proposals, amendments, etc. on the venue. The speech is usually distributed during the representative's speech. If the manuscript has not arrived, it can be distributed at the moderator's summary or before the next meeting. To ensure the accuracy of the record, if the representative is speaking temporarily and has a manuscript, he can lend it to him after his speech and return it after copying;

7. Always be prepared to provide necessary meeting documents and related materials for reference during discussions;

8. Before the start of each meeting, check whether the lighting, room temperature, sanitation, brand name, tables and chairs, paper pens, drinking cups, (the host) gavel, and projection equipment have met the requirements;

9. Answer the emergency call and notify the required caller. Telephones in conference rooms usually only flash without ringing. The secretary should answer softly. Other personnel should answer the call outside the conference room to avoid disturbing the conference site.

10. The person in charge of conference services should check whether all types of staff are in place, such as voice interpreters, guards, electricians, etc .; whether various facilities such as electricity, air conditioning, sound, ventilation, and simultaneous interpretation are available for use. ^[1]

1. Receiving tasks: meeting name meeting nature number of participants meeting deadline meeting break schedule meeting activity range preparation content precautions.

2. Preparation before the meeting: monogram audio podium tea set drinks registration table sign-in book rest arrangement waiter equipment venue cleaning take over souvenirs, gifts (distribution) venue signs rehearsal exercise

3. Pre-conference inspection According to the items listed in the table, equipment and facilities, conference items

4. Leadership registration: Prepare hall signs leaders elevator leaders venue leaders signs register to distribute souvenirs according to invitations, tickets, etc.

5. Venue services: fragrant towels on the podium, drink service, fruit plate, VIP drinks at the venue, champagne service venue order maintenance services (cleaning up miscellaneous personnel) cleaning services commission agency services leading services out of the venue (sir, may I ask for help ?) Emergency treatment (fire evacuation, elevator ban, theft, transcripts of inquiries from interested parties, transcripts of inquiries from related parties, power outages, overflow, elevator shutdown, emergency rescue)

6. Clean-up after the meeting: remove meeting items tables and chairs tableware clean up and register the remnants of the participants clean the meeting place withdraw the items brought into the meeting place check and clean up souvenirs and gifts check the clean-up situation close the power electrical equipment service Withdrawal of personnel and locking of the conference hall

7. Report summary: report the conference situation, leftover items, remaining gifts, solicit opinions, and explain the situation to the organizers post-conference summary meeting (

Generally speaking, as a professional conference service company, the grasp of the conference service process should be more professional and in place. Most of the conference service processes go through the following links:

1. Planning As a professional exhibition agency company, we provide exhibition planning agency, tell us your ideas or ideas, we provide you with feasibility plans, exhibition planning, conference receipts, and so on.

2. Consultation At this stage, we will conduct preliminary communication with the client and propose their own plans for some concerns of the client-for example, the most suitable meeting place within the budget, the hotel where the participants are recommended, Choose the right catering venues and recipes that match your budget, convention and transportation processes, reception processes, and more.

3. Inspection If you believe that you can trust us after communication, then we can enter this stage-we will arrange you or your representative to inspect the hotel we provide for you,

1. Improve planning 2. Improve creativity 3. Gather everyone's wisdom 4. Improve common awareness among colleagues 5. Improve good interpersonal relationships 6. Improve responsibility 7. Improve coordination 8. Improve self-inspire 9. Improve

I. Service staff

(I) Appearance

1. Dress uniformly and neatly, wear service signs, and do not wear slippers or ring spikes.

2. The service staff does not cover their eyes with long hair, and does not shaw the back hair. Requires light makeup, no heavy makeup, no jewelry.

3, sit and standardize dignified, do not raise your legs.

(2) Language

1. The tone is warm and friendly, the volume is moderate, and the standard Mandarin.

2. Language and politeness, use polite phrases such as "hello", "please use it", "please", "thank you", "sorry", "don't worry", etc.

3. Actively say hello to the client, do not carelessly, do not speak harshly, and do not make a loud noise.

(3) Attitude

1. Dedication, diligence, and pleasure, full of spirit and courteous.

2. Smile service, sincere, enthusiastic and thoughtful.

3. Correct work mistakes in time and apologize in person.

4. Explain your questions politely and politely.

5. Think about what the client wants, urgently what the client wants, and do what the client needs.

(D) Discipline

1. Do not drink alcohol or odorous food before going to work.

2. Don't leave or miss the post without permission, and don't use the telephone in the service place.

3. Do not yawn, sneeze, or dig your ears or nose during service.

4. Strict compliance with professional ethics.

(V) Service health

1. Work clothes are fixed, neat and clean.

2. Regular physical examination, qualified health, and holding a post.

3, frequent haircuts and hands, manicure.

4. Store and classify supplies and utensils, clean, disinfect and arrange them in a timely manner; bedding in the leadership room should be replaced and cleaned in time.

Pre-meeting services

(I) According to the requirements of the conference organizer, clarify the requirements for conference services, and implement the conference venue and venue podium, speaker, microphone, sign-in seat, banner (monogram), background music, flower placement, leadership lounge, etc. in advance , And test and check the implementation of audio, microphone and other equipment and meeting requirements in advance.

(2) Do a good job of sanitation at the venue in time, arrange and clean the table top, drawers, seats, floors, doors and windows, etc., and check the service box supplies, facial tissues, and hand sanitizer.

(3) Placing conference signboards in a conspicuous position at the entrance of the conference hall, neatly placing the indoor seat cards.

(4) Conference service personnel should enter the venue 1 hour in advance to check the overall effect of the venue, ensure that all preparations are in place, prepare tea and turn on the audio. Play light music, and at the same time open the safety door, lighting and access door to do a good job of guidance. If you need to use the air conditioner, turn it on half an hour in advance.

Service during the meeting

(1) Before attending the conference, the conference attendants should stand on both sides of the entrance of the conference hall, nod politely to the guests, and say "Good morning (morning, afternoon, evening)" or "welcome" and other civilizations term. At the same time, for the already seated guests, hand in tea and wipes in time. The amount of tea is generally controlled at 8 minutes. When drinking tea, follow the principle of left to right, and add water in order from the guests' wings. In principle, add tea every 20 minutes.

(2) Conference service personnel should always observe and observe the operating status of audio equipment. Pay attention to the situation of the venue and the indoor temperature, and report and deal with problems in time.

4. Post-Conference Services

(1) At the end of the meeting, the service staff should open the aisle door in time, stand on both sides, politely drop off the guests, smile at the guests and nod, and say "Slow walk, goodbye". Clean up the venue in time after the meeting. If you find any items left by the guest, please contact the relevant unit promptly.

(2) After the conference service is over, the service supervisor should take the initiative to fill out the "Conference Service Opinion Sheet" in a timely manner to solicit the opinions of the conference organizer to summarize the work and improve the service. The Opinion Sheet is included in the year-end assessment scope.

(3) Strictly keep confidential work, do not inquire, discuss, circulate the content of conferences and leaders' speeches, and do not bring unrelated personnel into the workplace. ^[1-2]