Model text of meeting preparation plan 1 1. Meeting time: July 20XX 1510: 00-1:00.
Two. Venue: Office on the second floor
Three. Participants: Manager Zhang, Manager Wang, Duan Yuhong, Zhang Shuai and Li.
Qin, Qiu, Liu Zhenduo, Tan Ling.
Four. Moderator: Manager Zhang and Manager Wang.
Verb (abbreviation for verb) Preparation before the meeting:
1, determine the meeting topics according to the meeting requirements of the leaders.
2. Inform the participants of the meeting time, planned meeting process, meeting name and content by telephone, email and other communication tools, so that the participants can sort out relevant materials and make full preparations.
3. Organize all participants to be present on time, and define their job responsibilities.
4. Make the agenda of the meeting, arrange the relevant procedures of the meeting, make a series of precautions, and make corresponding emergency plans according to these precautions.
5. The venue layout should fully reflect the theme of the meeting, be concise and to the point, and highlight key points.
(1) Banners should be hung at the meeting place, and the words on the banners should hit the central topic directly.
(2) Put a projector in the venue to better reflect the core issues of the meeting, and at the same time show the essence of the problem more intuitively in the form of data, and formulate a set of targeted solutions for the existing problems.
(3) Adjust the layout of the conference table after determining the clear venue area.
(4) The venue should also clearly set the position of the rostrum. After setting the position, implement the leadership of the rostrum, then arrange the seats one by one, and inform the participants of their seat numbers. According to the number, set the lecture seats, and then put the seats and microphones. In the early stage of the meeting, the microphone should be auditioned to ensure the sound quality of Mike Feng.
(5) It should also be noted that the venue environment also plays a vital role in the development of the conference. Lighting facilities, ventilation effect, audio and video directly determine the success of this meeting, so these facilities and equipment should be carefully checked.
(6) In order to make the atmosphere of the meeting less tense, a small number of flowers can be placed in the venue, which not only reduces the pressure, but also sets off the atmosphere.
6. The logistics department should provide some auxiliary help to the participants. For example: water, accommodation, cars, medical care, security and so on.
7. To carry out this meeting, we should also consider making a series of preparations for the meeting, such as speaking, voting, awarding prizes and taking photos, to ensure that the meeting will not be affected by some links.
8, do all the preparatory work before the meeting, and then check it again, and finally report to the leader.
Service and organization in intransitive verbs meeting
1, the staff should arrive at the venue 1 hour in advance, and carefully check the preparatory work of the venue to ensure that there are no missing links.
2. Improve the sign-in work, accurately understand the attendance of the participants, especially whether the leaders and spokespersons of the rostrum have arrived, give a second notice to the participants who have not arrived, ask the reasons, and distribute mineral water and materials to the participants who have arrived.
Let the participants sit from beginning to end according to the original arrangement.
4. The logistics department should maintain the order of the meeting place. Participants should enter the venue five minutes in advance and take their seats. Persons unrelated to the meeting should leave the meeting place in time and close the door of the meeting place. During the meeting, the mobile phone should be set to vibrate or mute, and it is not allowed to leave or answer the phone without authorization to keep the meeting quiet.
5. During the meeting, the administrative personnel should take minutes of the meeting and write a briefing.
6. In order to promote the company culture, a special person will be arranged to take photos on the spot during the meeting. After the meeting, you can put these pictures on the internet to promote the company culture later. At the same time, in order to deepen the friendship between the participants, photos were also organized for the participants.
7. The administrative receptionist will reserve return air tickets, train tickets and air tickets for the participants in advance.
Seven. After the meeting, the venue was closed.
1. After the meeting, check whether all work materials and articles (including countersignature) are brought together.
2. Arrange staff to accompany the participants according to their departure time.
3. After returning to the company, repay, collect and file the documents of this meeting in time.
4. In order to make the meeting more meaningful, the news media can be arranged to cover the meeting in all directions.
Model essay on meeting preparation plan. Determine the theme of the meeting
The theme of the meeting should be clear, and the purpose of the dealer meeting is to order. Therefore, there is no need to name the theme of the meeting as a fake "so-and-so dealer exchange meeting, so-and-so manufacturer meeting" and so on. Instead, we should go straight to the point and hold an "order meeting for a certain brand in a certain area" to let all dealers know that the purpose of the meeting is to place an order, so as to avoid leaving the dealers unprepared for the order, thus leaving both sides dissatisfied.
Second, enrich the content of the meeting.
1, the content of the meeting should be educational.
Nowadays, the ordering meeting of many brands has become a cliche. Invite some customers to come and listen to the factory staff read the basic situation of the company, then eat and drink, let the company's business staff and dealers "drink is sales" on the wine table, and then carry out other activities to attract dealers to order. After the meeting, the company settled accounts, and the profit could not support the expenses. The agent is very sad. Later, when he went to the dealer's meeting, he was afraid, and the dealer was no longer interested in the dealer's meeting, because the order meeting had no practical significance except taking money to eat and drink, and like the agent, he could not see the benefits or learn anything. So in my opinion, in addition to promoting brands to dealers, we can choose to improve the management level of dealers, help analyze the development trend of the industry, guide dealers to formulate better promotion plans, lead by example how to promote brand products to consumers, and help analyze the advantages and disadvantages of finished products as the theme of the meeting. I believe dealers will be more interested in the above topics.
2. The meeting host should be professional.
Professional conference hosting will make the atmosphere of the venue relaxed and bright, and at the same time, it will also enable dealers to strengthen the professional image and grand gesture of the company.
3. Meeting time: The time period of the conference planning plan meeting of the distributor: before the peak season of product sales and after the peak season of product sales.
The meeting time should not be too long or too short. The basic principle is four hours. The first hour focuses on promoting the selling points of the company's brand and products. In the second hour, please ask the company manager to make a keynote speech at the meeting and announce the unexpected policy of the meeting. The third hour should be dominated by art programs or lively atmosphere. The fourth hour, visit the venue, display products and order on the spot.
Third, enhance the effectiveness of the meeting.
The pre-meeting work mainly includes:
(1) Determine the invitee of the order meeting, and the details are to seize the person who plays a decisive role in the order meeting.
(2) Determine the main product items of the fair: Because the product items of enterprises are often not single, it is necessary to fully explore which product to adopt as the main product in the market and find out the product with the greatest opportunity. For example, among Desai's current products, it is necessary to highlight the differentiated products DS-00 1 Learning DVD and fully highlight its selling points. The details are to avoid that the main promotion project is too complete or the promotion products are not focused.
(3) Formulate the ordering policy of the main push project: that is, what kind of promotion policy can be adopted for the main push project in order to expand the order quantity, and the effect of the ordering meeting will be affected if the promotion policy is not in place. The detail lies in the formulation of the ordering policy.
(4) determine the theme of the Expo: selling products requires a reason, and opening an Expo also requires a beginning to determine a theme. Otherwise, engaging in sales promotion and ordering for no reason will make customers wary.
(5) Do a good job of creating momentum and finding customers before the order meeting. On the one hand, build momentum in advance, so that customers have a correct understanding, psychology and preparation, and at the same time, find out the market situation and identify the core customers, which is the purpose of the order fair.
(6) Do a good job in site selection: mainly choose the location of the order meeting according to the number and scale of the invited people, and the requirements for site selection should be convenient and easy to find.
(7) Prepare the schedule and ordering information, indicate the time and place of the ordering meeting according to the invitation letter issued by the invited person, and deliver the product information, price list and promotion notice to the customer.
(8) Arrange the meeting place. The venue layout of the ordering meeting should highlight the theme of the ordering meeting.
The work of the meeting is mainly:
By creating a relaxed atmosphere at the ordering meeting, on the one hand, customers can actively participate in it, arouse their enthusiasm for ordering, and at the same time, they can eliminate their preventive psychology and infect other customers.
The work after the meeting is mainly:
After the order meeting, the order meeting was only half successful. How to implement it is the most important thing for the final success of the order meeting. Therefore, on the one hand, we should deliver the goods to the ordering customers in time after the ordering meeting, on the other hand, we should follow up the call in time and collect the deposit to ensure that the intention is truly reached.
Be good at summarizing after the order meeting.
At present, many enterprises basically don't talk about "after ordering" at the ordering meeting. After the reservation, it seems to be over and the funds are coming. There is still a lot of work to be done at the ordering meeting. This year's order will be compared with last year's order fair, whether the quantity has increased, whether the production capacity can keep up, and whether the OEM will further implement it. These are all problems that need to be solved urgently.
Fourth, the details of the order meeting
1, explaining the trade fair policy.
2. Pre-meeting invoices should be consolidated during the meeting.
3, find a good meeting host
4. Shuttle bus for large township dealers
5. Be sure to set up a lottery and a gift.
6. List the names of diners on the dining table.
Model essay on meeting preparation plan 3 I. Preparation before the meeting
1. Documents to be prepared before the meeting:,,, meeting agenda, desk sign, seating chart, dinner roll, delegate card, meeting banner (usually made by the hotel hosting the meeting), meeting background PPT, room number list, meeting information collection table, meeting information and newspapers everywhere. See the annex for the specific format of each document.
2, preparation work flow before the meeting
2. 1, meeting plan:
(1) Determine the purpose of the meeting, the effect to be achieved, the expected result of the meeting, etc.
(2) Determine the name of the meeting, and preliminarily draw up the attendees, host, scale, specifications, convening time, required time, place and agenda.
(3) To decide on the staff and service personnel of the Congress, and set up a preparatory group, a temporary secretariat or a preparatory committee when necessary.
2.2, determine the meeting schedule. Arrange the meeting schedule and send it to all participants before the meeting. Program of meeting agenda process planning (1).
Arrange the agenda according to internal relations and priority order, print it into words, that is, the agenda table, and send it to the participants before the meeting.
(2) Time schedule and schedule.
For meetings lasting more than one day, schedules and timetables should also be made.
2.3. Conference cost budget.
Conference fee = venue rental fee+document fee+transportation fee+accommodation fee+activity fee+salary of service personnel+consulting service fee.
2.4. Prepare meeting materials.
(1) Opening speech, work report, speech, etc.
(2) Technical and procedural documents used in the meeting, such as meeting notice, meeting agenda, schedule, work and rest schedule, list of participants, address book, grouping list, housing arrangement list, staff list, vehicle dispatching list, etc.
2.5. Send the meeting notice and accept the receipt.
(1) Meeting Notice: We can give oral, telephone or written notice for small meetings in our unit. Written notice must be sent to the meeting of other units or regions, and the invited meeting can send an invitation letter or invitation letter.
The meeting notice can be sent by mail (including e-mail), fax or personal delivery. For important invitees, you can send a written notice or invitation letter, and then make telephone consultation and confirmation.
(2) Receipt: In order to accurately count the number of participants and make corresponding preparations, notice should be given at least 7 days in advance, and a receipt should be attached.
The return time of the receipt notice should be calculated, and the invitee should consider and prepare the time, and send it in advance accordingly, but not too much in advance to avoid being forgotten by the other party.
2.6, venue layout, venue according to the number of participants to choose the right venue, the specific requirements are as follows:
(1) The venue should be clean, quiet, bright, ventilated and safe, and the size should be suitable for the number of people. Group by region, system, unit, etc. Distribute seats in advance and put away the desk signs.
(2) rostrum seats.
In the middle of the first row is the chief, followed by the left position, and then the right position-first left and then right, left high and right low. The front row is the theme. Second in the back row, others in turn. Put a name tag in front of the seat for convenience.
(3) Venue facilities.
Before the meeting, all the facilities of the venue must be prepared, such as sound reinforcement, recording, playback, records, videos, photography, projectors, projectors, lights, fans or air conditioners, recording paper, stationery, tea sets and so on. Instruments, equipment, etc. Check and debug (such as speaker volume) repeatedly in advance to avoid temporary failures or errors.
2.7, other preparatory work
For a long meeting, participants should prepare meals and accommodation. There should be medical staff on duty outside the meeting. At the same time, you should be prepared to pick up and drop off vehicles. If the meeting is to be spread through the news media, a publicity outline should be prepared. Important meetings should have security personnel and security measures. In the meeting plan, if you arrange visits, inspection, sightseeing and other activities, or give away materials and souvenirs, you must make preparations in advance.
Two. Work during the meeting
1. Documents to be prepared during the meeting:,,.
2. Workflow during the meeting
2. 1. At airports, docks, stations, etc. , according to the need, send a special person and a special car to pick up the station in batches and in different time periods.
2.2. Do a good job in visitor reception, confirm and allocate rooms, confirm rooms for important participants and sort out and record relevant information. Assist in distributing conference present and fruit in the meeting room. Confirm the meal time, menu, standard, form, drinks, primary and secondary tables and other related arrangements.
2.3. Confirm the tables and chairs in the venue: check the lighting/sound/microphone/screen/podium/slide projector/projector one by one. Check whether the information required for the meeting is complete.
2.4. Meeting site: A special person is responsible for the guidance, sign-in and distribution of meeting materials of the participants.
2.5. Designate a special person to be responsible for the coordination of the venue (including preparing projectors, preparing drinking water, distributing cash gifts, controlling the temperature of the venue, etc.). ).
2.6. Confirm and guarantee the security work such as anti-theft and fire fighting in the meeting place, and the safety work of people, money and materials represented during the meeting.
2.7. Coordinate the transportation arrangements during the meeting.
2.8. The reception staff should follow the meeting all the time, keep in touch with the participants in time, and solve emergencies in the shortest time.
Three. Follow-up to the Conference
1. Documents to be prepared after the meeting: address book of participants, briefing, meeting minutes, meeting certificate, meeting minutes, press release, return air ticket registration form.
2. Post-meeting workflow
2. 1. Circulate meeting minutes between attendees and non-attendees. Meeting minutes should be accurate. The decision made by the meeting should highlight the name, time and standard of the person in charge of the action. Indicate the date and time of the next meeting.
2.2. Summary of the meeting, evaluation, feedback and handling by the representatives of the meeting.
2.3. Meeting materials, leaders' speeches, representatives' speeches and news reports, work summary and issuance of delegates' address books.
2.4. Handle transportation tickets and other entrusted services for participants' return and other trips.
2.5. Say goodbye to representative works.
2.6. Settlement of conference expenses.
Fourth, personnel responsibilities
1, conference director
1) contact and coordination
-Communicate with leaders and department heads internally, make meeting plans and work schedules to ensure the smooth completion of the meeting;
-Responsible for the external contact between leaders and participants, and confirm the list and itinerary of participants;
-Coordinating the activities of conference staff.
2) Make a meeting plan and implement it.
—Be responsible for drafting and adjusting meeting plans and meeting organization procedures, and report them to relevant leaders for review; —Coordinate the division of labor among functional groups and confirm the work arrangement and process.
3) Meeting place and accommodation arrangement
—Responsible for the contact, reservation and agreement signing of conference hotels (venues);
—Be responsible for the arrangement of accommodation and other matters for the participants during the meeting.
4) Be responsible for reviewing the contents of external texts and materials of meetings and related cooperation agreements.
-Confirm and review the contents of various materials;
-determine the printing position;
-Review the venue layout.
5) Make a feasible budget
6) Contact with conference spokespersons and distinguished guests.
2. Conference Assistant
1) Drafting and modifying various languages, sorting out and making materials.
—Responsible for the design, production and printing of meeting notices according to the requirements of the meeting;
—Responsible for the design and production of the venue background renderings;
-Design and make delegate cards and meal coupons.
2) Responsible for the contact of important personnel.
-Contact and confirm the itinerary of important personnel;
-Responsible for the reservation of air (car) tickets for important personnel;
—Responsible for arranging special personnel to pick up and escort important personnel;
—Responsible for the car arrangement for important personnel during the meeting.
3) Responsible for contacting the representative.
—Send the meeting notice and confirm receipt;
—Responsible for the collection, confirmation and entry of meeting materials into the database;
-If the meeting information changes, contact the representatives and inform them in time.
4) Responsible for the management of venues.
—Responsible for the management of the site, instruments and equipment;
—Do well the debugging of instruments and equipment in advance;
—Responsible for the management of video/communication in the venue (computer, PPT data collection and summary, simultaneous interpretation equipment, etc.). ); —Ensure the collection, normal play and _ _ of the speaker's PPT during the meeting.
5) Responsible for traffic management and safety measures.
—Responsible for the automobile use plan;
—Be responsible for determining the driving route of vehicles, ensuring the smooth route and vehicle safety.
6) Responsible for venue security.
—Be responsible for checking possible and unknown potential safety hazards and formulating solutions.
7) Meeting account management
—Be responsible for drawing up the budget statement of revenue and expenditure before the meeting.
-Responsible for making a detailed list of income and expenditure after the meeting.
—Be responsible for formulating, reporting and implementing the conference expense allocation plan.
3. Emergency personnel
1) is responsible for loading and distributing the materials in the information bag or gift bag.
2) Responsible for the guidance and reception of the participants.
3) Responsible for the control of dining order.
4) Responsible for other emergency work in the meeting.
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