1, make a list of options.
A list of meeting places must be made, and all the important conditions required for the meeting should be indicated on the list. If the list is designed reasonably, it shows that the conditions of the hotel are good or bad, which will greatly facilitate the comparison and selection of various places.
2. Choose the appropriate venue type.
Choosing a suitable meeting place must be based on the local available meeting resources, meeting procedures, expected number of participants, participants' background and the most important meeting objectives, goals and preferences of participants.
3. Matching of meeting type and venue
The best environment for holding training activities is an adult education place that can provide professionals and facilities.
R&D meetings need an environment conducive to meditation and inspiration.
Major awards and commendation meetings must be graded and attractive, and the purpose of the meeting is to reward outstanding performance.
Trade fairs and new product exhibitions need to choose places with exhibition halls, and also require convenient transportation in several cities where the venues are located.
4. Rental price of conference venue
After all the conditions meet the needs of the conference, the price often plays a decisive role, but in the lease of the conference venue. Be sure to pay attention to the category and unit of price. There are essential differences between site-based pricing and day-based pricing. Usually a meeting is scheduled for 4 hours. About half a day. Some hotels are based on three performances a day. Therefore, it is necessary to clarify the site pricing unit of the hotel. The calculation of a day includes morning, afternoon and evening. After the pricing unit is clear, that is the construction time given by the venue supplier. It takes time to arrange a meeting. Is it free to arrange time and how much is it? Therefore, only by comprehensively comparing the prices in all cases is the final price that can be compared.
Matters needing attention in leasing conference venues
Sign the contract after finalizing the meeting venue. Signing a contract is also a science. Be sure to make all the items and prices confirmed before clear and write them down in black and white. Write down the settlement account number, settlement method and settlement currency. Including the services promised by the hotel and free supporting facilities at the venue. Of course, it is best to indicate who is responsible for a large-scale meeting, so as to avoid problems during the meeting and find no docking person.
Venue layout scheme
1, infrastructure layout
(1) Platform: The height is moderate, and the walkway leading to the platform is illuminated. The center of the platform should have the name of the meeting to be held and the name of the conference center or conference hotel.
(2) Microphone: The microphone is set in advance, and the volume is not easy to be too large.
(3) Wordpad and fountain pen.
(4) Audio-visual equipment: computer, projector, video recorder, screen, audio equipment, laser pen, free mail service, DVD air conditioner, lighting, etc.
(5) Lighting: the illumination is uniform, soft and stable, and easy to control and adjust.
(6) Audio: including mixer and conference microphone.
(7) Conference video system: video recorder, projector, slide projector, video stunt machine, camera and other main equipment, as well as video switcher, video distributor, standard converter and other auxiliary equipment.
(8) Synchronous transmission and voting system.
2, the venue layout
(1) Basic principles of venue layout:
To the point: according to the nature of the meeting, we should pay attention to highlighting the theme and purpose of the meeting when arranging the venue. For example, the venue of the party representative meeting requires simplicity, solemnity and generosity.
Regular: Any venue layout should be orderly, neat and organized.
Simplicity: Starting from the actual effect of the meeting and our own economic ability, we can create the maximum economic benefits at the lowest cost.
Practicality: The venue layout should meet the functions required for the meeting.
Harmony: the color of the site and the size of the site elements should be coordinated.
(2) The basic pattern of venue layout
Theater (auditorium) style: suitable for large-scale meetings with a large number of people, such as press conferences, forums, debates, launching ceremonies, etc.
Desk style: suitable for forums, press conferences, seminars, training, etc. This style is convenient for listeners to take notes.
Hollow circle (square or polygon) type: suitable for small meetings with similar status levels, such as conferences and seminars.
U-shaped or horseshoe-shaped: suitable for small training meetings.
Around the table: suitable for Chinese banquets, such as thank-you meetings, receptions and tea parties.