会议接待工作描述及任务分解

1、任务分析工作标题:会议接待工作From： 周昊 10106021To： Allan Wang日期:2012年4月25日 任务：一类会议接待（非日常接待）的相关任务设备：接待处、签到表、会议日程安排表、铅笔和纸、横幅、茶水、鲜花；音响，麦克风， 多媒体设备等。步骤重点理由1.接到会议通知后，及时与 办会单位联系，了解会议的 需求，并要求对方在会议 物资需求表、会议费用 结算表中签字确认。了解会议需求，签署相关文案主办方与承办方建立互利互 信的高效合作环境是成功会 议举办的前提。2.按办会单位要求申购会议 保障物资。尽可能精确把握申购物资的 种类和数量保障会场布置工作不会因缺 少物资而无法顺利进行

2、，且不 会因过度置办造成浪费，增加 主办方办会的成本。3.布置会场：申购物资到位 后，提前一天准备好横幅， 摆放好鲜花；对会议厅进 行全面检查，与办会单位（部门）保持联系，对座 位数、名位牌、会标等进 行核对，同时应对影视、 音响设备、灯光、花卉摆 设、茶水茶杯准备、卫生 情况、进出通道进行检查， 要求达标后对会议室进行 封闭管理，不准无关人员 进入会场（会议室）；一 切准备妥当后，可要求办 会单位到现场审验。按照布置标准仔细落实会场 布置的细节，如名位牌摆放的 顺序、多媒体设备的使用状况 等。以免造成不必要的误会，最大 程度上减少会议现场的突发 状况。4.现场的安排：按照服务流 程中的相关程

3、序开展工作 一会议接待员必须注意自己 的仪表，穿好工作服，戴好 工作牌，提前30分钟到岗， 并于会议开始前15分钟将茶 水准备到位，在会议室门外 面带笑容站好等待迎接参会应急措施：按照会议类别，根 据需要，与保卫科一道做好会 议期间安全保卫工作，防止无 关人员进入会场扰乱会议;技 术人员应注意会议期间用电 设备的工作情况，防止事故产 生，保证通道的畅通，紧急情 况下，接待员在现场协助进行现场服务质量直接影响了公 司良好形象的树立，是承办方 服务的专业性、全面性、安全 性、高效性的直接体现。优质 的服务能在传递优秀企业精 神文化素质的同时也能使客 户满意，建立长远的合作关系 并吸引潜在客户。人员

4、。会议快结束时，服务 员在会议室门外站好准备欢 送参会人员。接待组负责人 必须到场监督会务工作人员 的情况，巡视会议室的准备 情况和会议的进行情况，以 便有突发事情时及时应对。疏导。5.会议结束后，接待组负责 人持办会单位确认的会议 物资需求表、会议费用 结算表办理相关费用结算 手续。出示置办物资时的保留的收 据、发票等凭证。（若购置物 资时有主办方相关负责人陪 同出资则省略此步骤，但相应 地，在签署合同时，必须注明 执行购置物资的具体方式。）避免出现账务纠纷。清晰、详 尽的账务管理是会议接待工 作最不可或缺的一环。Task BreakdownJob title:From: Lee ChowT

5、o: Allan WangDate: April 25th, 2012Task: Reception Of A Class Conference (different from Daily Reception) Equipment: reception desks, attendance, conference schedules, pencils and paper, banners, tea, flowers; Audio, microphones, multimedia equipments, etc.StepKey PointReason1. After receiving the m

6、eeting order, contact the Organizers first, and make sure what the needs of their meeting are. Besides, ask them to sign the forms concerning “demand of meeting materials as well as cost of meeting settlement”.Make sure the meetings demand, and sign the documents.Holding meetings successfully is bas

7、ed on benefit cooperation and trusted environment which is established by organizers and hosts.2. Ask about the necessity of purchasing those meeting preparing materials according to their requirements.Measure types and quantities to buy as accurate as possible.To avoid block of our work caused for

8、lack of supplies, and waste of excessive purchased wasteful to increase the cost of the organizers.3. The venue layout: explain buy materials in place, one day in advance ready to banners, put good flowers; Checking of conference rooms, and doFulfill carefully up the details, such as the index card

9、order, put the use of multimedia equipment condition and soSo as to avoid unnecessary misunderstanding, and reduce the emergent scene of the meeting tomeeting unit (department) keep in touch, seating, index of card, such as emblem check, and deal with film and TV, audio equipment, lighting, flower d

10、ecoration, tea cups preparation, health, access for examination, standard of conference room after requirements be closed management, irrelevant personnel are not allowed to enter the conference hall (conference room); All ready, can request to the site will do unit approval.on, according to the arr

11、angement of the standard.the greatest degree.4. The arrangement: the relevant procedures in accordance with the service process work-meeting the receptionist must pay attention to his instrument, wear clothes, a good job card, shift to an earlier date 30 minutes to work, and in 15 minutes before the

12、 start of the meeting will be the tea ready to reach the designated position, in the conference room door smile to stand outside waiting for participants to meet. Near the end of the meeting, the clerk in the conference room door stood ready to send-off to participants. The responsible person must b

13、e present any queries meeting staff supervision, tour of the meeting room ready and meeting was going on, so as to have unexpected things in time to deal with.Emergency measures: according to the category, according to the need, and safeguard section a well during the meeting security work, prevent

14、the irrelevant personnel into the meeting disrupt conference; Technical personnel should be pay attention to during the meeting of electrical equipment, prevent accidents arise, ensure smooth channel, in an emergency, receptionist at the scene to help for counseling.Field service quality directly af

15、fects to set up a good image of a company. It is a straight way to show how professional, comprehensive, safe and efficient its service is. Service with high quality can transfer spirit and culture of an excellent enterprise. Quality at the same time can also make the customer satisfied, establishin

16、g long-term cooperative relationship, what 怎 more, attract potential customers as well.5. When meeting comes to its end, the head of reception group will do any queries of confirmation of the forms concerning “demand of meeting materials and cost of meeting settlement”，to handle procedures of relevant settlement cost.Showing the invoice and vouchers of goods purchased for meeting .(If you have purchased materials with a relevant person in charge of the capital contribution from organizers