单位会议组织、会场管理指导手册

办公室工作指南系列/r/nXX单位/r/n会议指导手册/r/n学校办公室/r/n202/r/nX/r/n/r/n4/r/n月/r/n编者说明/r/n5/r/n个部分，分/r/nXX/r/n办公室/r/n202/r/nX/r/n/r/n年/r/n4/r/n月/r/nPAGE\*ROMAN/r/nPAGE\*ROMAN/r/nII/r/n目/r/n /r/n录/r/n/r/n第一章/r/n会前准备/r/n /r/n1/r/n/r/n一、建立联系/r/n /r/n1/r/n/r/n二、会议确认/r/n /r/n1/r/n/r/n三、明确人员分工/r/n /r/n1/r/n/r/n四、做好会议预算/r/n /r/n1/r/n/r/n五、预定宾馆/r/n /r/n1/r/n/r/n六、发布会议通知/r/n /r/n1/r/n/r/n七、汇总参会信息/r/n /r/n2/r/n/r/n八、整理会议资料/r/n /r/n2/r/n/r/n九、材料印刷/r/n /r/n2/r/n/r/n十、车辆来访预约/r/n /r/n2/r/n/r/n十一、接待用餐/r/n /r/n2/r/n/r/n十二、做好温馨提示/r/n /r/n3/r/n/r/n十三、会场布置/r/n /r/n3/r/n/r/n十四、桌牌摆放/r/n /r/n3/r/n/r/n十五、会议合影/r/n /r/n5/r/n/r/n十六、车辆停放/r/n /r/n5/r/n/r/n十七、会议记录与新闻撰写/r/n /r/n5/r/n/r/n十八、纪念品赠送/r/n /r/n6/r/n/r/n十九、确认检查/r/n /r/n6/r/n/r/n第二章/r/n会场服务/r/n /r/n7/r/n/r/n一、提前确认设备正常运行/r/n /r/n7/r/n/r/n二、迎接客人/r/n /r/n7/r/n/r/n三、会议签到/r/n /r/n7/r/n/r/n四、网络服务/r/n /r/n7/r/n/r/n五、茶水服务/r/n /r/n7/r/n/r/n六、其他服务/r/n /r/n7/r/n/r/n第三章/r/n会议结束/r/n /r/n9/r/n/r/n第四章/r/n会后整理与总结/r/n /r/n10/r/n/r/n一、会场整理/r/n /r/n10/r/n/r/n二、撰写会议纪要/r/n /r/n10/r/n/r/n三、新闻宣传报导/r/n /r/n10/r/n/r/n四、费用报销/r/n /r/n10/r/n/r/n五、复盘总结/r/n /r/n10/r/n/r/n六、资料整理与归档/r/n /r/n10/r/n/r/n附件/r/n1/r/n：会序模板/r/n /r/n11/r/n/r/n附件/r/n2/r/n：参会人员名单模板/r/n /r/n12/r/n/r/n附件/r/n3/r/n：会议日程表模板/r/n /r/n13/r/n/r/n附件/r/n4/r/n：/r/nXX单位/r/n会议费预算审批表/r/n /r/n15/r/n/r/n附件/r/n5/r/n：会议通知模板/r/n /r/n16/r/n/r/n附件/r/n6/r/n：校外媒体邀请表格/r/n /r/n18/r/n/r/n附件/r/n7/r/n：会议手册模板/r/n /r/n19/r/n/r/n附件/r/n8/r/n：桌牌打印模板/r/n /r/n26/r/nPAGE/r/nPAGE/r/n26/r/n第一章会前准备/r/n一、建立联系/r/n收到会议公函之后，第一时间与对方联系人取得联系，与对方交换手机号、邮件、传真、微信等联系方式。/r/n二、会议确认/r/n与参会方联系确认会议内容与会序（附件/r/n1/r/n）/r/n、参会人/r/n员（附件/r/n2/r/n）/r/n、参会要求及相关行程，根据信息制作日程表/r/n（附件/r/n3/r/n）。/r/n三、明确人员分工/r/n成立专项工作组，明确人员分工，制作任务清单，分解任务到个人，建立专项工作联系群。/r/n四、做好会议预算/r/n（附件/r/n4/r/n），呈报会议经费来源的主管校领导审批。/r/n五、预定宾馆/r/n六、发布会议通知/r/n撰写并发布会议通知（附件/r/n5/r/n），需精确发送到每个参/r/n会人员并确认对方收到，通知中要注意提醒参会人员着装要/r/n，并联系党委宣传部审批，联系电话：/r/nXX/r/n6/r/nXXXX/r/n。/r/n七、汇总参会信息/r/n将反馈的参会信息整理成参会通讯录，确定与会人数、/r/n7/r/n）。/r/n八、整理会议资料/r/n电子资料：欢迎页/r/nPPT/r/n、主讲人/r/nPPT/r/n、会场音乐等，/r/n将电子资料提前拷贝至会议电脑及备用电脑中。/r/n九、材料印刷/r/n若会议需要大量材料印刷，需将材料打包发送至印刷单位，确定价格、纸张样式以及送货时间。/r/n十、车辆来访预约/r/n对自行来校参会的人员或单位，应与对方确认交通信/r/n“/r/n来访预约申请/r/n”/r/n，联系电话：/r/nXXXXXX/r/n-1031/r/n、/r/n1041/r/n。/r/n十一、接待用餐/r/n办会单位需严格按照学校会议管理相关办法，提前与对/r/n方确认民族习惯等特殊饮食要求，根据参会人数合理制定用/r/n餐方案。/r/n十二、做好温馨提示/r/n前告知相关接站人员。/r/n十三、会场布置/r/n至少在会议前一天做好会场布置工作：/r/n音响等会议设备，另准备一台备用电脑；/r/n按参会情况摆放好桌椅；/r/n及桌牌用粉色或红色纸张打印（/r/n附件/r/n8/r/n）/r/n，如有打印需求可/r/n联系学校打字室，联系电话：/r/n8641/r/nXXXX/r/n；/r/n准备衣架、雨伞架等；/r/n指引牌、座位图，可安排工作人员协助引导；/r/n利用会场投影及楼宇的/r/nLED/r/n可与对方联系确认欢迎词，会场一般不悬挂欢迎条幅。/r/n十四、桌牌摆放/r/n桌牌的摆放遵循/r/n“/r/n左为上，右为下/r/n”/r/n的原则，当领导同志/r/n为奇数时，主要领导居中，/r/n2/r/n号领导在/r/n1/r/n号领导左手位置，/r/n3/r/n号领导在/r/n1/r/n号领导右手位置，其他依次排列；当领导同志为/r/n2/r/n号领导在/r/n1/r/n号领导左手位置，/r/n3/r/n号领导在/r/n1/r/n号领导右手位置，其他依次排列。/r/n（/r/n指定位置）摆放一排桌牌，原则同上；/r/n5/r/n3/r/n1/r/n2/r/n4/r/n5/r/n3/r/n1/r/n2/r/n4/r/n主席台/r/n主席台/r/n会场/r/n会场/r/n双方级别对等/r/n客5/r/n客3/r/n客1/r/n客2/r/n客4/r/n客5/r/n客3/r/n客1/r/n客2/r/n客4/r/n会议桌/r/n会议桌/r/n主4/r/n /r/n主2/r/n /r/n主1/r/n /r/n主3/r/n /r/n主5/r/n主4/r/n主2/r/n主1/r/n主3/r/n主5/r/n门/r/n门/r/n双方级别不对等/r/n高3/r/n高1/r/n高2/r/n高4/r/n高3/r/n高1/r/n高2/r/n高4/r/n会议桌/r/n会议桌/r/n低4/r/n /r/n低2/r/n /r/n低1/r/n /r/n低3/r/n低4/r/n低2/r/n低1/r/n低3/r/n门/r/n门/r/n1/r/n号领导桌牌相对，之后遵循以上原则摆放其他领导桌牌。/r/n若有签字仪式环节，客方在主方的右手位置；签字/r/n时原则上双方主要领导在签字台后方见签/r/n//r/n助签。/r/n十五、会议合影/r/n根据参会人数及会议类型提前确定合影形式，与摄影师确定费用、到达时间以及搭建合影架的地点。/r/n十六、车辆停放/r/n联系保卫处协调车辆的进出及停放，提前清理长期占用会场附近停车位的车辆，联系电话：/r/nXXXXXXXXX23/r/n。/r/n十七、会议记录与新闻撰写/r/n要求图像表情自然、像素清晰、可用性强；若为校级会/r/n议，可根据会议主题提前联系学校宣传部/r/n（/r/n联系电话：/r/nXXXXXx/r/n），告知会议时间地点并确认跟会人员。/r/n十八、纪念品赠送/r/n若外事活动有互赠纪念品环节，需提前确定赠送纪念品的样式与数量。/r/n十九、确认检查/r/n情况。/r/n第二章会场服务/r/n一、提前确认设备正常运行/r/n会议前至少提前/r/n2/r/n小时到达会场，检查多媒体设备、无/r/n（无线话筒/r/n、音频线、视频线、笔记本电脑连接情况等、完整播放会议使用的/r/nPPT/r/n、音频及视频。/r/n二、迎接客人/r/n视会议规模与具体情况，安排本单位领导迎候客人。/r/n三、会议签到/r/n安排专人在会场入口处负责会议签到，提前准备好签/r/n到表与签字笔；若为参会人数较多，可选择适当间距设置/r/n多个签到台，由工作人员进行引导，以免签到时拥挤。签到后同时发放会议材料。/r/n四、网络服务/r/n安排专人或专业技术人员负责现场网络运行维护，保/r/n障网络畅通，可联系学校网络与信息中心，联系电话：/r/nXXXXXXX/r/n。/r/n五、茶水服务/r/n安排专人关注会场嘉宾的饮水情况，及时补充，一般/r/n情况下，每/r/n20~30/r/n分钟添加一次。/r/n六、其他服务/r/n可多准备一台照相机抓拍会场情况；/r/n若为大型会场，可安排专人传递无线话筒，方便台/r/n下参会人员发言；/r/n若有合影环节，需有工作人员组织全体参会人员尽/r/n快到指定地点参加合影，确保没有遗漏；/r/n若有汇报或演讲环节，需安排专人负责/r/nPPT/r/n的播放/r/n工作，汇报或演讲结束后迅速切换回会议欢迎页面。/r/n第三章会议结束/r/n安排专人对接参会人员的返程工作。一般情况下，太/r/n平国际机场、/r/nXX/r/n北站需提前/r/n2/r/n小时从学校出发；/r/nXX/r/n东站需提前/r/n1.5/r/n小时从学校出发；/r/nXX/r/n站、/r/nXX/r/n西站需/r/n提前/r/n1/r/n小时从学校出发。/r/n第四章会后整理与总结/r/n一、会场整理/r/n会后需回收整理并清空会场资料，如资料中有个人信/r/n息需集中销毁。检查会场是否有物品遗漏，并及时寻找失/r/n主。/r/n二、撰写会议纪要/r/n会议结束后需及时撰写会议纪要或决议，可安排专人/r/n负责跟踪落实。/r/n三、新闻宣传报导/r/n会议结束后需及时完成新闻稿件，必要时可提前形成/r/n新闻通稿。/r/n四、费用报销/r/n对会议期间发生的费用在会议结束后及时结账报销。/r/n五、复盘总结/r/n如遇重要会议可在会后召开复盘工作会，对工作中出/r/n现的问题进行梳理总结。/r/n六、资料整理与归档/r/n将会议有关的所有纸质版与电子版材料进行整理存/r/n档，纸质版材料装订成册。/r/n附件/r/n1/r/n：会序模板/r/nXX单位/r/nXXX/r/n会/r/n /r/n序/r/n时/r/n /r/n间/r/n：/r/n2020/r/n年/r/nX/r/n月/r/nX/r/n日（星期/r/nX/r/n）/r/n9:00/r/n地/r/n /r/n点：/r/n行政楼/r/nXXX/r/n会议室/r/n主持/r/n人：/r/nXXX/r/n /r/nXX单位/r/nXXX/r/n参加人/r/n：/r/n校领导、党委常委、校长助理，院士，各机关部处、直属单位正职领导，各学院领导班子成员，教师代表等/r/n会议议程：/r/nXXX/r/n；/r/nXXX/r/n发言；/r/nXXX/r/nXXX/r/n/r/n报告；/r/n双方领导讲话；/r/n会议合影；/r/n会议结束。/r/n附件/r/n2/r/n：参会人员名单模板/r/nXX/r/n（单位）人员名单/r/nXXX/r/n /r/n党委书记/r/nXXX/r/n /r/n校长/r/nXXX/r/n /r/n副校长/r/nXXX/r/n /r/n党政办公室主/r/nXXX/r/n /r/nXXX/r/n/r/n处处长/r/nXXX/r/n /r/nXXX/r/n学院院长/r/nXX单位/r/n人员名单/r/nXXX/r/n /r/n党委书记/r/nXXX/r/n /r/n校长/r/nXXX/r/n /r/n常务副校长/r/nXXX/r/n /r/n学校办公室主任/r/n…/r/n附件/r/n3/r/n：会议日程表模板/r/n时/r/n /r/n间/r/n内/r/n /r/n容/r/n地/r/n /r/n点/r/n全天/r/n会议报到/r/nXX/r/n酒店/r/n17:00-20:00/r/n领导会见/r/nXX/r/n全天/r/n会议报到/r/nXX/r/n酒店/r/n17:00-20:00/r/n领导会见/r/nXX/r/n宾馆/r/n17:30-21:00/r/n自助晚餐/r/nXX/r/n酒店/r/nXX/r/n餐厅/r/n06:30-08:00/r/n自助早餐/r/nXX/r/n酒店/r/nXX/r/n餐厅/r/n08:00-08:30/r/n乘车赴博物馆礼堂/r/nXX/r/n酒店/r/n06:30-08:00/r/n自助早餐/r/nXX/r/n酒店/r/nXX/r/n餐厅/r/n08:00-08:30/r/n乘车赴博物馆礼堂/r/nXX/r/n酒店/r/nXX/r/n餐厅酒店门前/r/n08:30-08:35/r/nXX单位/r/n/r/nXXX/r/n致辞/r/n会议地点/r/n08:35-08:40/r/n教育部/r/nXXX/r/n致辞/r/n08:40-08:45/r/n黑龙江省/r/nXXX/r/n致辞/r/n08:45-09:00/r/n合/r/n /r/n影/r/n合影地点/r/n09:00-09:15/r/n报告/r/n1/r/n：/r/n09:00-09:15/r/n报告/r/n1/r/n：/r/nXXX/r/n会议地点/r/n报告人：/r/nXXX/r/n09:15-09:30/r/n报告/r/n2/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n09:30-09:45/r/n报告/r/n3/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n09:45-10:00/r/n报告/r/n4/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n10:00-10:15/r/n报告/r/n5/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n10:15-11:00/r/n1./r/n10:15-11:00/r/n1./r/n讨论确定/r/nXXX/r/n会议地点/r/n2./r/n讨论/r/nXXX/r/n事宜/r/n3./r/n讨论/r/nXXX/r/n时/r/n /r/n间/r/n内/r/n /r/n容/r/n地/r/n /r/n点/r/n参观/r/nXXX/r/n10:15-11:00/r/n其他参会人员参/r/nXXX/r/n博物馆/r/n11:00-11:20/r/n乘车赴酒店/r/n会议地地点门口/r/n11:20-13:30/r/n自助午餐及休息/r/nXX/r/n酒店/r/nXX/r/n餐厅/r/n13:30-14:00/r/n乘车赴博物馆礼堂/r/nXX/r/n酒店门前/r/n14:00-14:15/r/n报告/r/n6/r/n：/r/nXXX/r/n14:00-14:15/r/n报告/r/n6/r/n：/r/nXXX/r/n会议地点/r/n报告人：/r/nXXX/r/n14:15-14:30/r/n报告/r/n7/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n14:30-14:45/r/n报告/r/n8/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n14:45-15:00/r/n报告/r/n9/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n15:00-15:15/r/n茶/r/n /r/n歇/r/n（主持人：/r/nXXX/r/n）/r/n15:15-15:30/r/n报告/r/n10/r/n：/r/nXXX/r/n会议地点/r/n报告人：/r/nXXX/r/n15:30-15:45/r/n报告/r/n11/r/n：/r/nXXX/r/n报告人：/r/nXXX/r/n15:45-16:00/r/n报告/r/n12/r/n：/r/nXXX/r/n会议地点/r/n报告人：/r/nXXX/r/n16:00/r/n乘车赴酒店/r/n会议地点门口/r/n17:30-21:00/r/n自助晚餐/r/nXX/r/n酒店/r/nXX/r/n餐厅/r/n全/r/n /r/n天/r/n离/r/n /r/n会/r/nX/r/n全/r/n /r/n天/r/n离/r/n /r/n会/r/n附件/r/n4/r/n：/r/nXX单位/r/n会议费预算审批表/r/nXX单位/r/n会议费预算审批表/r/n会议名称/r/n会议时间/r/n会议地点/r/n会议类型/r/n□/r/n学术/r/n 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