Which is Zhengzhou Convention and Exhibition Company?

First, establish a co-ordination rule

Dance beauty, field construction, audio-visual equipment inside and outside the venue, various materials production, personnel management, on-site control, emergency plan, logistics support... Whether the use of the platform is ergonomic, as small as the type and temperature control of tea in each VIP room The factors that affect the success or failure of a conference are so complicated! To make all these seemingly messy factors work for you, to achieve a successful exhibition company, you first need to establish a general overall planning rule.

1. Binding people and things with responsibility: Coordinating and coordinating the project team members to clearly define the division of labor and docking various matters, and the responsibility to the people;

2. Process management: List detailed events to follow up the table, clarify the communication person, communication progress and completion time, and timely report the event;

3. Problem-solving mechanism: The problem that cannot be solved is submitted to the weekly summary meeting for discussion, and finally the solution is given in conjunction with the requirements of the organizer.

Seemingly simple, but very reasonable. In the process of organizing a large number of activities, each individual organizer has defined his own functions, authorities and responsibilities, and can formulate micro-strategies and promote implementation in his own assigned fields; process management ensures that individuals and organizations maintain uninterrupted Communication, and through each step of the slight progress and changes to achieve the dynamic adjustment of individual tasks; when individuals encounter unsolvable systemic problems or cross-functional issues, they are submitted to the organization through the problem-solving mechanism, coordinated by the organization.

Second, the big plan

The whole activity is composed of countless micro-individual tasks. It is necessary to integrate all individual tasks, micro-strategies, and process management of each project into a “big plan”, so that the assembly of the individual projects will be organized. A common goal progress - just like foreigners say: Now we are on the same page. In the organization of the conference, this "big plan" is usually presented in the form of a "timetable". In this way, the organization of the conference is based on “time”, which proves to be convenient and efficient.

One of the great advantages of using the timetable as a medium to present a "big plan" is that you can push back according to the meeting time and set aside the right time for each part of the work. So with the previously established overall planning rules, people and things start to move. And this kind of organization is very powerful for the project.

The process of exhibition planning needs to change from the very beginning according to whether the speaker confirms attendance, and the confirmation process is cumbersome and time consuming. In conjunction with the timetable, Daxinhua Convention and Exhibition specially formulated relevant personnel to confirm the progress promotion plan, follow up according to the time limit set by the plan and the meeting, update the schedule and summarize and report on a daily basis, and carry out related issues raised by various economies and member states. Reply, from text confirmation to the preparation of each content, from the guest name to the seat sorting, from the stage layout to the selection of the word processor, each detail is implemented one by one to ensure the smooth and perfect every link in the meeting process.

According to the specific situation of the conference, the timetable can be broken down into several large blocks, such as event building, attending guests, media public relations, etc., each of which is assigned to a different person in charge, but in the hands of the master planner, the timetable for decomposition must be integrated into one. Zhang, in order to be able to coordinate at any time according to the progress of all parties. With a timetable, the organization of the entire team can be coordinated, efficient, and methodical.

Third, the risk mechanism

As an open system, the international summit has almost unavoidable variables, which makes the “risk aversion and response mechanism” an indispensable part of the conference organization.

It is better to treat diseases than to prevent diseases. In terms of risk aversion, the most important method is rehearsal. Rehearsal is a technical activity. The host, guest speakers, forum guests and other people who want to go to the stage should go ahead and position, and the preview work such as camera metering and home screen test must be carried out in advance. Once and for all, the positioning of the venue, memorizing the meeting process, and ensuring that the staff's guidance to the guests is in place, this is of great significance for controlling the overall pace of the meeting and avoiding the risk of the meeting. In the process of rehearsal, we should carefully observe and summarize, find problems, and check for missing vacancies. Prior rehearsal will allow you to find some inconsistencies and have the opportunity to avoid risks in advance, such as adding one or two spare microphones, adding a spare laptop that copies the presentation materials, etc., so that you can be as prepared as possible.

If there is any industry that particularly favors Virgo, it should be non-conference industry - the attachment to the details avoids most of the risks and determines the success or failure of the conference. Taking the simultaneous transmission system as an example, most of the guests attending the APEC Summit are international people. The Daxinhua Convention and Exhibition Preparation Team selected outstanding interpreters according to the needs of various languages before the meeting to provide in-depth understanding of various equipments. With the translation needs to intervene in the same situation as the simultaneous transmission and other emergency situations have also made corresponding plans. Equipment debugging, language conversion, etc. need to be completed in the shortest time, so as not to affect the immediacy of on-site simultaneous interpretation.

Of course, even if you have prepared for the early stage, large-scale summits will inevitably have various accidents. In addition to professional and controllable on-site execution, Plan-B (alternate solution) must not be ignored. The uncontrollable factors on the scene, such as the stability of audio-visual equipment, are included in the emergency plan, ready for both hands, and through close communication with power, communication and other parties to prevent the occurrence of major accidents on the spot.

Jiuzhou planning group, after more than 20 years development with 100,000 successful cases, professionally concentrates on the planning of all kinds events,like launch ceremony, completion ceremony, signing ceremony , foundation stone laying ceremony, opening ceremony and so on.Jiuzhou planning international chain is a high-end transnational planning company.

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