Conference usually refers to a form of social activities, which brings people from a specific range together to study, discuss and sometimes make decisions on some special issues. When dealing with daily administrative affairs, government departments at all levels often hold various meetings.

Whether convening, organizing or attending a meeting, office employees have some basic rules and regulations that must be observed. Such rules and regulations related to meetings include meeting etiquette. The key contents of meeting etiquette include meeting work, the arrangement of seats in the venue and the correctness of meeting style.

I. Work of the Conference

Any formal meeting must be carefully organized. Specifically, the organization of the meeting has different requirements before, during and after the meeting. These can all be called conference work. The office staff responsible for meeting affairs must abide by the routine, pay attention to etiquette, be meticulous and be prepared in specific work.

(1) Before the meeting

In all kinds of organization work of the meeting, the organization work before the meeting is the most critical. Generally includes the following four different aspects.

1. Preparations for the meeting. Before any meeting is held, the theme (including the name of the meeting) must be determined. Relevant leading groups confirmed this before the meeting. The staff responsible for preparing the meeting should organize and implement the meeting scale, time and agenda agreed by the leaders around the theme of the meeting. Usually need to set up a special team, clear division of labor, put the responsibility to people.

2. Notice to be issued. Generally speaking, a formal meeting should send a notice to the participants in advance. Refers to the written documents sent by the conference organizer to all participating units or participants, including the invitation letters sent to relevant units or guests. Office staff should mainly do two things in this respect.

First, draft a notice. The notice of the meeting should generally include seven points: title, subject, duration, attendees, sign-in time, sign-in place and participation requirements. When writing a notice, you should ensure that it is complete and standardized.

Second, timely delivery. When issuing the meeting notice, we should try our best to ensure that it is delivered in time without delay.

3. Drafting documents. All kinds of documents and materials used in the meeting should generally be prepared before the meeting. The meeting documents that need to be carefully prepared mainly include agenda, opening speech, closing speech, theme report, general assembly resolution, typical materials and background introduction. When the participants report for duty, some documents should be distributed.

4. Regular preparation. In charge of meeting affairs, it is often necessary to make full preparations for the specific details involved in some meetings.

First, do a good job in site layout. The meeting venue should be selected, tables and chairs should be arranged as needed, and all kinds of audio, lighting, projection, camera, photography, recording, air conditioning, ventilation equipment and multimedia equipment needed for the meeting should be debugged and checked in advance.

Second, in accordance with the provisions of the meeting, do a good job of communication with the outside world. For example, notify the relevant news departments and public security departments.

Third, the procurement of conference supplies. Sometimes it is necessary to purchase some meeting supplies, such as paper, notebooks, pens, folders, business cards, seat tags, drinks, audio-visual appliances, etc.

(2) During the meeting

The office staff responsible for the specific work of the meeting should carefully do the following work.

1. Daily service. During the meeting, special personnel should be arranged to meet, guide and accompany the participants inside and outside the meeting place. Special care should always be given to the distinguished guests, the elderly, the sick and the pregnant, ethnic minorities, religious figures, compatriots from Hong Kong, Macao and Taiwan, overseas Chinese and foreigners attending the meeting. Respond to the reasonable demands of the participants.

2. Sign in for the meeting. In order to master the number of people attending the meeting and enforce the meeting discipline, all large or important meetings are usually required to sign in when they enter. There are three ways to sign in for the meeting: one is to sign in, the other is to buy tickets, and the third is to report by credit card. The person in charge of this work should inform the person in charge of the meeting in time.

3. Catering arrangements. For long meetings, working meals are usually arranged for the participants. At the same time, participants should be provided with healthy and delicious drinks. The drinks provided at the meeting should be convenient for the participants to drink themselves, and it is not recommended to pour them tea often. Doing that is often unhealthy and unsafe, and may even hinder each other. When necessary, convenient conditions such as accommodation and transportation shall be provided for foreign participants.

4. On-site records. All important meetings should be recorded on the spot, including taking notes, printing, inputting, audio recording and video recording. Can be used alone or cross-used.

When writing notes, you should try to make the name of the meeting, the number of attendees, the time and place, the contents of the speech, the matters discussed, the provisional motion, the voting and the election complete, accurate and clear.

5. Prepare a briefing. For some important meetings, it is often necessary to prepare a briefing during the meeting. The basic requirements for writing conference briefings are fast, accurate and concise. Fast, it requires attention to timeliness; Accuracy refers to the requirement of accuracy; On the other hand, Jane asked for concise words.

(3) After the meeting

After the meeting, we should do the necessary follow-up work in order to finish it. Follow-up work generally includes three items:

1. file. These documents include meeting resolutions, meeting minutes and so on. Generally, it is required to be formed as soon as possible and issued or announced as soon as the meeting is over.

2. handle materials. According to the needs of the work and the provisions of the relevant confidentiality system, all related graphic and audio-visual materials should be carefully collected and sorted after the meeting. When collecting and sorting out the meeting materials, you should abide by the rules and practices, and the summarized materials must be carefully summarized; Materials that should be filed shall be filed; All materials that should be recycled must be recycled; Materials that should be destroyed must be destroyed carefully.

3. Assist the return trip. After a large-scale conference, its organizers should generally provide all facilities for foreign participants to return home. If necessary, you should take the initiative to contact and provide transportation for the other party, or order and confirm return air tickets, boat tickets and boat tickets for the other party. When the team members or special people attending the meeting leave the local area, they can also arrange someone to see them off and help them check their luggage.

Secondly, the seats in the venue.

In the conference work, it is also a very particular job to place the names of the conference guests. Generally speaking, there are three problems to be solved in the face of conference ranking.

The first question is whether it is necessary to rank this meeting. Sometimes there are two or three people in a small meeting and there is no need to rank them. The second is what kind of nature and form this meeting is. There are differences at home and abroad, and there are differences at home and abroad. For meetings of different nature, forms and sizes, the seating arrangement is different. The third is to pay attention to the standardized ranking and standardization of meetings.

Generally speaking, there are two kinds of government meetings and official meetings, the first is small meetings, and the second is large meetings. Small meetings generally refer to meetings within the system, and large meetings are generally comprehensive meetings across industries, departments, institutions and regions, which are introduced separately below.

1, ranking of small conferences

First of all, regarding the ranking of small meetings, the following points are generally emphasized. First of all, it is emphasized that everyone sits face to face, and small meetings generally pay attention to face to face, that is, the rostrum, the host and the spokesman face the main entrance of the conference room, which is generally known. Second, sitting in the middle means that the middle position is higher than the sides, so when you need to arrange the position, the middle position is generally higher. Furthermore, it is generally emphasized that seats can be freely selected, and the meaning of free seat selection for internal meetings and small meetings is actually that there is no ranking. For small meetings, it should be emphasized that the front door is the top priority. And if the host of this small meeting is not a person, it should be emphasized that the left is high and the right is low, which is different between China and foreign countries. In China, left and right are left and right between the parties themselves. This is the basic requirement of government etiquette and ranking. This is a small meeting.

2. Ranking of major conferences

Large-scale meetings actually involve two issues. First, the layout of the podium; Second, the ranking of participants. The layout of the podium is actually three o'clock. The first presidium is how everyone on the stage arranges. The second host; The third speaker.

(1), podium ranking arrangement

The ranking of the presidium is similar at home and abroad. First, the front row is higher than the back row, second, the middle is higher than the sides, and third, I am afraid it is different at home and abroad. Government etiquette is that the person on the left is taller than the person on the right.

Then there is the position of the meeting host. There are generally three ways to explain the position of the meeting host. First, he should sit in the first row, the first row of the podium; Second, he can sit in the middle of the first row of the meeting, that is, in the middle of the first row of the presidium; In addition, he has a seat to sit in, that is, any position in the first row, which can be arranged according to his level and position. Of course, generally speaking, important meetings often invite the host to sit in the living room to show the solemnity and formality of the meeting, because the host of the meeting is actually the chairman of the meeting.

Furthermore, there is the position of the speaker. Generally speaking, the speaker of a small meeting can speak from his seat, or stand or sit. However, in an important large-scale meeting, it is generally emphasized that the speaker should stand up and speak. He or she has two standard positions. The first is the middle position in the first row, of course, sometimes this is the position of the host, and it is impossible for ordinary people to grab his position; Secondly, according to the traditional practice of our country, the presidium is located in the middle position right in front of it, and the podium of the speech box is generally in the middle position right in front of it. Of course, with the acceleration of international communication, we sometimes refer to the practice of international conferences, and the spokesperson seat of international conferences is actually in the right front of the presidium.

(2) Ranking of participants

When attending the meeting, there are also guest seats, that is, crowd seats and audience seats. Generally speaking, there are two ways to arrange crowd seats. The first way is to sit freely, and the second way is to sit by dicing. Generally speaking, the scribing seat emphasizes that the left side is higher than the right side, and it is arranged vertically from the left side to the right side in the direction of entering the door according to the arrangement order agreed by the department or in the order of Latin letters or Chinese characters. Another way is to row horizontally, from the front row to the back row. These two methods are generally used alternately, which is the basic requirement of ranking.

Third, correct meeting style.

(A) improve the meeting style

Oppose formalism; Strictly control meetings; Extravagance and waste are prohibited.

increase efficiency

Focus on the theme; Improved form; Compress content; Time is limited.

(3) Strictly observe discipline.

1. Observation time. First, attend the meeting on time. Second, start the meeting on time. Third, speak within a time limit. Fourth, the meeting is over.

2. Maintain order. First of all, take your positions. Second, keep quiet. Third, abide by the rules.

3. Pay attention. First, single-mindedness. Second, support others.

The way of riding a horse.

It mainly includes two aspects: seat and courtesy to others. Sitting in a car is different from sitting in a bus, train or subway. However, the arrangement of seats in different types of cars is very different.

When riding a jeep, the passenger seat next to the front driver is the upper seat. The other seats in the car, from respect to inferiority, should be: right back seat, left back seat. When riding a medium-sized or large car with four or more rows of seats, the seat position should usually be determined by the distance from the front door. The closer to the front door, the higher the seat position. Above each row of seats, we pay attention to "high right and low left", which can be summarized as: from front to back, from right to left.

When riding a double-row or three-row bus, the specific arrangement of seats can be divided into the following two situations due to the different identities of drivers.

In the first case, the owner is driving himself. In this case, the seating order of the other four seats of a double-row five-seater car should be: co-pilot seat, right rear seat, left rear seat and rear middle seat. The seating order of the other six seats in a three-row seven-seat car should be: passenger seat, middle row right seat, middle row middle seat, middle row left seat, rear row right seat, rear row middle seat and rear row left seat. When the owner drives by himself, if he rides alone, he must sit in the passenger seat. If many people ride, he must recommend one person to sit in the passenger seat, otherwise it is disrespectful to the owner.

In the second case, the car is driven by a full-time driver. In this case, the seating order of the other four seats of a double-row five-seat car should be: right rear seat, left rear seat, rear middle seat and passenger seat. The seating order of the other six seats in a three-row seven-seat car should be: right rear seat, left rear seat, rear middle seat, right middle seat, left middle seat and passenger seat. The seating order of the other eight seats in a three-row nine-seat car should be (assuming the driver's seat is left): middle row right seat, middle row middle seat, middle row left seat, rear row right seat, rear row middle seat, rear row left seat, front row right seat and front row middle seat.

According to common sense, the front row of a car, especially the passenger seat, is the most unsafe seat in the car. Therefore, by convention, women or children should not be invited to sit in this seat in social occasions. In official activities, the driver's seat, especially the driver's seat on a double-row five-seat car, is called the "waiter's seat", which is reserved for secretaries, translators, guards, escorts and other waiters.

By bus, train and subway, you often need to sit in the right position, and there is not much seat space to choose from. Relatively speaking, there are relatively few related seats. Basic rules: the seat near the window is the upper seat, and the seat near the aisle is the lower seat. The seat in the same direction as the vehicle is the upper seat, and the seat in the opposite direction is the lower seat. In some vehicles, passengers' seats are on both sides of the carriage, so passengers sit opposite each other. The seat facing the door should be the upper seat, and the seat facing the door should be the lower seat.

When riding a vehicle, you should pay attention to the following three aspects:

One is the order of getting on and off. When riding a bus, it is customary to ask distinguished people to get on the bus first and get off at last. The inferior should get on the bus last and get off first. When the car arrives at the destination, if someone is waiting here and is responsible for opening the door, the distinguished person can also get off first. When taking a bus, train or subway, it is usually the inferior people who get on first and then get off. Its purpose is to make it easier for people with low status to find seats and take care of respected people.

Second, when sitting, it is mutual humility. When giving your seat to the other party, you should give special courtesy to the distinguished people, and also give courtesy to the people in the same position in the same industry. If the seats are good or bad, the specific position of the seats is good or bad, or the seats are not enough, women, children, the elderly, the disabled or people with poor health should be invited to sit down first. Even if the other person doesn't know himself, he should consciously give up his seat if necessary. When giving up your seat, be generous, aboveboard and not hypocritical. If the other person gives his seat to himself, you must thank him immediately, whether you know him or not.

Third, riding has respected people. When riding a vehicle, you must consciously pay attention to social morality and abide by public order. Be strict with yourself everywhere. Be friendly to others at all times.

Etiquette of handing business cards

The guest hands in the business card (hold the left and right ends of the business card with both hands, index finger and thumb respectively) → the host takes it with both hands → read the business card carefully → put it in the pocket at the top of the coat → ask for the business card and explain it politely.

Order of submitting business cards: Generally speaking, people with low status, young people and guests with high status voluntarily submit business cards, seniors and hosts.

Etiquette of taking the elevator

1. There is no one else in the elevator.

Enter the elevator before the boss and the woman, press and hold the "on" button, and then invite others to enter. When you arrive at your destination, hold down the "on" button and let others get off first.

When there is someone in the elevator, both the boss and the woman should give priority.

Inside the elevator:

(1) Those who get on the elevator first should stand at the back so as not to hinder others from taking the elevator;

(2) Don't talk loudly or laugh loudly in the elevator;

(3) When there are many people in the elevator, the last person should stand facing the elevator door.