You need to consider the following issues when setting the theme of the annual meeting
1. What is the core culture of the company and what is the culture that the boss will focus on in the next year? Based on this cultural connotation, the tone of the annual meeting is prudent Is it lively or public or sensational?
2. What is the core purpose of the annual meeting? Is it to thank employees for their hard work over the past year? To boost morale for next year's strategic advancement? To promote the integration of the company's team? Reflect the company's people-oriented cultural connotation
3. What type of company employees are participating in the annual meeting? What proportion of R&D, production and sales are there? What is the style of the overall team? What are the main age levels and what stage of the company are they? What are the main leaders' styles and preferences? These may be issues that must be considered when determining the theme of the annual meeting or even planning the entire annual meeting.
Generally speaking, the annual meeting budget includes the following aspects:
1. Transportation expenses
Transportation expenses can be broken down into:
< p>(1). Transportation costs from the departure point to the conference location - including flights, railways, highways, passenger ships, and transportation from the destination station, airport, pier to the accommodation place(2). Conference Transportation costs during the period - mainly transportation costs to the conference venue, including transportation from the accommodation to the club, transportation from the club to the dining location, transportation from the club to the business venue, transportation for business inspections, and other scheduled transportation that may be used by participants.
(3) Farewell transportation and return transportation - including transportation costs from flights, railways, highways, passenger ships and accommodation to airports, stations and ports.
2. Conference room/hall fees
Specifically, it can be broken down into:
(1). Conference venue rental - generally speaking, the rental of the venue Some common facilities are included, such as laser pointers, sound systems, tables and chairs, podiums, whiteboards or blackboards, oil pens, chalks, etc., but some unconventional facilities are not covered - such as projection equipment, temporary For decorations, display racks, etc., additional budget may also be required when adding non-podium speech lines.
(2) Conference facility rental costs - this part of the cost mainly covers the rental of some special equipment, such as projectors, laptops, mobile simultaneous interpretation systems, venue display systems, multimedia systems, and video recording Equipment, etc., usually require a certain usage deposit to be paid when leasing, and the rental fee includes technical support and maintenance fees for the equipment. It is worth noting that when renting, you should make specific requirements for various functional parameters of the equipment (you can usually consult a professional conference service company to get the most suitable price/performance ratio), otherwise it may affect the progress of the conference. In addition, the rental prices of these conference facilities may vary greatly due to different brands, origins, and newness.
(3) Venue decoration costs - unless there are special requirements, generally speaking, this part of the cost is included in the venue rental fee. If you have special requirements, you can negotiate with a professional conference service provider.
(4) Other support costs - these supports usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Since these supports are of a temporary nature, if the conference organizer seeks support from these industries separately, the cost may be higher than the market price. If a professional conference service provider is used as an agent, the conference organizer will receive support with relatively low prices and professional services.
For these individual service supports, the organizer should specify the requirements as much as possible and sign a separate service agreement.
3. Accommodation fee
The cost of accommodation should be very easy to understand - it is worth noting that some of the accommodation fees are full prices, while others require additional government taxes. . Accommodation can be one of the major expenses for a conference. You can usually get better discounts by looking for professional exhibition service providers.
The normal accommodation fee is not only related to the hotel star standard, room type and other factors, but also related to the services available in the room - such as long-distance communication in the room, laundry and change, mini bar drinks, one-time It has to do with whether services such as changing clothes for sex, the Internet, and fruit provision are open. Conference organizers should clarify the services and scope of hotels that should be closed or opened.
4. Catering expenses
The catering expenses for a meeting can be very simple or very complicated, depending on the needs of the meeting agenda and the purpose of the meeting.
(1) Breakfast
Breakfast is usually a buffet. Of course, it can also be eaten around a table. The cost is calculated based on the number of people (but taking into account the particularity of conference dining and the quality of raw materials preparation, so the estimated number of diners must not differ by more than 15% from the actual number of diners, otherwise the restaurant has reason to refuse to settle the bill based on the actual number of diners - and instead charge based on the reserved number)
(2), Chinese food and Lunch
Lunch and lunch are basically formal meals. They can be budgeted for the number of people - buffet style, or budgeted based on table - round table style. If the host wishes to purchase the alcohol themselves rather than have it provided by the restaurant, the restaurant may charge a certain amount for the service.
(3). Drinks and service charges
Usually, if you dine in a high-star hotel restaurant, the restaurant will not allow the organizer to bring outside drinks for consumption. If you can bring outside drinks, For consumption, restaurants usually need to add service charges.
When holding conferences and banquets in high-star hotels, a service fee of about 15% is usually charged on the basis of the basic consumption level.
(4). Tea break at the venue
This fee is basically budgeted based on the number of people. When budgeting, you can propose food and beverage combinations for tea breaks at different times. The coffee break price notified by the organizer usually includes the cost of service personnel. If the organizer requires non-program services, additional budget may be required. Under normal circumstances, the types of tea breaks can be divided into two types: Western style and Chinese style - Western style basically includes coffee, black tea, Western snacks, fruits, etc., while Chinese style mainly includes boiled water, green tea or scented tea, fruit tea, fruits, coffee, etc. Mainly fruits and snacks.
(5). Social reception/dance
In fact, the budget for a social reception/dance may be more complicated than that of a separate banquet. As long as the meal standard and scale are set for the banquet, the budget is very simple. Easy to calculate. However, it may take a long time to confirm the budget for the reception/dance, including the design of the venue and program support.
(6), Others - snacks, fruits and mixed wine
5. Audio-visual equipment
Unless it is done outdoors, the cost of audio-visual equipment is usually Can be ignored. If it has to be done outdoors for public relations purposes, the budget for audio-visual equipment is more complicated, including:
●The rental cost of the equipment itself, usually calculated on a daily basis
● The transportation, installation and commissioning of the equipment and support costs for control technicians can be provided by the exhibition service provider
●Sound sources - mainly background music and entertainment music selections. The organizer can bring his own or entrust an agent< /p>
6. Actors and Programs
Usually the program can be selected and calculated based on the number of performances - the budget amount is usually directly related to the difficulty of the program and the number of participants. If there is a fixed performance in a suitable location, the budget is very simple and is directly related to the number of people watching the performance - except for special performances or private performances.
7. Miscellaneous expenses
Miscellaneous expenses refer to the expenses incurred by some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, models and etiquette services, temporary props, faxes and other communications, express services, temporary health care, translation and guide, temporary business vehicles, exchange, etc. The budget for miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the conference expense budget as a flexible solution.