One article to complete the planning plan for the annual meeting, recommended for collection!

The annual meeting is a complex and systematic project, and a good annual meeting does not require a few dollars. A good annual meeting planning combines creativity and dedication!!!

The editor has compiled the experience of constructing annual meetings over the years to provide reference for HR planners in planning annual meetings.

Step 1: Clarify the requirements

1. Determine the purpose of the annual meeting

Strengthen the sense of belonging of staff, team cohesion, deepen internal communication, share exciting strategies, identify growth targets, report on the company's achievements throughout the year and set targets, promote brand civilization, and so on.

Small teams usually experience creative behaviors such as group vacations, small concerts, and themed parties, but teams or staff of hundreds of people are spread across various regions of the world. The spicy annual meeting is a great opportunity for everyone to further break down, exchange emotions, and showcase themselves.

Therefore, larger teams usually adopt the methods of meetings (daytime, for summarizing and sharing), evening parties (for gathering and behavior), and dinners (for in-depth communication) as important forms of annual meetings.

2. Determine the Annual Meeting Examples and Attending Groups

Generally speaking, the audience for the annual meeting of large-scale enterprises is mainly composed of employees within the company; Large enterprises may also have an external nature, inviting customers, governments, alliance partners, media, etc. to participate as part of brand civilization promotion. It can be seen that the purpose of the annual meeting is determined by the different attendees.

The attending group has decided on annual meeting examples: year-end summary meeting, year-end gratitude meeting, annual grand event, XXX themed annual meeting, New Year's Eve evening party, etc.

3. Determine the theme of the annual meeting

Starting from corporate civilization, starting from business performance indicators, starting from industry background, and so on, such as the XX anniversary celebration of XX company, building dreams together as a family, working together with outstanding colleagues and meticulous planning to win the future, and working together to create a brilliant XX, these five themes correspond to the above three perspectives in sequence. It would be even better if the annual meeting could have a progressive meaning based on the themes of previous years.

4. Determine meeting budget

Usually, the per capita budget for each annual meeting is adjusted forward or backward based on past expenses and 2019 achievements. With a budget, it is easy to determine the location of the annual meeting, dining standards, gifts, and other large expenses, as well as the duration of the annual meeting. National enterprises will also involve organizing the meeting in different districts together or separately, and transportation costs and hotel standards here also account for a large proportion of the overall budget.

5. Determine time

The earlier the time is determined, the more sufficient the preparation time is, and the better the process and details of the conference preparation can be handled. Of course, apart from organizing the annual meeting, everyone has their usual tasks to do. Therefore, after determining the above content, it is necessary to establish an annual meeting preparation group with necessary length to facilitate individual work, implementation, and inspection. This will be elaborated in detail in the second step of annual meeting planning.

Step 2: Annual Meeting Planning

The annual meeting is a systems engineering and insignificant ceremony that must be operated using project management methods.

1. Understand your annual meeting positioning and refer to the first item. 2. Establish an annual meeting preparation team that understands individual tasks and progress arrangements.

Organizing group for individual tasks:

(1) Advisory Group: Include senior management of the company in the advisory group, as the purpose of the annual meeting, regardless of which one, is determined by the company's boss's plan. Actively adopting the suggestions of the management team will help you achieve the goals of the annual meeting;

(2) Leader of the organizing group: responsible for the entire annual meeting, including individual staff work, communication with the consulting group, time and progress control, cost and quality control, resource coordination, risk prediction, etc;

(3) Deputy leader of the preparatory group: 2-3 members, divided into management and implementation groups;

(4) Design team (design and production of invitation letters, annual meeting background boards, theme images, banners, costumes, annual meeting itinerary H5, official website homepage, video clips, etc.)

(5) Material group (including venue selection and reservation for annual meetings, venue facilities guarantee, hotel reservation and room allocation, joint venture team building group's selection of team building locations, transportation booking and vehicle management (doorstep recommendation and parking lot reservation), purchase and storage of drinks, gifts, and various behavioral materials, etc.);

(6) Online marketing team (marketing creativity, copywriting, promotional copy, annual meeting coverage (including preparation and closing reports), media liaison, brand promotion, etc.);

(7) Communication and coordination group (coordination, communication and contact of various parts or regions, email notification and registration, on-site check-in, guidance, and identification of attendees and contacts);

(8) Meeting group (determining the content of the meeting, sharing personnel, sequence, theme, time, PPT, video, music, lighting, etc.), and conducting advance testing of the venue and monitoring of the annual meeting;

(9) Team building team (team building behavior and program planning and solicitation, in addition to other roles: manager, voice control support, announcement, etiquette, team building training);

(10) Finance team (assisting the head of the preparation team and each team in cost assessment and reimbursement, and answering financial regulations);

(11) Emergency plan team (handling temporary events such as venue safety assurance, fire prevention and theft prevention) The complexity of credential conference construction can be further subdivided.

3. Create an annual meeting project progress table

Extend the overall process of the meeting by assigning team members to each response node, corresponding events, follow-up forms, notes, responsible person nodes, target implementation time, implementation level, and so on. With such an annual meeting schedule, I have a clear understanding of the entire agenda of the annual meeting.

Everyone can also compile a project plan based on their own project ideas. The significance of the project preparation table is to avoid any omissions in the project of the annual meeting system. The ultimate goal is to ensure the smooth process of the annual meeting and highlight the details.

The finer the form, the clearer the individual work, and the smoother the connection of each joint, reducing the various questions that may be encountered during on-site implementation to very few.

Step 3: Execution of Annual Meeting

The implementation of the annual meeting is a very labor-intensive process throughout the entire meeting. The team needs to be closely aligned. In the preparation stage, I would think of all the big and small things and coordinate with each group to make a decision. The implementation period should be based on the individual work and progress arrangements of each group in the progress table of the annual meeting.

In addition, as the person in charge of organizing the annual meeting, I also need to follow up on the progress and handle any sudden questions on a daily basis, and hold a weekly progress meeting to ensure that the alliance and implementation between each group are carried out according to the schedule, and there is an orderly and orderly manner, constantly improving and controlling the details.

Here, we provide several key points to enhance the highlights of the annual conference:

The completeness of the annual meeting preparation and promotion checklist, as well as the completeness and systematicity of the entire process, each link, and each detail corresponding to the checklist, will make the implementation process more hierarchical and rigorous. In the era of conference preparation and implementation, all members of the preparation team must connect to their phones and be able to contact them 24 hours a day.

2. Design H5 invitation letters, large sign in boards, group photo walls, annual meeting sharing PPTs, micro videos, LED screen backgrounds, 3D sign ins, work permits, signage, seating cards, and other materials related to the theme of the annual meeting. The selection of materials will add a touch of momentum and style to the annual meeting.

The entire process of the material team is logistical support. It is important to visit the venue, hotel, and other places multiple times to ensure that the selected location is well connected to the theme. When purchasing annual conference gifts, such as the Sunshine Award, Outstanding Staff Award, Customized Awards, etc

When choosing gifts, it is important to refer to the recommendations of the annual conference advisory group. Gifts that are practical and have a commemorative value, such as clothes with uniform colors and styles, scarves, and scarves, are more likely to appear on camera during group photos; Anyway, take it seriously! Thoughtful! Pay attention to every little thing!

4. Do a good job in online marketing, which is the key to honing the creative ability of the annual meeting preparation team. By using new media channels to experience spoilers, gradually introduce the annual meeting, improve the staff's sense of waiting for the meeting, and also attract customer attention to the company. This is also a way to showcase the company's excellent image.

5. The communication and coordination team's advance communication and guidance will make the attendees feel cared for. At the same time, for invitations to distinguished guests, it is important to prepare in advance. Therefore, as a communication and coordination staff, it is essential to have sufficient investigative power, patience, attention to detail, and friendliness.

6. Daytime meeting arrangements. Regular daytime meetings usually have two sessions in the morning and two sessions in the afternoon, or even 2-3 days. Due to the long connection time, in addition to lunch and rest time, when the agenda time allows, a few roundtable forums on topics that everyone is interested in can be interspersed to adjust the pace of the entire day's meetings; In addition, set aside 10-20 minutes of rest time in the morning and afternoon for the day's meetings. We can arrange a group photo during lunchtime.

7. Construct the program of the evening party, including the selection of background music, the programs of each part, and the host. The LED screen of the evening party should be different from that of daytime meetings; At the end of the formal meeting and before the evening party, leave one hour in advance so that colleagues who are involved in the performance can intensively exercise one hour to do some simple rehearsals. At this time, other colleagues can also go to the group photo wall for a group photo;

In order to increase the fun of the evening program, it is possible to find digital conference staff to implement WeChat walls, interactive games, on-site lucky draws, annual conference red envelopes, etc. How to boost the morale of the audience by not only increasing the gift purchase bonus, but also using high-tech large screen lottery methods to make attendees feel the company's strength and importance.

9. In terms of financial management, the annual meeting involves a vast amount of expense details. If there are often those in the preparation team who are not familiar with expense reimbursement, arranging an accounting staff member to assess expenses in a timely manner will be reassuring, labor-saving, and cost-effective.

10. An emergency plan for behavior must be in place, and safety is the guarantee of all behavior. At least one person should have a basic understanding of first aid knowledge and measures, and inquire about the location of hospitals around the venue.

Step 4: Annual Meeting Summary

The annual meeting has come to an end, and the corresponding photos and videos need to be archived. At the same time, post event news reporting needs to be done well.

Whether it's an annual meeting or a summit, there will always be imperfections. After the meeting ends, the annual meeting preparation team needs to conduct a review and record the areas where each joint, especially the details, was not handled properly, as well as the areas where better and more creative work could be done, in order to create meeting records. When the annual meeting is held next year, it will be helpful to open this meeting record.