根据《实验社会心理学（JESP）》杂志一项调查显示，面对面沟通方式较之使用电子邮件有效程度高达34倍。而一场精彩纷呈的会议活动能为企业带来的品牌提升的长期效益也毋容置疑。
然而，一场高效、完美的会议活动离不开前期的周密部署与精心组织。无论是场地选择还是演讲嘉宾邀请，成功的会议离不开精心、精细、精彩的筹备工作。面对高强度的工作压力，会议与活动组织者很容易会将一些决定成败的关键因素遗漏掉。
嘉信力旅运会议与活动部（CWT Meetings and Events）每年承接来自全球各行业体系总计38,500场不同类型的会议活动项目。或许在您的日常筹备工作中也曾遇到诸如没有充裕时间准备、选择场地失误之类的错误重复发生。以下来自CWT会议活动权威专家的行业建议或许可以帮助您更好地开展会议活动筹备工作。
▪ 精准契合参会者需求
永远从了解您的参会者开始着手您的会议与活动策划。不要选用一些冷门的专业术语或者与主题不相干的演讲话题，要让参会者在整个会议活动流程中百分百明确所有相关信息。再小的会议都需要有明细的会议活动议程以及充分的多渠道沟通。
▪ 预留出充足的搭建时间
技术问题通常让活动策划人大呼头疼。确保预留出充分的时间用于搭建，有时哪怕是要提前多租用活动场地24小时。只有这样，您能在活动开始前确保对音响与灯光设备进行了必要的测试。最后，您还需要检验话筒以及投影仪等相关设备。
▲ 谨记，选择大小合适的场地才能有效控场
▪ 参会者人数要与场地匹配
人满为患与门庭冷落都是会议活动的大忌。您需要将参会人数与会议活动场地完美契合。
如何才能达到这一效果？可以选择提前发送预约回复（RSVP）从而尽早获取参会人数，进而找寻到匹配场地。瑞典人推崇的生活哲学"Lagom"（足够就是最好）就很适合作为场地选择指引守则。
▪ 选择合适的会议活动日期
日期选择在会议活动中尤为重要。首先，要尽量避免与相同性质的会议活动撞期；同时，尽量回避一些国定假期；最后要在日期选择上考虑到适合公关与市场推广的时期。
▲ 密切关注供应商产品/服务交付日期以及其他隐形成本
▪ 保持与供应商的及时沟通，防止供应商成为您的“供应伤”
保持与产品/服务供应商至少三次以上频率的完成事项核查并无坏处。您可以通过这种方式避免一些隐性成本或者由于突然断货而造成的项目风险。您可以准备一张含有时间进程表的完成事项清单从而确保您的供应商及时交付产品/服务的同时并未产生任何隐形成本。鉴于准备事项繁杂，而通常来说，一场会议活动的供应商细碎繁多。因此，与供应商的反复及时沟通显得尤为必要。
▪ 制定后备计划
如果您的首选是户外活动场地，建议在选择时考虑场地要有室内空间从而以防由于天气原因导致活动中断。当然，天气不是干扰会议活动的唯一因素，您需要制定一个持续服务计划从而排除一切突发干扰因素。
▲ 演讲发言切记言简意赅，确保演讲嘉宾围绕主题发言并控制时长
▪ 与您的演讲嘉宾预先沟通
活动策划人通常会邀请行业资深人士担任演讲嘉宾，同时会让他们自行准备演讲内容。有时，这会适得其反。这种操作方式可以确保整个会议活动的安全完成却无法让活动出彩。建议与您的演讲嘉宾进行预先沟通，确保TA的演讲能紧贴参会人士，并且发言围绕主题展开。
▪ 确保您的客户实时了解项目进展
没有什么能比对于项目一无所知会让客户焦虑万分了。建议设立一个项目联络人负责对客户进行定期项目进展更新，其中包括可能存在的预算变更。及时的项目沟通可以帮助您获得更好的危机支持，从而保障您的会议活动顺利进行。
▪ 确立切实可行的会议活动目标
我们可以尝试把会议活动组织看作是拼图游戏。确立可以量化管理以及切实可行的项目目标。所有的项目目标必须是直接且可度量的，从而确保会议活动的可见性成功。
▋ 关于中航嘉信会议与活动部
作为CWT全球会议与活动部的重要组成部分，中航嘉信会议与活动部致力于通过会议与活动拓展您的业务，激发与会者的创见与灵感。
我们的业务覆盖会议管理、SMM（战略会议管理）、活动管理、奖励旅游、团队机票、休闲旅游与签证服务等。为客户提供创新高效的服务，是中航嘉信会议与活动部一贯秉持的服务理念。
请点击【阅读原文】或登陆 news.carlsonwagonlit.com 浏览完整文章。
Prep Notes - Foolproof tactics to plan your event
A study by the journal of experimental social psychology found that meeting face-to-face is 34 times more effective than email. But we don't need a study to know the lasting impact of an awesome event.
However, setting one up takes precision planning. From choosing a venue to selecting the right keynote speaker, the stakes are high. In these high-pressure situations, it's easy to forget the vital components that make an event run smoothly from start to finish.
CWT Meetings and Events organises 38,500 projects for customers every year, across all industry sectors, globally. From not leaving time to set up properly or choosing the wrong size venue, the same mistakes arise time and again. Here's how to tackle them head-on, and pull off a successful gathering.
▪ Keep up with expectations
Always start by knowing what your attendees want. Steer clear of technical jargon or off-topic speeches and keep people in-the-know at every juncture. No meeting's too small for a detailed itinerary and several means of communication.
▪ Leave time to set-up
Technical problems are an event planner's worst nightmare. Allow ample time to set up, even if it means hiring the venue 24-hours before the big day. That way, you can be sure you're not left rushing through a sound and light-check an hour before you're due to start. The last thing you want is a screeching microphone or faulty projection.
▲ Crowd Control: Choose the right-sized venue
▪ Match the number of attendees to the venue
Standing in the back of a crammed room, or dotted around a cavernous auditorium several rows from the next person, are equally detrimental. You want to strike the perfect ratio of people to space.
How? Set the RSVP date well in advance to receive a complete list of attendees, so you can find a suitable venue. There's a Swedish word, 'lagom' which means 'just the right amount.' That’s what you're after.
▪ Is it a good time to host?
Choosing the right date is crucial. Eliminate dates with high competition from a similar event. Avoid bank holidays and public holidays and choose dates that are favourable for PR and marketing, like international awareness days.
▲ Eye on the supplies: Check for delivery times and hidden fees
▪ Keep a hawk's eye on suppliers
There's no harm in coming across like a stalker and triple-checking with suppliers and vendors. That way you can prevent hidden charges or a sudden lack of availability. Have checkpoints in your schedule to make sure vendors deliver on time, at the correct quantities and with no hidden fees. With so much going on and so many different suppliers, double-checking is imperative.
▪ Have a back-up plan
If you're hosting your event outside, choose a venue with indoor space in case it buckets down with rain. But rain's not the only thing that could go wrong. Have a service continuity plan to work against obstacles like transport strikes.
▲ Speak Easy: Brief your speakers to stay on topic and on time
▪ Brief your speakers
Event planners often reach out to guest speakers with a specific expertise and let them prepare a speech themselves. This can backfire big-time. It can end up not being tailored to the event. Brief your guest speaker to make sure they connect with your audience and stay on topic.
▪ Keep clients in the know
Nothing's more stressful for a client than being under-informed. Have one person as a point of contact and send regular updates to them. That includes changes to the budget. Communication will allow better crisis support, should the event not go according to plan.
▪ Objectives – let's keep it real!
When thinking up a strategy, think of the event as a puzzle piece. Implement measurable and realistic goals. All objectives should be straightforward and measurable in order to quantify the success of the event.
▋ About CWT Meetings & Events, China
As part of CWT Global Meetings & Events, CWT Meetings & Events China help you to deliver inspiring events and business results.
From Meetings Management, SMM (Strategic Meetings Management), Events Management, Incentive, Group Air, Leisure Tour to Visa Service, CWT Meetings & Events, China gives you the double impact of creativity and efficiency. That's what we do.
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