Service Process

Event Preparation

Negotiate with the event organizer.

2. Provide event hosting reception planning and quotes to the event organizers.

3. Invite the event organizer to conduct an on-site inspection of the event venue.

4. Confirm the event reception plan with the event organizer.

5. Sign an event reception standard contract with the event organizer.

6. Confirm the event organizer's prepayment of the event deposit.

7. Establish service standards and an event staff manual, as well as an event reception guide, prior to the event.

8. Prepare event materials (including invitation of relevant leaders and media, press releases, reception materials, business services and public relations etiquette for the event, translation, communication, and secretarial services.)

Event in progress

9. Airports, harbors, train stations: dedicated staff and vehicles will pick up in batches and at specified times as per requirements.

10. Event Hotel Venue: Event secretary distributes event materials and receives guests.

11. Event Secretary assists with venue setup and on-site event services.

12. The event secretary assists the organizing committee in confirming and distributing rooms at the registration desk, verifying VIP accommodations, and organizing relevant records. They also help distribute event gifts and deliver fruits to rooms, among other event-related tasks.

13. Confirm dining time, menu, standards, format, beverages, seating arrangements for the main and secondary tables, and other related arrangements.

14. Confirm the event representative's (customer) venue consumption and payment methods in advance.

15. Confirm the travel agency's arrangements for food, accommodation, transportation, sightseeing, shopping, and entertainment for the tour inspection event (schedule, room and meal, vehicle, and tour guide arrangements).

16. Confirm and ensure the security measures for anti-theft, fire prevention, and the safety of people, property, and materials for the participants during the event.

17. Confirm arrangements and reception for special guests (including leaders, representatives of ethnic minorities, VIPs, disabled representatives, and their families).

18. Coordinate transportation arrangements during the coordination activities.

19. Handle return and other travel ticketing as well as other entrusted services.

Event Summary

20. Summary and evaluation of the event services, feedback from event representatives, and follow-up actions.

21. Compile and print summary documents for event materials, leadership speeches, delegate remarks, and news report information, as well as the representative directory.

22. Settlement of expenses with the event organizer.

23. Farewell representative duties.