Reception preparation
Invitation letter or phone confirmation
Prepare customer background information
Visiting company;
Number of visitors, personnel, and positions;
Introduction to company business;
Purpose of visit: factory inspection? Major negotiation? Routine visit?
Determine the reception level and formulate a corresponding reception plan based on customer information and customer level
Customer itinerary arrangement and confirmation
Hotel reservation
Above four-star, with basic foreign reception capabilities;
Within 15 minutes from the company, easy to reach;
Good environment.
Hotel arrangements
Room greetings;
Tourist guide;
Internet help;
Prepare laptops and USB storage;
DVD player.
Welcome materials preparation
Airport pick-up sign;
Banner or welcome sign at the company entrance;
Remind non-customer reception staff to welcome customers with a smile, not everyone needs verbal greetings.
Office requirements
Desktop clean;
Floor clean;
Good order;
Strong atmosphere;
Enhance management at ordinary times to ensure that every day is the same.
Negotiation room preparation
Our materials;
Our national flag, the client’s national flag;
Our company + client’s company LOGO flag;
Preparation of possible questions from customers by negotiators in advance;
Business materials: such as tariffs, shipping costs;
Flowers;
Drinks, fruit plates.
Conference room preparation
Projector;
Projection of welcome words + client company logo;
Computer, lighting, audio, video, music are ready;
Practice introductions in advance.
CEO meeting arrangements
If a CEO meeting is required, notify the CEO in advance;
Meeting time;
Meeting content manuscript;
Translation.
Route arrangements
Visit procedures
Photographing and photography
Person in charge of each link
Lunch arrangements
Simple, clean environment, with appropriate relaxing music.
Dinner arrangements
Consider the cultural background of the guests and choose the right cuisine and restaurant;
Environment selection;
Accompanying personnel;
Menu;
Introduction of special dishes;
Introduction of cultural characteristics.
Preparation for special planning
On-site drills
Issues to pay attention to when picking up the plane
Receptionist;
Car arrangement;
Pick-up sign making;
Seating arrangement;
Content of the first sentence;
Topic order;
Content of the speech;
Prepare some light music in the car, such as Bandari’s wonderful music or classical music from the client’s country;
Route arrangement to the factory.