Drilling-China Integrated Management System

Document Number: Rev.:

L3.2-ADM-P/001 3.0
Document Title: Date:
Meeting Management 1st Aug., 2017

Document Owner Party Committee Secretary

Document Responsible Manager of Administration Department
Document Pursuant to Administration Management Manual L3.1-ADM-M/001

Rev Date Description Prepared Reviewed Approved

1.0 1st Aug., 2011 First version Compiling team Xiaosong Chunhua
Yuan Liu
2.0 31st Aug., 2013 Second version Compiling team Xiaosong Chunhua
Yuan Liu
2.1 20st Apr., 2014 First amendment Yuanxin Li Chao Xiaosong
Liu Yuan
3.0 1st Apr., 2017 Second revision Compiling team Hailong Xiaosong
Qu Yuan

Table of Contents
1. INTRODUCTION 2
1.1 Purpose 2
1.2 Applications 2
1.3 Laws, Regulations and Relevant Requirements 2
1.4 Definitions and Abbreviations 2
1.5 Feedback 2

2. RESPONSIBILITIES 2
2.1 Party Committee Secretary 2
2.2 Administration Department 2
2.3 Other Functional Departments 3
2.4 Subsidiary 3

3. MANAGEMENT PROCEDURE 3
3.1 Management Requirement 3
3.2 Meeting Procedure 5
3.3 Forbidding acts 5

4. RELEVANT DOCUMETNS 5

5. RECORDS 6

6. ATTACHMENTS 6

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 Drilling-China Integrated Management System
Document Number: Rev.:
L3.2-ADM-P/001 3.0
Document Title: Date:
Meeting Management 1st Aug., 2017

1. INTRODUCTION

1.1 Purpose
This procedure is formulated to describe meeting management in COSL Drilling.

1.2 Applications
This procedure is applicable to each units of COSL Drilling.

1.3 Laws, Regulations and Relevant Requirements

Implementation Procedure of Meeting Management, COSL/AM-P-01-2007
《会务管理实施程序》，(COSL/AM-P-01-2007)

1.4 Definitions and Abbreviations

None

1.5 Feedback
COSL Drilling encourages users of this document to feedback comment to the
document, so that the document can continuously be updated.

Feedback may be given directly to document owner or document responsible.

2. RESPONSIBILITIES

2.1 Party Committee Secretary

1) Be responsible for the approval and control of the annual expense budget of the
business department;
2) Approve the application of meeting fee more than 50,000 yuan.

2.2 Administration Department

1) Review annual meeting budget reported by each functional departments and
directly affiliated organizations, report to executive leadership of COSL Drilling for
approval;
2) Organize annual meeting budget of COSL Drilling;
3) Approve the application of meeting fee below 50,000 yuan of each department;
4) Approve the application of meeting fee between 20,000 to 50,000 yuan of
subordinate units.
5) Responsible for conference room management in COSL Drilling headquarter;

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 Drilling-China Integrated Management System
Document Number: Rev.:
L3.2-ADM-P/001 3.0
Document Title: Date:
Meeting Management 1st Aug., 2017

6) Responsible for document schemes, recording and filing of meetings chaired by

the General Manager , the Party Committee Secretary or the Deputy Party
Secretary;
7) Responsible for publishing and filing of minutes of meetings of COSL Drilling.

2.3 Other Functional Departments

1) Responsible for meeting organized by its own department or executive leadership;
take charge of processing, filing and recording of meeting materials.

2.4 Subsidiary
1) Organize annual meeting budget of its unit;
2) Approve the application of meeting fee below 20,000 yuan;
3) Responsible for meeting management of its own organization;
4) Establish corresponding regulations accordingly if necessary.

3. MANAGEMENT PROCEDURE

3.1 Management Requirement

1) All units shall strictly control the number and scale of meetings Regulate
conference management in the principle of anti-waste, efficient and standardized
management;
2) All kinds of meetings should improve the meeting style and improve the quality of
the meeting. Promote short meeting, short talk. Telling the truth and giving up long
words, empty words, and formulaic words. The discussion should go straight to the
point. The resolution of the meeting should be clear and specific, and the
implementation of the decisions of the meeting should be strengthened and the
meeting should not be implemented;
3) Administrative meetings held by departments of headquarter and the subordinate
units shall not exceed two days; Communication and arrangement of meetings
shall not exceed one day;
4) Internal meeting should strictly limit the meeting representatives and staff number
according to the nature and the main content. Irrelevant units shall not be required.
Among them, staff should be controlled within 10% of the number of delegates;
5) All units should try best to use TV telephone and network video and other modern
technological means to reduce meeting cost and improve meeting efficiency. The
communication and arrangement of the conference shall be held in the mode of
tele-phone and video, and the main venue and venue shall control the scale and
save expenses.
6) All kinds of meetings should be held in the company's internal meeting place. In
principle, administrative meetings shall not be held in external places; If the
internal meeting place of the company and the business department fails to meet
the meeting demand and the expenses for meeting the meeting in the external
place, it shall be executed after the approval procedure of the meeting.

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 Drilling-China Integrated Management System
Document Number: Rev.:
L3.2-ADM-P/001 3.0
Document Title: Date:
Meeting Management 1st Aug., 2017

7) The confidential meeting shall be held in accordance with the requirements of

COSL and COSL Drilling. For classified conference, the organizers should be
based on meeting theme, content, categories, and formulate the corresponding
confidential work plan. The plan includes but not limited to the classified
conference attendees, meeting places and related equipment facilities, service to
participate in the unit and service personnel, conference documents, meeting
reports and other request confidential
8) The leading organization of the meeting shall be the host of the meeting.
Administrative department should assist when necessary. The administrative
department is responsible for the meeting of the conference when the general
manager/party secretary/deputy secretary of the party committee host the
conference.
9) In order to improve the communication and efficiency of the conference spirit, the
minutes of the meeting should be issued within 2 working days after the meeting.
10) The participants shall observe the discipline of the meeting, and shall not
communicate or disseminate the discussion of the unsettled matters or the matters
of decision to the representatives other than the representatives without the
consent or authorization of the host.
11) The expenses of the conference shall include the food expenses during the
meeting, the site fee of the meeting, the rental of the vehicle, the printing fee and
so on.
12) The internal personnel of departments shall be executed according to the travel
expenses and expenses of COSL Drilling, and shall be reimbursed at the unit of
the participating staff.
13) The conference spending should base on the principle of frugality, implements the
comprehensive quota control Cost control administrative class meeting within 300
yuan per person per day The meeting should give preference to internal canteen
meals. If internal canteen can't satisfy the conditions, hotel buffet should be
preferred, and dinner in the cost control within 100 yuan per meal.
14) Other meetings other than administrative meetings refer to the above criteria to be
implemented after the approval of the authority. Or the conference organizers shall
formulate a general meeting plan, in line with the principle of frugality, and set out
the details of the expenses before the meeting. Execute conferences after the
examination and approval of the authority. The conferences expenses below
20,000 yuan shall be executed by the main responsible person. The conferences
expenses between 20,000 to 50,000 yuan should be executed after the
examination and approval of the administrative department.
15) External Meeting fee’s standard shall be subject to the notice of the meeting. The
meeting shall be accompanied by the invitation letter or the meeting notice
attached to the invitation unit.
16) Meeting consuming should strictly enforcement of financial reimbursement related
requirements. When holding a meeting, organizations shall provide the meeting
notice, attendees list, the cost of conference service units to provide statements
and other documents.
17) When the meeting fee is within 100,000 yuan and held by the intermediary
company, the applicant shall enter into the meeting service agreement with the
intermediary company after examination and approval..And the head of the unit
shall sign and stamp the official seal of the unit.
18) Conferences including external personnal should provide meeting plan, specify the
cost details and submit them as annexes. The meeting approval list should
indicate the reason of organization meeting, meeting time, content of meeting and
detailed budget of meeting fee.

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 Drilling-China Integrated Management System
Document Number: Rev.:
L3.2-ADM-P/001 3.0
Document Title: Date:
Meeting Management 1st Aug., 2017

3.2 Meeting Procedure

1) Issue meeting notice: Administration Department is responsible for formulating and
publishing meeting notice of meetings chaired by the General Manager/Party
Committee Secretary; meeting agenda, meeting venue, the chair and attendees
should be identified in the notice. Corresponding departments should be
responsible for formulation and clarification of other meetings and submit to Official
Document Management for publishing. Undertaking department should confirm the
attendance of important or critical attendees by phone or fax receipt etc. and make
preparation accordingly;
2) Meeting preparation: include reception and accommodation of attendees from
other places, attendance sheet, speech materials collection, venue choice and
arrangement, setting of table signs, equipment debugging etc. Chairing or
undertaking department should apply for conference room to Administration
Director B ahead of the meeting;
3) Meeting process: concentrate on the scene and equipments status, take record
and pictures, and provide relevant meeting service;
4) Issue minutes of meetings: Administration Department is responsible for
formulating minutes of meetings of meetings chaired by the General
Manager/Party Committee Secretary. Relevant departments should assign
designated personnel to take record for other periodic meetings. Official Document
Management is responsible for minutes of meetings issuing;
5) Meeting materials processing: undertaking department should be responsible for
managing and archiving meeting recordings, photos, and materials in written and
electronic form. The material of the confidential meeting, refers to Secrecy
Management L3.2-ADM-P/018.

3.3 Forbidding acts

1) All units and departments shall not be allowed to organize meals or arrange dinner
in the name of the meeting;
2) It is strictly forbidden to pay any fee for official reception in the conference fee.
3) All units shall strictly implement the standard of accommodation. No fancy suites.
4) The dinner of meeting has to be strictly controlled according to the type and the
quantity of dishes, arrange the buffet, and prohibit the provision of high-grade
dishes, no banquet, no smoking and drinking.
5) The venue was austere. Do not arrange flowers and plants green plant, do not
make background board.
6) Meeting expenses should be strictly budgeted. It is forbidden to organize meetings
on behalf of tourism and non-conference Tours.
7) It is strictly forbidden to give gifts, souvenirs and other recreational activities in the
name of the conference.

4. RELEVANT DOCUMETNS
Secrecy Management L3.2-ADM-P/018

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 Drilling-China Integrated Management System
Document Number: Rev.:
L3.2-ADM-P/001 3.0
Document Title: Date:
Meeting Management 1st Aug., 2017

5. RECORDS
Attendance Sheet L3.2-ADM-P/001-R001
Meeting Application L3.2-ADM-P/001-R002

6. ATTACHMENTS
None

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