Make Meeting Arrangements

Arrangements Making suitable arrangements for a meeting is a skill. The activities that are required to plan and organise a meeting need to be done in a sequence. Excellent time management skills are needed as some things need to be done well in advance, and others the day before. For example, the booking of a venue and notice of meeting will need to be done well in advance, while the setting up of the room need only be done the day before As well as preparing for the meeting itself, many additional arrangements may need to be made such as booking accommodation and catering. The order of Agenda items is important, as well as roughly anticipating the time needed for each item. The meeting must be well organised so that it flows smoothly and has a positive outcome. The cost of a meeting is another important aspect to be considered by the person requesting the meeting. Will the participant need a replacement person in the workplace? Will the participant require transport/accommodation? Is the meeting going to justify the cost involved? Is there another way to hold this meeting such as a teleconference? The following is a list of tasks that need to be completed by the person organising the meeting. If you are organising a meeting you need to: use time management skills to

develop meeting schedule

distribute meeting documents

book venue and catering

use good communication skills so you can

converse with people orally

contact people in writing/email

identify the relevant participants

who will be attending?

how do I contact each participant?

does anyone have any special needs, eg wheelchair access, hearing impaired, special diet, etc?

book the venue

which will comfortably hold the expected number of participants

within the budget constraints

arrange catering

remember to find out if any participants have special dietary needs

organise the time for the refreshments to arrive

arrange accommodation and transport if required

meeting participants could be coming from another area/state/country

ensure participant is given the accommodation and transport details – in writing if possible

arrange any resources required

check with the presenters to see if they require an electronic whiteboard, video projector, screen and litepro (to attach to a laptop for a presentation), photocopier, etc

check with the organisers to see if they require telephone or videoconferencing equipment

prepare documentation such as Notice of Meeting and Agenda

notify participants of meeting arrangements

confirm meeting arrangements

prepare the room before the scheduled meeting time

have copies of all documentation that has been sent to the participants

have copies of minutes of previous meeting for distribution

have copies of reference materials such as relevant files or documents available if they are required

provide pens and paper

provide water jugs and glasses if appropriate

arrange seating and table/s. In a decision making meeting participants should face each other so that eye contact is maintained, whereas a speaker is usually at the front of the room so that all participants may face him/her. The usual protocol for formal meetings is that the Chair normally takes the head of the table, with the minutes secretary at his/her right.

ensure all equipment/resources required are in the meeting room and in working order.