Handout 2: Planning and organising meetings PowerPoint presentation Principles of providing administrative services Handout 2: Planning and organising meetings

catering and accommodation equipment required special requirements Information required date, time and duration delegates venue catering and accommodation equipment required special requirements documentation. When planning meetings, you will need to know the tasks that must be carried out before, during and after a meeting, and the information you will need in order to complete these tasks, or where to find it: date, time and duration – in order that you can send notice/invite the delegates and book a venue; delegates – you will need to know how many are to be invited to determine the size of the venue and their contact details in order to invite them; venue – you will need to know the size and facilities required. Your organisation may have designated meeting rooms that it is necessary to book or it may be that an external venue needs to be arranged; catering and accommodation – you will need to know what sort of refreshments are required and, if it is a large meeting with out of town delegates, whether accommodation will need to be arranged for them. If the meeting requires lunch to be provided you will have to find out whether any of the delegates have any special dietary requirements; equipment required – you will need to know what will be needed during the meeting, eg laptop, projector, flip charts/whiteboards, power sockets, telephone/internet connection, as well as writing materials; special requirements – you will need information as to whether any of the delegates need, eg wheelchair access, hearing loop, information presented in another format; documentation – in order to prepare the agenda, you will need to know the items that are to be discussed. You will be able to get this information from the previous minutes and the Chairperson. You will also need to know if there are any other documents that delegates will require and that will therefore need to be copied up ready.

Tasks before the meeting circulate notice to members agree, produce and circulate agenda book venue arrange for refreshments and equipment required receive apologies check health and safety requirements of venue inform reception staff copy documents required for meeting make overnight accommodation arrangements for delegates circulate maps of venue prepare attendance register brief the chairperson with all relevant information – produce a chairperson’s agenda.

check room for tidiness and equipment During the meeting check room for tidiness and equipment having spare copies of agendas and previous minutes take note of attendance take notes of the meeting sit next to the chairperson to provide whatever support is required. You will play a fully supportive role of the Chairperson, which will include any of the following:

After the meeting Leave the room tidy, ensuring no belongings are left behind. Draft, agree, produce and circulate the minutes of the meeting to all members. Ensure the date of the next meeting is entered into diaries. Deal with any other paperwork/correspondence requested by the meeting. Undertake other follow-up activities requested at the meeting, eg telephone calls. Start preparations for the next meeting.