Plan, manage and conduct meetings

Arrange meetings

Arrange catering

• Catering staff
• Glassware, crockery and cutlery
• Service area
• Service equipment
• Clothes and trays
• Food
• Timing of meals
• Special requests of dietary requirements
• Menus
• Cash lists, registers and cash float if items are to be sold.

Arrange meetings

Specialised meeting staff

• Welcoming staff
• Meeting organisers
• MC – Master of ceremonies
• Language translator
• Photographer
• Audio and visual expect
• Computer technician
• Catering staff.

Develop agenda

• An agenda is simply a list of things to be discussed at a meeting
• Most agendas take the shape of a one-page document and are given out to the expected participants, prior to the meeting
• In informal meetings, quite often the agenda is handed out prior to the commencement of the meeting.

Types of agendas

Informal agenda

An informal agenda may include the following:

• Title stating name of meeting
• Date of meeting
• Time of meeting
• Place of meeting
• Objectives of the meeting
• A list of participants, their title and position
• A list of topics for discussion.

Types of agendas

Formal agenda

• The opening stage
• Apologies received – for those who are absent
• A section confirming the acceptance of previous meetings
• Most have a section known as ‘Business Arising’ from previous meeting
• Correspondence
• General business
• Date for next meeting
• Closing time of meeting.

Preparing of agendas

• Contact the Chairperson of the meeting
• Identify topics for discussion at the next meeting
• Note the topics on the agenda
• Confirm all agenda topics and sequence order
• Confirm participants to be invited
• Obtain participant contact details, addresses and or email numbers so that the agenda can be distributed prior to the meeting.