MEETINGS OVERVIEW

Throughout the year, the Conference Coordinator/s attends and facilitates various meetings. This
document will highlight the different meetings as well as give an overview of each meeting and any tasks
the CC has associated with these. Meetings are in important way of keeping in touch – make the most of
them!

Conference Team Meeting

The Conference Team meeting is a weekly meeting held throughout the summer with the Conference
Team that includes the CC, Assistant CC, Conference Support, and the Conference Managers (CM’s).
This meeting in the past has occurred on Monday afternoons, this time worked out well to start the week
off and go over any check-ins/outs, problems that may need to be addressed, or any positive notes that
occurred over the weekend. This meeting time also avoided any other meeting times as well, so everyone
could attend. In this meeting, the Conference Team would go over various topics and do things such as
assign tasks, give updates, discuss topics, time-off updates, celebrate birthdays/special occasions, etc. Be
sure to try and make the agenda entertaining and often staff have divided up responsibilities to bring in
treats as well, which helps make the meeting more exciting.

The CC recommends starting an agenda a week ahead of time to slowly add items as the week goes on to
be sure you include everything that needs to be discussed. Also, even if it seems slow it is important to
still meet to stay connected and be sure everyone has a chance to bring up any issues or concerns. This
meeting is also a great opportunity to gauge where everyone is and see if anyone needs assistance with
any tasks. A great sample meeting is located at Conf1/Meetings/ConfTeam19/2019-07-01Minutes or
Agenda. Be sure hidden text is showing in these documents because it shows important information that
would otherwise not be seen. Click this symbol ¶ (looks like a backward paragraph) to show hidden text.

The CC also recommends looking back a year (or whatever is appropriate) to find meetings during a
similar timeframe to remember important topics to repeat.

Summer Conference Staff Meeting

Weekly during the summer the CM’s will faciltate a meeting every Tuesday afternoon to go over current
or past conferences, procedural reviews, etc. with the SCS. There is a Lead position that is assigned to do
this. The CC typically does not attend these meetings, but a new CC may want to attend to familarize
themselves with the overall operation. The folders for these meetings are located in
ConfSCS/20XX/SCSMeetingsXX.

DOR/ISU Dining/Conference Services Meeting

This meeting is held weekly throughout the late spring and summer on Thursday mornings. It is an
opportunity for various areas of our department and ISU Dining to meet to raise concerns, give updates,
etc. Generally, representatives from Facilities, Custodial, ISU Dining, and Conference Services attend.
However, for various reason some represnetatives may not be able to attend every week, but if the CC
feels that our meetings are regularly underrpresented by a certain area, such as facilities, bring it to the
attention of the individual(s) first, then the supervisor. The CC will send out an email to remind staff

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about when meetings will start every year. For an example, refer to
Conferences/Meetings19/ConferenceServicesMeeting email to staff.

The agenda includes a roundtable format so every group could discuss any topics/concerns/share, a
portion of the upcoming dates on the Excel calendar, and various updates or projects depending on what
was currently going on. The CC recommends looking back a year (or whatever is appropriate) to find
meetings during a similar timeframe to remember important topics to repeat.

Usually, the Conference Support or a CM will take minutes, type them up, then send to CC to proof. After
the CC proofs the minutes, they will post them on the intranet. Steps on how to do this are currently listed
in Conferences/Meetings19/PostingMinutes.

1-on-1 with Supervisor

This meeting occurs every two weeks with the CC’s supervisor to go over various topics. The CC will
make an agenda of what they want to cover and the supervisor will have other items to cover as well.

Conference/Projects Meeting

This meeting is a monthly meeting with the CC, ACC, and Julie Hartl that only occurs nine months out of
the year usually on Fridays at 11 a.m. Julie Hartl does not typically attend the weekly DOR/ISU
Dining/Conference Services meetings. A sample meeting agenda/minutes is located in
Conf1/Meetings/Projects. The meeting will go over the various halls, buildings and their respective
projects. The CC needs to know about future year projects as well as current summer projects to plan for
our guests.

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