Appendix A – Meeting requirements

You are the Administration Assistant for Bags About Town, a handbag manufacturer.
You have been asked to prepare the notice of meeting and an agenda for the next
monthly directors’ meeting. You are also expected to organise the preparation and
distribution of meeting papers.
The CEO’s personal assistant is responsible for making meeting arrangements. She has
provided you with the following details for the meeting.

Requirement Details

Date 14 August

Time 9am to 1pm

Duration Half day

Attendees Senior Management Team – CEO, General Manager, IT

Director, Finance Director, HR Manager, Marketing
Manager, Buying Director, Warehouse Manager, Regional
Operations Manager

Meeting structure (e.g. Formal

formal or informal)
Requirement Details

Meeting purpose Regular monthly meeting of senior management team. The

meeting is formal and follows a standard format including:
minutes, business arising and correspondence. Other
standing agenda items include:
● CEO update (15 minutes).

● 10 minute activity reports from the General Manager

(Sonia Hurst), Finance Director (Brett Simons),
Marketing Manager (Seth Gorman), Buying Director
(Vincent Khoo), Warehouse Manager (Chris de
Kunder) and Regional Operations Manager (Jeremy
Singh).
● 10 minute morning tea break at about 10.30.

● Appropriate time between items for questions,

discussion and decision-making.
● CEO concluding remarks.

● This month’s meeting will also include:

● 30 minute presentation from the IT Director (Jamie

Priddle) on progress of the sales terminal upgrade
project.

Meeting purpose ● 40 minute question and answer discussion on

(continued) Workforce Agreements lead by the HR Manager
(Maria Angelus).
● 10 minute presentation by the Design Team,
reporting on international fashion trends (5
members of the Design Team will attend for this
portion of the meeting only).

Meeting chair CEO – Mark Schofield

Number of participants Nine members of the senior management team and the
(internal and external) CEO’s personal assistant who will act as minute-taker.
Five members of the Design Team will attend only for their
meeting item.

Location Boardroom, Bags About Town head office, Level 14, 194
Collins Street, Sydney.
Requirement Details

Pre-reading materials A number of documents need to be distributed in hard

for attendees copy to meeting participants at least one week in advance
of the meeting, they are:
● Agenda

● Minutes of previous meeting

● Sales terminal upgrade progress report

● Draft Workforce Agreement.

Documentation The following documents will be distributed in hard copy

requirements for the at the meeting:
meeting
● Monthly budget report

● Correspondence list

● Design Team summary report.

Equipment required for Laptop

the meeting (e.g.
Data/video projector
video/data projector,
microphone,
whiteboard)

Teleconferencing or Nil
videoconferencing
requirements and
equipments

Catering Morning tea