BSBTWK503 – Manage Meetings

Assessment Task – 2 Report By Pradip Khanal (HA21KP)

A management meeting for The Australian Venue Company (AVC) is due to be held on
Saturday, 26 July 2021 commencing at 9:00am and finishing at 3:00pm, the CEO of company
Abott Christian will attend the meeting.

The meeting is usually held in the boardroom at the company’s offices but this room is
unavailable. It will be necessary to make alternative arrangements.
Two of the managers will be coming from interstate to attend in person, while three will
participate via Skype.
A guest speaker will show a video and talk on technological changes for the year 2015.
Lunch will be catered for on the premises.
In the afternoon, the participants will divide into three groups to develop ideas and consider
their strategic needs for the upcoming year. They will then reconvene and share their ideas
with the other groups.
This is a meeting plan to ensure that all the requirements for the meeting are organized
correctly. The plan should take into consideration all aspects of the meeting, including
personnel, timing and structure.
Meeting Plan
Date: Saturday, 26 July
Time: Commencing 9:00am -3:15pm
Agenda: As chair of the assembly, I would work in conjunction with the person(s) who actuates
the assembly to create an appropriate motivation with input from those anticipated to go to in
respect to what issues or subjects ought to be examined. The plan would be conveyed through
e-mail with an desire that the participants would affirm that they would be coming and they
were a way of their obligations. Guarantee the formalized plan is gotten by all participants a not
too bad sum of time earlier to the assembly and acclimate me with the record and conduct any
fundamental investigate. I would get any significant duplicates of past meetings' minutes and
familiarize myself with these too. It would be my obligation to guarantee that I am mindful of
organization necessities, arrangements and methods, and any legitimate or moral issues
relating to this specific assembly.
Minutes: For this assembly, including the CEO, I would select an experienced diminutive taker
to guarantee that there would be a clear and brief record of the occasion. The minute-taker
would be given a duplicate of the plan and inquired to acclimate themselves with this so that
they may be prepared to note down the dialog of each theme. The minute-taker would not be
required to report each word of the introduction or administrative reports, as it were the key
focuses, so that they may be reviewed at afterward gatherings. It would be a prerequisite that
any arranged and concurred activities would be recorded with accuracy for future reference,
counting who had the obligation for these activities. The minute-taker would moreover be
educated that the minutes would have to be be affirmed by each of those show earlier to them
BSBTWK503 – Manage Meetings
Assessment Task – 2 Report By Pradip Khanal (HA21KP)

being taken absent from the assembly and finalized rapidly (edit by the chair) for dispersion to
the participants.
Documentation: The supervisors would get to mail the chairperson a duplicate of each of their
reports – primarily any charts, tables, or insights, so that they may be printed earlier to the
assembly and brought within. The speaker would too be inquired to e-mail through any
supporting notes or records for his/her introduction to be printed and dispersed in like manner.
On the day of the assembly, a remote printer would be required so that any attendee may print
archives or notes, as well as any choices or plans that had been made.
Venue: The Company will contract out a reasonable occasion or assembly room found at the
lodging for the two interstate visitors. This inn ought to be reasonable for facilitating the
directors and particularly the CEO – classy, bounty of civilities, well-staffed. The room ought to
be air-conditioned, given with great lighting, a comfortable estimate for up to 15 participants,
and prepared with numerous control focuses for hardware. The scene ought to be booked at
slightest 3 months in progress with affirmation closer to the date (4 to 6 weeks out).
Transport: Appropriate transport to the setting ought to be pre-organized for the CEO and any
other high-ranking administration individuals. In the event that the speaker is from out of town,
they ought to be transported to the lodging from the airplane terminal or their convenience in
the event that it isn't the same as the scene (which would be best). Organizing transport
guarantees that no one is misplaced or late.
Catering: Hire a caterer to provide refreshments, snacks and a lunchtime meal. Check with all
attendees for any special dietary requirements (vegetarian, allergies, gluten free etc.). Relay any
dietary requirements to the caters and confirm menus and timing close to the event (one month
out).
Guest Speaker: Confirm the visitor speaker near to the date of the occasion, this may have to
be incorporate convenience and transport. Talk with the visitor speaker almost their
introduction, making them mindful of the parts of the participants (in specific, the CEO) inside
the organization and awe upon them the standard of readiness that will be anticipated. May be
conceivable that the video must be seeing and endorsed earlier to the assembly.
Technology Requirements: Hire (or source internally) an AV/Technology expert to handle the
set up of all equipment and to assist with the running of required equipment on the day. Deliver
to the designated person/people a checklist of what is required.
Room Layout: The room ought to be set out in a horseshoe shape, confronting the heading in
which the speaker’s introduction will be held, with ergonomic chairs and work areas. This format
will empower all members (counting those through skype) to see the introduction as well as one
another amid talks.
Action Groups: Putting the participants into pre-planned bunches will spare time on the day.
Arrange to put individuals of the assembly into bunches where their parts, abilities sets, and
information will be best utilized with their colleagues. Guarantee there are sufficient paper (A4
BSBTWK503 – Manage Meetings
Assessment Task – 2 Report By Pradip Khanal (HA21KP)

and butchers) and pens on hand on the off chance that the participants wish to brainstorm
their thoughts and show them in this way.
Timing: Advise attendees that arrival at 9am for a 9.30am start is required. Early arrival ensures
the meeting will not go over time and allows the attendees time to mingle and network with
each other prior to the commencement as well as time for the setup of skype links. Refreshment
breaks may be taken every hour with a lunch break at midday. Schedule will allow for managers
reports to be made first, followed by any necessary discussions. The presentation will take place
after lunch immediately followed by group brainstorming using information gathered from
reports and presentation. Reconvening to share each groups ideas and suggestion could be
followed by voting on actions and delegations of responsibilities. At the conclusion of the day
the attendees would be briefly recounted the minutes to approve them for finalization and
distribution
Post- Meeting Reports: As the management team and CEO will all be attending this meeting
and receiving a copy of the minutes it may be unnecessary for them to receive a report of the
meeting. If any major decisions or plans have been made then a report should be handed out to
any relevant employees – sales teams, marketing people, general staff, and product developers.
These reports would be developed using the minutes from the meeting in conjunction with the
management team and distributed in the appropriate manner for each section.

Checklists

Agenda Checklist:

 Agenda formalized and proof read

 Emailed to all attendees a reasonable amount of time prior to the meeting
 Ask for confirmation that attendees received their copy
 Enlist and brief a minute taker

Venue Checklist:

 Air-conditioned
 Appropriate sized space
 Adequate lighting
 Book venue
 Confirm booking 4-6 weeks out from meeting
 Confirm again at 1 week out from meeting
 Organize room in horseshoe fashion
 Have all electronic equipment delivered to venue

Catering Checklist:
BSBTWK503 – Manage Meetings
Assessment Task – 2 Report By Pradip Khanal (HA21KP)

 Book caterer
 Obtain attendees dietary requirements
 Pass on dietary requirements
 Confirm that dietary requirements are met
 Confirm menu – tea, coffee, water, snacks and lunch

Transport and Arrival Checklist:

 Book transport for 9am arrival

 Inform relevant persons of transport arrangements
 Have name tags prepared if attendees are not all familiar with on another
 Have hotel staff guide attendees to the meeting room and direct them to the location of
amenities and refreshments

Technology checklist:

 Book/Source technology expert/assistant – email copy of checklist and requirements

 Smart board/Electronic White board/ Laptop and Projector for speaker’s presentation
 A microphone or speakers for video presentation
 3x laptops set up for video conferencing via Skype – these will need to be able to be
moved around for group activities
 Extra leads and extra power outlets – enough for all attendees should they wish to use
their own laptops or other devices
 Person to provide support on the day
 Set up early to double check all equipment is working
 Wireless printer

AGENDA
Management Meeting:
9:00am – 3:15pm
Meeting Called by Facilitator Name
Chair Person: Ben Anderson
Venue: The Imperial Hotel, 2-8 Bourke Street Melbourne 3000

9:00 am -9:30 am Arrival

Please see hotel staff at reception upon
arrival. You will be directed to the event
room where refreshments will be available.
9:30am-9:35am Meeting called to order by chair
Being seated and formal introductions
9:35am- 10:30am Managers Reports
BSBTWK503 – Manage Meetings
Assessment Task – 2 Report By Pradip Khanal (HA21KP)

10:30am – 10:40 am Refreshment Break

Tea, coffee, water and snack foods
available
11:50am- 12:50pm Lunch
Catered lunch within the venue
12:50pm- 1:00pm Prepare for Presentation

Attendees to return to the meeting room

and make themselves ready for the
presentation. Please take notes.

1.00pm – 1.45pm Speaker and Presentation

Video and talk on technological changes
for the year

1.45pm – 1.55pm Refreshment Break

1.55pm – 2.00pm Action Group Instructions

To focus on strategic needs for next 12

months

2.00pm – 2.15pm Action Groups

2:15-2:30pm Reconvene to Discuss

Sharing ideas, developing plans, setting

goals

2:30-2:45pm Confirmation

Confirm decided plans, actions and those

responsible. If need be, take a vote.

2:45-3:00pm Approve Minutes

Minutes for the meeting briefly recounted

and approved by attendees. To be
BSBTWK503 – Manage Meetings
Assessment Task – 2 Report By Pradip Khanal (HA21KP)

formalized and distributed in a timely

manner.

3:00pm-3:15Pm Conclusion

Thank speaker and all attendees, set next

meeting

Additional Instructions:

 Please note you are advised to arrive at the venue at 9am for a 9.30am start.
 Managers Reports can be emailed to the chair and printed with any supporting
documentation.
 Come prepared to take notes (laptops, tablets etc.)