Sample Format of Meeting Minutes

Name and place : Rania and Kennedy’s wedding party

Date and time : 17 october 2020th
List of meeting participants : - Novan Muhammad Syahbani as Director of Room
- Reynaldy Putra Martopo as Executive Housekeeper
- Anharul Huda as Food and Baverage Manager
- Rania Al-yassin as Guest Representative
Location of Meeting : Meeting room
Members Apologies : - Rafli Ramdhani as Front Office Manager
Guest : - Rania Al-yassin as Guest Representative

Agenda Item #1 : wedding party concept

Discussion :
All participant of the meeting looking for an agreement about Rania & Kennedy’s party
concept, and the result is garden party, with bohemian theme also hanging lamp on the
garden so it will be a nice atmosphere between the guest.

Action :
Novan : “okay thank you rania. lets get started from vendor, for mr Arul please tell
us about the last result”
Novan : “ lets get started from fnb, for …… please tell us about your idea”
arul : “okay thank you sir, now im gonna tell you my idea about wedding concept.
I have an idea for create garden party. with bohemian theme also hanging
lamp on the garden so it will be a nice atmosphere between the guest ”
rey : “wait! im not sure im agree with you”
arul : “how come?”
rey : “ ow come on, you now we are facing the pandemic situation also we were
in a rainy season, right!”
Arul : “so, whats the problem?”
Rey : “ if we want to make garden party we must have more preparation than
regular wedding party, as you now we don’t have enough time and staff to
make sure everything is running well”
novan : “ well you’re right ,do you have any idea on this?”
rey : “ yes of course, I think we can move the location with the same concept but
inside the ballroom, its more efficient and safer than garden party.”
novan : “ okay, im with you on this, but how about you mrs rania”
rania : “ never mind I still want to choose garden party for my wedding because
I’ve been planning this event since 2 years ago. Its okay For the budgeting I
will pay more, how many more budget did you need for the event? ”
rey : “ allright, I will count it first”

Agenda Item #2: the number of pax

Discussion :
All participant of the meeting looking for an agreement about the number of pax, and the
result is 800 pax with split them into 2 session.

Action :
novan : “ while mr rey counting the extra budget, lets continue to the other topics.
How about the number of pax? For mr arul can you tell us about the number
of pax”
arul : “so mrs rania want to invite 800 pax, what do you guys think abaout rania’s
plan?
rey : “ I see what you mean, but im not agree with you because we were in this
pandemic situation, is there anyone have other opinion ?”
novan : “ how about decrease the number of pax?”

rania : “ im sorry but I don’t agree with your opinion, because this is my special day
and I ant to invite all of my friends.”
rey : “ okay, I have an idea, we have to split into 2 session”
rania : “ I see you mean and I agree with you”
rey : “ HOW ABOUT THE SPECIFICT TIME”
arul : “ I think for the first session it will be start at 1 pm until 3 pm, and the last
session will be started from 4 pm until 7 pm”
rania : “ okay I’m agree with your idea”

Agenda Item #3: the menu of the buffets

Discussion :
All participant of the meeting looking for an agreement about the menu of buffets, and the
result is western food.

Action :
novan : “ well, we already find 2 solution lets talk another topics, How about the
menu of the buffets?”
arul : “ for the menu we already talk to choose western food, is there any
additional?”
rania : “ yes, I’ve been looking out for a new idea to add a new menu like slice fruit
and dessert”
arul : “ well noted mrs rania thank you”
 Agenda Item #4: VIP guest

Discussion :
All participant of the meeting looking for an agreement about the VIP guest, and the result is
for vip guest there are 16 person and they will be placed in board room because we have
special treatment for vip guests.

Action :
novan : “okay that is result from this topics, lets talk about vip guest, how many vip
guest that will come in this event?”
arul : “ for vip guest there are 16 person and they will be placed in board room
because we have special treatment for vip guests.”
Novan : “ so whats your planning for the vip guest?”
Arul : “ for the vip guest I will prepared one board room with buffet inside also
round table for 8 person so we will split to be 2 session , it that right mrs
rania?”
Rania : “ you’re absolutely right mr arul, thank you”