MEETING ARRANGEMENTS

Making suitable arrangements for a meeting

is a skill. The activities that are required to
plan and organise a meeting need to be done
in a sequence. Excellent time management
skills are needed as some things need to be
done well in advance, and others the day
before. For example, the booking of a venue
and notice of meeting will need to be done
well in advance, while the setting up of the
room need only be done the day before

 As well as preparing for the meeting

itself, many additional arrangements
may need to be made such as
booking accommodation and
catering. The order of Agenda items
is important, as well as roughly
anticipating the time needed for
each item. The meeting must be well
organised so that it flows smoothly
and has a positive outcome.

 The cost of a meeting is another

important aspect to be considered by
the person requesting the meeting.
Will the participant need a
replacement person in the
workplace? Will the participant
require transport/accommodation? Is
the meeting going to justify the cost
involved? Is there another way to
hold this meeting such as a

If you are organising a meeting

you need to:
use time management skills to
develop meeting schedule
distribute meeting documents
book venue and catering

use good communication skills

so you can
converse with people orally
contact people in writing/email

 identify the relevant participants

who will be attending?
how do I contact each participant?
does anyone have any special needs, eg
wheelchair access, hearing impaired, special
diet, etc?

book the venue

which will comfortably hold the expected
number of participants
within the budget constraints

 arrange catering
remember to find out if any participants have
special dietary needs
organise the time for the refreshments to arrive

arrange accommodation and transport

if required
meeting participants could be coming from
another area/state/country
ensure participant is given the accommodation
and transport details in writing if possible

 arrange any resources required

check with the presenters to see if they require an
electronic whiteboard, video projector, screen and
litepro (to attach to a laptop for a presentation),
photocopier, etc
check with the organisers to see if they require
telephone or videoconferencing equipment

prepare documentation such as Notice of

Meeting and Agenda
notify participants of meeting arrangements
confirm meeting arrangements

 prepare the room before the

scheduled meeting time
have copies of all documentation that has
been sent to the participants
have copies of minutes of previous
meeting for distribution
have copies of reference materials such as
relevant files or documents available if
they are required
provide pens and paper

 provide water jugs and glasses if appropriate

arrange seating and table/s. In a decision
making meeting participants should face each
other so that eye contact is maintained,
whereas a speaker is usually at the front of the
room so that all participants may face him/her.
The usual protocol for formal meetings is that
the Chair normally takes the head of the table,
with the minutes secretary at his/her right.
ensure all equipment/resources required are in
the meeting room and in working order.