UNIT1:

UNIT1:
Introduction to
Introduction to Meetings
Meetings and Events
and Events
Lecturer:
Lecturer: LeonLeon J. Samms
J. Samms
Module: Management
Module: Managementof Meetings and
of Meetings andEvents
Events (ADM4003)
(ADM4003)
Objectives:
Students should be able to:

■ Distinguish between the types of meetings (formal/informal, public/private)

■ Identify types of Corporate Events (Seminars, conventions, conferences,

exhibits and trade shows)

■ Understand the types of Social Events

■ To identify trends in events and meetings management

Meeting Management
What is a Meeting?

■ Formal or informal deliberative assembly of individuals

called to debate certain issues and problems, and to
take decisions. Formal meetings are held at definite
times, at a definite place, and usually for a definite
duration to follow an agreed upon agenda.
Features of Meetings

■ Notices/Call to the Meeting

■ Has a chairperson
■ Someone recording the proceedings of the meeting,
usually called the secretary
■ A quorum must be present
■ Guided by an agenda
■ Minutes
■ Voting towards decision making
Types of Meetings
■ Formal Meetings
A formal meeting is a pre-planned event where two or more people come together
to discuss specific matters for the purposes of achieving a specific goal. There will
be a formal agenda and supporting documents for distribution among the
attendees. Minutes must always be taken at formal meetings.

■ Informal Meeting
Informal meetings are less structured in terms of decision-making, bylaws and
procedures – in many cases, everyone just says “yes” when asked about an action
point, rather than completing a formal vote – and the atmosphere is more relaxed.
Types of Formal Meetings
■ Annual General Meeting (AGM)
■ Board meetings

■ Department meetings

■ Committees

■ Special task forces and groups

Types of Informal Meetings

■ Brainstorming sessions

■ Staff catch-ups

■ Progress updates

■ Class/group meetings
More About
Meetings
More About
Meetings
Making Meetings Effective
Events Management
Corporate Events

■ Any event sponsored by a company that targets its employees

or clients can be called a corporate event. By holding corporate
events, organizations usually aim at entertaining or rewarding
their staff, launching new products, establishing partnerships,
and more.
Types of Corporate Events

■ Seminars and Conferences

■ Trade Shows
■ Executive Retreat
■ Product & Business Launch
■ Awards Ceremony
■ Networking Sessions
Types of Social Events

■ Office Parties
■ Weddings
■ Awards Dinner and Banquet
■ Concerts, etc.
Trends in Meetings & Events Management
■ Increased millennials involvement at the decision making table. Millennials
expectations differ in meeting management
■ Event Venue- People moving away from traditional venues for social and
corporate events. Venue bookings need to be done in advance.
■ Timing – It is no longer the norm to stick to specific time of the year to host
certain kinds of events, e.g. weddings.
■ Technology – with the advancements in technology, the ease of hosting meetings
with people in diverse location has become less of a hassle. E.g. Zoom, Skype
Business, Google Meet Me, Black Board Collaborate.
■ Cost of Events and Meetings is on the rise
Trends in Meetings & Events Management
Cont’d
■ Greener Meetings – organizations are moving towards less paper based
meetings
■ Online Events – Sigma Run hosted an online run session. Many events are
being hosted online.
■ Event management professionals and companies are on the rise
References

■ Fenich, G. (2016). Meetings, Expositions, Events & Conventions: An Introduction to the Industry,
4th Ed, Prentice Hall.
■ Goldblatt, S (2012). The Complete Guide to Greener Meetings and Events. John Wiley and Sons
Inc.
■ Henderson, E.V. and McIlwraith, M. (2012), Ethics and Corporate Social Responsibility in the
Meetings and Events Industry, Wiley Publishing.
■ Micale, Frances A. (2002) Not Another Meeting!: A Practical Guide for Facilitating Effective
Meetings. Central Point, OR: Oasis.
■ Ramsborg, G.C.; B Miller, D Breiter, BJ Reed & A Rushing (2008), Professional Meeting
Management: Comprehensive strategies for meetings, conventions and events, 5th ed,
Kendall/Hunt Publishing, Dubuque, Iowa
■ Robert, H. M. (2014). Websters New World Roberts rules of order: simplified and applied. Boston:
Houghton Mifflin Harcourt.
 UNIT 2:
UNIT1:
Meeting Principles
Introduction to Meetings
and Events
Lecturer:
Lecturer: LeonLeon J. Samms
J. Samms
Module: Management
Module: Managementof Meetings and
of Meetings andEvents
Events (ADM4003)
(ADM4003)
Objectives

At the end of this lecture, students should be able to:

■ Explain the history and importance of parliamentary procedures
■ Apply the basic principles of parliamentary procedures
■ Apply the general principles in the practice of meetings management
What are Parliamentary Procedures?

■ Parliamentary Procedures are a set of rules that enables members to

take care of business in an efficient manner and to maintain order while
business is conducted. It ensures that everyone gets the right to speak
and vote. Parliamentary procedure takes up business one item at a
time and promotes courtesy, justice, and impartiality.
■ Adhering to parliamentary procedure is democracy in action.
■ Parliamentary Procedures emerges from democratic principles
Democratic Principles of an Organization
■ The members rule through a decision-making process that they’ve
established by a vote.
■ Ideas come from the members and are presented to the assembly to
decide upon.
■ Leaders come from the people through an election process.
■ Checks and balances between the leadership and the members are
established in the governing documents.
■ All members are equal — they have equal rights and responsibilities.
Democratic Principles of an Organization

■ The organization is run with impartiality and fairness.

■ There is equal justice under the law; members and officers have a
right to a fair trial if accused.
■ The majority rules, but the rights of the minority and absent members
are protected.
■ Everything is accomplished in the spirit of openness, not secrecy.
■ Members have the right to resign from office or from the organization.
Fundamentals of Parliamentary Procedures

■ Take up business one item at a time. Doing so maintains order,

expedites business, and accomplishes the purpose of the
organization.
■ Promote courtesy, justice, impartiality, and equality. This ensures
that everyone is heard, that members treat each other with courtesy,
that everyone has the same rights, and that no individual or special
group is singled out for special favors.
■ The majority rules, but the rights of individual, minority, and
absent members are protected. This principle ensures that, even
though the majority rules, the minority has a right to be heard and its
ideas are taken seriously.
Take Up Business One Item at a Time
■ Each meeting follows an order of business called an agenda.
Everything on the agenda is reviewed in its proper order and
disposed of before members go on to the next item on the agenda.
■ Only one main motion can be pending at a time.
■ When a main motion is pending, members can make motions
from a class of motions called secondary motions. When
secondary motions are taken up, they take precedence over the main
motion. Discussion must focus on the secondary motion until it is
resolved or temporarily disposed of.
■ Only one member can be assigned the floor at a time.
Take Up Business One Item at a Time cont’d

■ Members take turns speaking.

■ No member speaks twice about a motion until all members have had
the opportunity to speak.
Promote Courtesy, Justice, Impartiality, and Equality

■ The presiding officer calls the meeting to order on time. This shows
courtesy to the members present.
■ Members take their seats promptly when the chair calls the meeting
to order, and conversation stops.
■ Those members giving reports during the meeting take seats in front.
Doing so saves time.
■ Members rise to be recognized by the presiding officer and don’t
speak out of turn.
■ Always refer to other members and officers in the third person. Refer
to officers by their
Promote Courtesy, Justice, Impartiality, and Equality
cont’d
■ In debate, members do not cross talk, or talk directly to each other,
when another member isspeaking. All remarks are made through and
to the chair.
■ Members keep discussion to the issues, not to personalities or other
members’ motives.
■ When correcting a member, the presiding officer doesn’t use the
member’s name.
■ Members speak clearly and loudly so all can hear.
■ Members listen when others are speaking.
The Rule of the Majority and Protection of the
Minority
■ Members have the right to have notice of all meetings.
■ Members have the right to know by previous notice when there is a
proposal to rescind or amend something previously adopted.
■ In any situation where rights may be taken away from members, two-
thirds of the membership must approve the motion (rather than a
■ majority).
■ No one has the right to require a higher vote than a majority vote on
issues unless the bylaws or the parliamentary authority specifically
states that more than a majority is required.
■ Members have a right to be informed of the work of the organization.
References

• Fenich, G. (2016). Meetings, Expositions, Events & Conventions: An

Introduction to the Industry, 4th Ed, Prentice Hall.
• Goldblatt, S (2012). The Complete Guide to Greener Meetings and Events. John
Wiley and Sons Inc.
• Micale, Frances A. (2002) Not Another Meeting!: A Practical Guide for
Facilitating Effective Meetings. Central Point, OR: Oasis.
• Robert III, Henry M.; et al. (2011). Robert's Rules of Order Newly Revised
In Brief (2nd ed.). Philadelphia, PA: Da Capo Press
• Robert, H. M. (2014). Websters New World Roberts rules of order: simplified and
applied. Boston: Houghton Mifflin Harcourt.
THANK YOU FOR
YOUR
ATTENTION