CONVENTION AND EVENTS MANAGEMENT

MC1018

DIPLOMA IN HOTEL MANAGEMENT PREPARED BY :

IHM COLLEGE MISS FATIHAH
 CHAPTER 3
CORPORATIAND MEETINGS
LEARNING OUTCOMES
By the end of the topic, you should be able to :
1. Define the corporate meeting
2. Discuss the types of corporate meetings
3. Identify the independent meeting planner
4. Assess the corporate formalities
characteristic
THE CORPORATIONS AND MEETING
DEFINITON OF CORPORATE MEETING

 The word “meeting” is not defined anywhere in the Companies Act.

Ordinarily, a company may be defined as gathering, assembling or
coming together of two or more persons (by previous notice or by
mutual arrangement) for discussion and transaction of some lawful
business.

 A company meeting may be defined as a concurrence or coming

together of at least a quorum of members in order to transact
either ordinary or special business of the company.

 Corporate meetings are those business-oriented meetings in

which the participants represent the same company, corporate
group, joint-venture, or client/provider relations. 
 The agenda of the meeting should be clear to all.

 Do not try to make a fish market in meeting. Respect

everyone’s views. Respect the leader. Try and co-
operate.

 It has to be ensured that the decisions that are

reached through a meeting should be implemented.
Also, all participants must get minutes at the end of
meeting.

 Corporate Meetings tell where the company is and

where is it heading. They are communication drivers
behind organization’s success. Successful Corporate
Meetings are productive, creative, well-focused,
timely and well-led
SOME OF THE CORPORATE FORMALITIES IN YOUR STATE MAY
INCLUDE THE FOLLOWING ACTIONS:
Scheduled meetings
Your business should hold at least one annual shareholders’ meeting. You
can have more than one per year, but one per year is often the required
minimum. An annual board of directors meeting is often also held in
conjunction with the shareholders’ meeting as well.

Special meetings
Special meetings can be called when there is important business to discuss or
when decisions that will affect the corporation as a whole should be made.
There may be unique notice requirements for these types of meetings.

 Accurate recordkeeping
Corporations must keep certain information as part of their corporate
records. Usually, these include financial records, meeting minutes, corporate
tax records, and other related filings.

Determining how to negotiate contracts

The corporation should have a policy about who can bind the corporation by
entering into contracts and deals with others. You should also consider who
will be authorized to make purchases on behalf of the corporation and
whether there should be approval before entering a deal or making a
purchase.
CHARACTERISTICS OF A COMPANY MEETING
Two or more persons (who are the members of the
Company) must be present at the meeting.

The assembly of persons must be for discussion and

transaction of some lawful business

A previous notice would be given for convening a

meeting

The meeting must be held at a particular place, date

and time.

The meeting must be held as per provisions/rules of

Companies Act.
TYPES OF COMPANY MEETING
STATUTORY MEETING
 A public limited by shares or guarantee is required to hold a
statutory meeting

 Statutory meeting is held only once in a lifetime of the company

 Such a meeting must be held within a period of not less than one
month or within a period not more than six months from the date on
which is it entitled to commence business, i.e. it obtains certificate
commencement of business

 The purpose this meeting is to enable members to know all

important matters pertaining to the formation of the company and
its initial life history

 Notice period at least 21 days before the meeting must be given to

members unless consent is accorded to a shorter notice by members
ANNUAL GENERAL MEETINGS
 Must be held by every type of company, public or
private, limited by shares or by guarantee, with or
without shares capital or unlimited company, once a
year
 A notice of at least 21days before meeting
 The AGM must be held on a working day during

business hours at the registered office of the

company.
 If any day is declared by the Central government to

be public holiday after the issue of the notice

convening such meeting, such a day will be treated
as a working day
EXTRA-ORDINARY GENERAL MEETING
 Every general meeting (i.e meeting of members of
the company) other than the statutory meeting and
the annual general meeting or any adjournment
thereof, is an extraordinary general meeting.
 A meeting cannot be held unless a proper notice

has been given to all persons entitled to attend the

meeting at the proper time, containing necessary
information.
 A notice convening a general meeting must be

given at least 21 clear days prior to the date of

meeting
THE INDEPENDENT MEETING PLANNER
- Independent meeting planners are entrepreneurs who
specialize in planning meetings and conferences.

- Associations or corporations who do not. have a full time

meeting planner may choose to contract with an independent.

TYPES OF MEETING PLANNER

 Corporate meeting planner
 Independent meeting planner
 Government meeting planner
RESPONSIBILITIES OF MEETING PLANNERS
 Pre-meeting activities
 Onsite activities
 Post meeting
 Related activities
ANY QUESTION ?
TUTORIAL CHAPTER 3
 List out The Characteristic corporate
formalities
 List out of the Meeting of the shareholder
 Characteristic of the company meeting