Organise Meetings

Meeting Planner

To Do

By When

By Whom


Follow-up Action

Confirm meeting arrangements

9th December



All the participants ar invited to the meeting

Confirm details eg time, place, venue

10 December 11:00am

Meeting planner


Information about time ad venue has been conveyed to attendees

Confirm participant list

Twenty committee members including the chairperson

Club head


20 committed members have been invited for the meeting

Book venue

One month before the actual date of meeting

Club management


The venue has already been booked by the management

Book refreshments

10th December



Coffee and light lunch will be offered to given to the members

Draw up Notice of Meeting and Agenda

21 day notice for the meeting



Notice of meeting shall be given to members of tennis club

Check documentation language is suitable for recipients (is it culturally sensitive and appropriate)

9th December

Human resource manager


Avoiding closed questions and practising active listening

Research any legislative requirements for this meeting eg WHS Committee requirements

Work health and safety programs



Work health and safety programs must be covered in the meeting in order to avoid any hazard at the workplace

Distribute Notice of Meeting and Agenda

9th December



It must be distributed in advance so that attendees can prepare for the meeting

Organise travel, if necessary





Check availability of required equipment

9th December



Check the availability of audio and video equipments to make sure that the meeting run smoothly

Confirm venue and catering bookings

One week in advacne



Venue will be booked in advance

Photocopy and distribute minutes of last meeting

One week in advance



It will distributed before the meeting so that attendees can review the information

Copy any other meeting documentation

10th December



It will distributed before the meeting so that attendees can review the information

Arrange seating to suit number and purpose

One week in advance



Must be completed in advance

Ensure readiness of equipment

One week in advance



It must be done in advance in order to achieve the meeting objectives

Provide stationery requirements

10th December



It will be given according to the need of attendees

Check all details on the day

One month in advance



It must be done in advance in order to achieve the meeting objectives

a) The meeting arrangements will help to run the meeting in a smooth manner. With the help of all the effective arrangements the company can attain desired outcomes. In addition the meeting arrangements will include following:

  • Meeting equipment
  • Catering
  • Accommodation
  • Location
  • Selecting a date

b) The meeting documentation is the papers are required to provide necessary information to participants. The documentation includes chairperson reports, financial reports, committee reports, written motions, notice of meeting, the agenda etc.

c) The companies will give noticeat least 7 daysbefore the actual day of the meeting.

d) The notice of meeting must include the following information:

  • Meetingparticipants (e.g. shareholders, board of directors, members, board of managers, or others)
  • Location
  • Meetingtype (e.g. regular, annual, special, or other)
  • Purpose and agenda of the meeting

Notice of Meeting

To: all the members

Notice is hereby given that the work health and safety meeting at Grosvenor publishing company is schedules to be held on 10 December 2020. All the committee members are requested to meet at company’s board room level one. The purpose of the meeting is to discuss about the work health and safety at Grosvenor Company. All the committee members are requested to bring along the necessary documents, data and analysis sheets for the meeting.

We look forward to have all the related members of committee at the meeting so that we can improvise our plans. In case someone is not able to attend the meeting, you are requested to have your representative attend on your behalf.



To restock the first aid equipments for the clinic

To finalize the fire evacuation plan

To improve lighting over editors workshops


a) An agenda allows a person to take control over the flow of discussions, issues and the members responsible for reporting particular information at the meeting. Furthermore, it also helps to inform the chairperson and attendees about the purpose of the meeting.

b) A notice is a statement regarding the meeting whereas an agenda is a collection of things to be done in a meeting (Neville & Re, 2019). For the company meeting, a notice of meeting is issued to all the committee members in order to indicate the time, venue, date of the meeting.

c) Quorum refers to the minimum number of voting members who should be present at a meeting. Furthermore quorum is generally used at board meeting and general meetings.

d) Meeting purpose: to improve the work health and safety

Participants: 20 committee members


  • Restocking first aid equipment
  • Improvement of evacuation proposal

e) It is highly essential to typed up the noted as soon as possible after the conclusion. The main reason is that the memory plays an imperative role and if the notes are written promptly the person could forget the essence of the discussion (Doan et al., 2020).

f) The main role of chairperson is to encourage the decisions. Furthermore the chairperson is responsible for allowing fair and open discussions so that he make decisions in an appropriate manner (Solanke, 2016).

g) The annual general meetings have some special requirements. The meeting must be held by the organization every year in order to discuss business matters

h) Formal meeting includes number of different necessary things like the purpose of meeting, decisions that are made and the name of attendees.

i) Some of the effective cultural communication technique includes active listening; avoiding slang, watch your nonverbal communication

J) Work health and safety laws:

  • To guide the organization with ways to decrease and remove the chance of occurrence of job site hazards.
  • To ensure that the health and safety of employees must be maintained at the workplace

Reference for Meeting Arrangements

Bornstein, S. (2016). Unifying Antidiscrimination Law Through Stereotype Theory. Lewis & Clark L. Rev., 20, 919.

Doan, T. M., Jacquenet, F., Largeron, C., & Bernard, M. (2020, September). A Study of Text Summarization Techniques for Generating Meeting Minutes. In International Conference on Research Challenges in Information Science (pp. 522-528). Springer, Cham.

Neville, K., & Re, S. (2019). Guidelines for Creating Meaningful Meeting Minutes. Teaching and Learning in Nursing, 14(4), 235-237.

Solanke, I. (2016). Discrimination as Stigma: a theory of anti-discrimination law. Bloomsbury Publishing.

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