Procedures for Organising and Supporting a Range of Meetings and Events

Q: Why are meetings and events important?

A: They are crucial for information sharing, decision making, and team building.

Q: What types of meetings and events can occur?

A: They can range from routine team meetings to major organisational events.

Q: What is the first step in planning a meeting?

A: Identify the purpose and objectives.

Q: What should an agenda include?

A: Discussion points and any necessary pre-meeting reading materials.

Q: What factors should you consider when selecting a meeting location and time?

A: Attendees’ schedules and the type of meeting being held.

Q: What details should be included in meeting invitations?

A: Purpose, location, time, and agenda.

Q: What resources might need to be organised for a meeting?

A: Projectors, meeting documents, catering, etc.

Q: Why is minute taking important?

A: To accurately document key points, decisions made, and actions to be taken.

Q: What does meeting facilitation involve?

A: Guiding the meeting smoothly, encouraging participation, and staying on topic.

Q: What are examples of handling logistics on the meeting day?

A: Overseeing setup, cleanup, catering, technology, and security check-ins.

Q: What should you do after the meeting?

A: Distribute minutes and follow up on agreed actions.

Q: What is a common challenge with meeting attendance?

A: Finding a time that suits all attendees.

Q: What technology challenges might occur during meetings?

A: Technical issues with video conferencing or digital tools.

Q: How can miscommunication be avoided in meetings?

A: By ensuring clear and effective communication before, during, and after the meeting.