Send an email to all attendees to request their

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-Send an email to all attendees to request their attendance at the meeting - date time and location. Remind them to contact you as soon as possible to confirm attendance. -Once all the attendees have confirmed they are able to attend, request agenda items (if appropriate). Put a date when any items have to be returned to be included in the agenda. -Book a room for the meeting that will hold all the attendees. Have refreshments available on time - a cup of coffee and biscuit can make or break a meeting! The room environment – can the chairs be taken away/added to. -A week before the meeting, send out the agenda and any papers that need to be read in advance (if appropriate). -Be at the meeting room early and see the room is set as you want. Have extra copies of agenda’s and other papers – someone is bound to forget theirs. -When taking the minutes of the meeting, be clear about the action points and who is responsible. If something at the time is not clear, or participants have moved on before an action is decided, clarify to get confirmation on what has been agreed before people move on. Especially towards the end of any meeting, everyone wants to get away and items can be either rushed through or overlooked. -The Channel must be well presented to every member of the meeting that is going to be Face to Face because of the importance of the Budget, numbers, costs and any matter related with this and like this anybody can ask questions directly.
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Checklist for the Meeting Before The Meeting o What is the objective of the meeting? o Who are the decision makers? o Who will participate in the event planning meeting? o Do participants have any agenda items they would like to add? o Are there additional agenda items from prior meetings to add? Prepare the Agenda o Describe each topic of discussion or decision. o Assign a time limit for each item. o Schedule sufficient breaks, if necessary. o Who is leading the discussion and is their presentation prepared? o Get agreement on the agenda from the primary decision makers. o What day and time will the meeting be held? o Reserve the meeting room space. Prepare the following forms: o Meeting Invitation o Agenda o Time and Place of the meeting. o Name all participants. o Attendance List o Name o Phone o E-mail address
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o Send the meeting announcement to all participants in time to allow them to prepare. Prepare the Meeting Room o Make sure coffee, tea, cut fruit; muffins, water, napkins, etc. are available for long meetings. o Make sure there are plenty of working pens, markers and paper. o Arrange the tables and chairs. o Can everyone see all visual aids in the meeting room? o Is someone with technology expertise on hand at the beginning of the meeting in case there’s a problem?
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