Organising a meeting “check list”
You can download this checklist here.
4 – 6 weeks in advance
- Book venue – check access, cost, refreshments, OHP (if appropriate)
- Write agenda and check with Chair
- Ensure your mailing list is up-to-date
- Ensure minutes are completed, checked and sent out 3-4 weeks before meeting
- Include newsletter and/or relevant papers in mail out
- Organise transport for participants (if relevant)
- Note any apologies you receive
1 week before meeting
- Check with venue (especially if it is a new venue)
- Check with colleagues/own files/diary for future events/conferences, etc for circulation/information exchange at meeting
- Check with people who are given presentations
- Read up background info for meeting (e.g. that relates to presentation(s))
- |Photocopy extra minutes/agenda and other relevant papers
Day of meeting
- Buy refreshments unless venue is providing them
- Check phone/email for last minute apologies
- Collate relevant info to bring to meeting
- Bring note paper, pens, etc
- Bring attendance list for participants
- Leave plenty on time to meet Chair and organise seating arrangements and refreshments
After meeting
- Type minutes asap and have it checked by Chair (if appropriate) and people who gave presentations
- Follow up action from meeting
- Pay invoice for venue (if relevant)
- Write/phone people identified to give presentation(s) at next meeting
- If appropriate, add people to mailing list (e.g. check your attendance list)
- Start collating info for next mailout/and or type up appropriate material for newsletter
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