Preparing for the Meeting
Prepare an agenda
1. Discuss this with other involved people and make sure that all relevant issues are covered
2. Do not have too many items on the agenda as this will make the meeting too long. Prioritise the most important issues if the agenda is too long.
3. Send out agendas in advance of the meeting so that people know what the meeting will cover
Prepare Paperwork
If this comprises of background information for a decision to be taken at the meeting, or is the basis for a discussion, then make sure that this is sent out with the notice, so that people have a chance to read it prior to the meeting.
If on the other hand the paperwork is to confirm information given at the meeting, prepare handouts to clarify the points covered.
Ground Rules for the Meeting
Decide what the rules of the meeting will be, these rules could include:
1. Standards of behaviour
2. How voting will be carried out
3. How long the meeting will last
4. Who will take the minutes of the meeting
5. How the information will be circulated after the meeting
Make Sure that the Meeting Room is Prepared
1. Put up direction signs where necessary
2. Check that all equipment is in place and working
3. Set out the room (see room layout chart at the end of this section)
4. Lay out refreshments if being provided
5. Put out name cards for speakers
6. Put out paper / pens etc. if applicable
7. Provide glasses of water for speakers
8. Make sure a supply of extra agendas / minutes / paperwork for those who have forgotten to bring them
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