Meeting and Event Planning OST 289

1. CHAPTER 14
SLIDE 1
CHAPTER
Meeting and Event
14 Planning
1 Effective Meetings
2 Meeting Roles and Responsibilities
3 Conferences and Conventions
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

2. CHAPTER 14
SLIDE 2
Effective Meeting Qualities
 There is a definite need for the meeting.
 The purpose is stated clearly and understood
by all participants.
 The appropriate people attend.
 An agenda is prepared and followed.
 All members participate.
 Productive outcomes result.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

3. CHAPTER 14
SLIDE 3
Good Reasons for Meetings
 Group problem solving or decision making
 Clarifying an issue
 Sharing complex information with a group
 Communicating quickly with many people
 Showing progress to coworkers or teams
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

4. CHAPTER 14
SLIDE 4
Meeting Types
 Staff meetings
 Committee meetings
 Project team meetings
 Customer/client meetings
 Board of director meetings
 Conferences and conventions
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

5. CHAPTER 14
SLIDE 5
Etiquette for International
Meetings
 Greet each person properly.
 Do not use first names.
 Disagree agreeably.
 Watch your body language.
 Show respect for everyone, especially those
in authority.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

6. CHAPTER 14
SLIDE 6
Meeting Responsibilities
 Several people play roles in a successful
meeting.
● Executive
● Leader
● Participants
● Administrative professional
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

7. CHAPTER 14
SLIDE 7
Executive’s Responsibilities
 Determine the purpose of the meeting.
 Set the objectives.
 Select the participants.
 Plan the agenda.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

8. CHAPTER 14
SLIDE 8
Agenda
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

9. CHAPTER 14
SLIDE 9
Leader’s Responsibilities
 Follow the agenda.
 Manage time.
 Encourage participation.
 Facilitate reaching decisions.
 Evaluate the meeting.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

10. CHAPTER 14
SLIDE 10
Admin’s Responsibilities
Before the Meeting
 Confirm or select a date and time.
 Select the room.
 Determine the seating arrangements.
 Order equipment, food, and beverages.
 Prepare materials for the leader and
participants.
 Make final preparations.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

11. CHAPTER 14
SLIDE 11
Admin’s Responsibilities
During the Meeting
 Greet and
introduce
guests.
 Take notes
for minutes.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

12. CHAPTER 14
SLIDE 12
Admin’s Responsibilities
After the Meeting
 See the room is returned to normal.
 Send follow-up messages.
 Make calendar notes.
 Evaluate the meeting.
 Keep notes related to the meeting.
 Prepare and distribute minutes.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

13. CHAPTER 14
SLIDE 13
Participants’ Responsibilities
 Be prepared for the meeting.
 Respect the leader’s role.
 Listen to others without judging.
 Participate responsibly; don’t dominate.
 Be courteous.
 Take notes.
 Do any follow-up activities.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

14. CHAPTER 14
SLIDE 14
Before a Conference
 Plan carefully.
 Determine the location.
 Arrange for meeting facilities.
 Arrange travel and lodging for presenters.
 Design online registration.
 Prepare information packets.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

15. CHAPTER 14
SLIDE 15
During a Conference
 Run errands and deliver messages.
 Solve problems.
 Check room and meal arrangements.
 Check equipment needs.
 Handle other last-minute details.
Present a positive image at all times.
Handle every situation with poise and confidence.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

16. CHAPTER 14
SLIDE 16
After a Conference
 See all equipment is returned.
 Assist with airport transportation.
 Prepare letters and expense reports.
 Ensure bills are paid.
 Help with conference proceedings.
 Participate in a post-conference evaluation.
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e