The document discusses meeting and event planning. It provides information on effective meeting qualities, types of meetings, roles and responsibilities of executives, leaders, administrative professionals and participants. It also discusses planning conferences, responsibilities during conferences, and follow up after conferences. Key aspects include setting clear objectives, preparing agendas, managing time, taking meeting notes, solving problems, and conducting evaluations.

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