| Item |
Task |
Details |
| 1 |
Define participants |
|
| 2 |
Determine the venue |
|
| 3 |
Determine the topics |
- Time allowed for each topic
- Beginning and end of the meeting
- Plan in breaks
- Don’t forget the item “Any other business”
|
| 4 |
Put together materials and documents |
- Explanations for the items
- Overview of alternatives including their pros and cons
- Suggestions
- Summary of already existing opinions
|
| 5 |
Invitations |
Write invitations including the following points:
- What is the meeting about?
- Why will the topic be discussed (use, reason, purpose, aim)?
- Where will the meeting take place?
- When will the meeting be held? (If necessary, agree on the date by phone before sending off the written invitation)
- Who will be invited?
|
| 6 |
Publish Agenda and documents |
|
| 7 |
Obtain a confirmation |
|
| 8 |
Provide Presentation |
- Board/paper with various writing implements and cloth
- Notebook/ projector (test them before the meeting) or OHP with spare bulb, transparencies and markers
- Moderator’s case (check content for completeness before the meeting)
- Microphone system (test before the meeting)
|
| 9 |
Arrange for catering |
|
| 10 |
If required, make a seating plan |
- and have place cards printed
|
| 11 |
Define type of minutes |
- detailed minutes or discussion notes with results/ decisions, depending on purpose of the minutes
|
| 12 |
Appoint a keeper of the minutes |
|