What Are Arrangements For a Meeting?
The arrangements for a meeting are the things which need to be done before a meeting takes place, in order to ensure that the meeting is able to happen, that all of the participants are able to attend and all of the resources which are needed for the meeting are available.
PURPOSE
The purpose of meeting is to exchanging information
Making proper arrangements for a meeting is essential, because if you do not make the correct arrangements for a meeting, then something could happen which would stop the meeting from progressing as planned.
For example, if you failed to arrange for a projector to be available in the meeting room, a participant may not be able to do their presentation. A failure to make proper arrangements could mean that a second meeting has to be planned to supplement the first one.
What are arrangements for a meeting like?
The arrangements for a meeting are like the arrangements for a party. You would not throw a party without making appropriate arrangements beforehand, so why would you consider having a meeting without preparing for it? If you prepare for a party in advance, then you will be less likely to have any nasty surprises; the same is true for a meeting.
What are the different types of arrangements for a meeting?
Location
Where the meeting will be held.
Participants
Who will be invited to attend the meeting.
Equipment
Are any pieces of specialist equipment needed at all as part
of the meeting?
Agenda
It is important that you organise the agenda before the meeting, in order to ensure that the meeting has appropriate structure
What terms are used in determining the arrangements for a meeting?
Time
What time the meeting will be at.
Estimated Duration
How long it is expected to last.
Venue
Where the meeting will be held.
Number of participants
How many people are expected to attend the meeting.
Catering
Whether or not food and drinks are needed.
Agenda
What will be discussed at the meeting.
Halfday Meeting
Halfday meetings are meeting packages that have a duration of half a work day. Usually lasts 4-6 hours, and is accompanied by a coffee break 1x and lunch or dinner. This type is suitable for seminars and short workshops that feature 1 to 2 topics and speakers.
Fullday Meeting
If you need a longer duration, then there is a Fullday Meeting package that lasts longer, which is 8 hours. This meeting is accompanied by 2x coffee breaks and 1x lunch or dinner. This is suitable for company meetings that take place from morning to evening. When choosing this package, make sure that the place has a means of worship that is easily accessible.
Fullboard Meeting
This package offers a full day duration, but you don't stay overnight, if the meeting is held at the hotel. These packages usually last a full day, from 8 am to 10 pm. And usually will be provided 2x meals, namely lunch and dinner. As well as 2x coffee breaks before lunch and before dinner. This package is suitable for heavier events, and requires a long time to implement.
Residential Package
Similar to a full board meeting, but because of its long duration, meeting participants also get a hotel room to rest. The difference is, this package gets 1x breakfast the next day for the participants before check-out, which marks the completion of the residential package meeting event.
TYPES OF SEATING IN THE MEETING ROOM
U-Shaped
U-Shaped, is a meeting room with a pattern of benches and chairs shaped like the letter U, according to its name. The U-shape is usually used for medium meetings with a capacity of up to 20 people which makes it easy for the speaker to interact and also communicate from each participant.
Boardroom
The concept of this Boardroom room usually uses a long table in the middle of the participants sitting face to face. Of course, the concept of seating can maximize the communication and interaction of the participants with one another.
Classroom
Classroom design meeting rooms are indeed made with tables and chairs lined back with one main focus facing the speaker.
Banquet
banquet seating design is circular consisting of several tables and chairs in one room, usually used for meetings as well as lunches, and the design is also glamorous
Theater
For large capacity meetings, Theater Style is the most frequently used and the most appropriate alternative. Theater Style is arguably more or less greeting the Classroom style, but the difference is that in the middle the participants are provided an open road that separates participants who sit on the left side and the right side.
Things that need to be prepared at the meeting
Determination of goals and meeting events
Determination of time, day, date and year
Determination of place
Accommodation
Consumption
Media / Equipment
Equipment and Supplies
Half Round Table
Round Table
Half Round Table
Executive Table
Long Table
Square Table
Chair
Stackable Chair
Folding Chair
Folding Table
Executive Chair
Dance Floor
Podium
Microphone: Standing mic, Table mic, Delegate mic, Wireless, Clip on
Flag
Projector
Lighting
Projection screen
Sound Equipment
Source:
NADIA MAHESWARI B3218041
RACHMA PUTRI Y. B3218045
RIFA AYU ANGGRAENI B3218049
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