BSBTWK503

Manage Meetings

Assessment Task 2

Student Name Harpinder Singh Kler Student ID Number

Unit Start Date Unit End Date

Assessment Due Date Date Submitted

MANAGEMENT MEETING: THE AUSTRALIA VANUE COMPANY

A management meeting for The Australian Venue Company (AVC) is due to be held on
Saturday, 26 Jan 2022 commencing at 9:00am and finishing at 3:00pm, the CEO of company
Abbott Christian will attend the meeting.

The meeting is usually held in the boardroom at the company’s offices but this room is
unavailable. It will be necessary to make alternative arrangements.
Two of the managers will be coming from interstate to attend in person, while three will
participate via Skype.
A guest speaker will show a video and talk on technological changes for the year 2015.
Lunch will be catered for on the premises.
In the afternoon, the participants will divide into three groups to develop ideas and consider
their strategic needs for the upcoming year. They will then reconvene and share their ideas
with the other groups.
This is a meeting plan to ensure that all the requirements for the meeting are organized
correctly. The plan should take into consideration all aspects of the meeting, including
personnel, timing and structure.
Meeting Plan
Date: Saturday, 26 Jan
Time: Commencing 9:00am -3:15pm
Agenda: As chair of the assembly, I would work in conjunction with the person(s) who
actuates the assembly to create an appropriate motivation with input from those
anticipated to go to in respect to what issues or subjects ought to be examined. The plan
would be conveyed through e-mail with a desire that the participants would affirm that they
would be coming and they were a way of their obligations. Guarantee the formalized plan is
gotten by all participants a not too bad sum of time earlier to the assembly and acclimate
me with the record and conduct any fundamental investigate. I would get any significant
duplicates of past meetings' minutes and familiarize myself with these too. It would be my
obligation to guarantee that I am mindful of organization necessities, arrangements and
methods, and any legitimate or moral issues relating to this specific assembly.
Minutes: For this assembly, including the CEO, I would select an experienced diminutive
taker to guarantee that there would be a clear and brief record of the occasion. The minute-
taker would be given a duplicate of the plan and inquired to acclimate themselves with this
so that they may be prepared to note down the dialog of each theme. The minute-taker
would not be required to report each word of the introduction or administrative reports, as
it were the key focuses, so that they may be reviewed at afterward gatherings. It would be a
prerequisite that any arranged and concurred activities would be recorded with accuracy for
future reference, counting who had the obligation for these activities. The minute-taker
would moreover be educated that the minutes would have to be affirmed by each of those
show earlier to them being taken absent from the assembly and finalized rapidly (edit by the
chair) for dispersion to the participants.
Documentation: The supervisors would get to mail the chairperson a duplicate of each of
their reports – primarily any charts, tables, or insights, so that they may be printed earlier to
the assembly and brought within. The speaker would too be inquired to e-mail through any
supporting notes or records for his/her introduction to be printed and dispersed in like
manner. On the day of the assembly, a remote printer would be required so that any
attendee may print archives or notes, as well as any choices or plans that had been made.
Venue: The Company will contract out a reasonable occasion or assembly room found at the
lodging for the two interstate visitors. This inn ought to be reasonable for facilitating the
directors and particularly the CEO – classy, bounty of civilities, well-staffed. The room ought
to be air-conditioned, given with great lighting, a comfortable estimate for up to 15
participants, and prepared with numerous controls focuses for hardware. The scene ought
to be booked at slightest 3 months in progress with affirmation closer to the date (4 to 6
weeks out).
Transport: Appropriate transport to the setting ought to be pre-organized for the CEO and
any other high-ranking administration individuals. In the event that the speaker is from out
of town, they ought to be transported to the lodging from the airplane terminal or their
convenience in the event that it isn't the same as the scene (which would be best).
Organizing transport guarantees that no one is misplaced or late.
Catering: Hire a caterer from Crave Catering to provide refreshments, snacks and a
lunchtime meal. Check with all attendees for any special dietary requirements (vegetarian,
allergies, gluten free etc.). Relay any dietary requirements to the caters and confirm menus
and timing close to the event (one month out).
Guest Speaker: Confirm the visitor speaker near to the date of the occasion, this may have
to be incorporate convenience and transport. Talk with the visitor speaker almost their
introduction, making them mindful of the parts of the participants (in specific, the CEO)
inside the organization and awe upon them the standard of readiness that will be
anticipated. May be conceivable that the video must be seeing and endorsed earlier to the
assembly.
Technology Requirements: Hire (or source internally) an AV/Technology expert to handle
the setup of all equipment and to assist with the running of required equipment on the day.
Deliver to the designated person/people a checklist of what is required.
Room Layout: The room ought to be set out in a horseshoe shape, confronting the heading
in which the speaker’s introduction will be held, with ergonomic chairs and work areas. This
format will empower all members (counting those through skype) to see the introduction as
well as one another amid talks.
Action Groups: Putting the participants into pre-planned bunches will spare time on the
day. Arrange to put individuals of the assembly into bunches where their parts, abilities set,
and information will be best utilized with their colleagues. Guarantee there are sufficient
paper (A4 and butchers) and pens on hand on the off chance that the participants wish to
brainstorm their thoughts and show them in this way.
Timing: Advise attendees that arrival at 9am for a 9.30am start is required. Early arrival
ensures the meeting will not go over time and allows the attendees time to mingle and
network with each other prior to the commencement as well as time for the setup of skype
links. Refreshment breaks may be taken every hour with a lunch break at midday. Schedule
will allow for managers reports to be made first, followed by any necessary discussions. The
presentation will take place after lunch immediately followed by group brainstorming using
information gathered from reports and presentation. Reconvening to share each groups
ideas and suggestion could be followed by voting on actions and delegations of
responsibilities. At the conclusion of the day the attendees would be briefly recounted the
minutes to approve them for finalization and distribution
Post- Meeting Reports: As the management team and CEO will all be attending this
meeting and receiving a copy of the minutes it may be unnecessary for them to receive a
report of the meeting. If any major decisions or plans have been made then a report should
be handed out to any relevant employees – sales teams, marketing people, general staff, and
product developers. These reports would be developed using the minutes from the meeting
in conjunction with the management team and distributed in the appropriate manner for
each section.

Checklists

Agenda Checklist:

 Agenda formalized and proof read

 Emailed to all attendees a reasonable amount of time prior to the meeting
 Ask for confirmation that attendees received their copy
 Enlist and brief a minute taker

Venue Checklist:

 Air-conditioned
 Appropriate sized space
 Adequate lighting
 Book venue
 Confirm booking 4-6 weeks out from meeting
 Confirm again at 1 week out from meeting
 Organize room in horseshoe fashion
 Have all electronic equipment delivered to venue

Catering Checklist:

 Book caterer from Crave Catering

 Obtain attendees dietary requirements
 Pass on dietary requirements
 Confirm that dietary requirements are met
 Confirm menu – tea, coffee, water, snacks and lunch

Transport and Arrival Checklist:

  Book transport for 9am arrival
 Inform relevant persons of transport arrangements
 Have name tags prepared if attendees are not all familiar with on another
 Have hotel staff guide attendees to the meeting room and direct them to the
location of amenities and refreshments

Technology checklist:

 Book/Source technology expert/assistant – email copy of checklist and requirements

 Smart board/Electronic White board/ Laptop and Projector for speaker’s presentation
 A microphone or speakers for video presentation
 3x laptops set up for video conferencing via Skype – these will need to be able to be
moved around for group activities
 Extra leads and extra power outlets – enough for all attendees should they wish to
use their own laptops or other devices
 Person to provide support on the day
 Set up early to double check all equipment is working
 Wireless printer

AGENDA
Management Meeting:
9:00am – 3:15pm
Meeting Called by Facilitator Name
Chair Person: Ben Anderson
Venue: The Imperial Hotel, 2-8 Bourke Street Melbourne 3000

9:00 am -9:30 am Arrival

Please see hotel staff at reception upon

arrival. You will be directed to the event
room where refreshments will be
available.

9:30am-9:35am Meeting called to order by chair

Being seated and formal introductions

9:35am- 10:30am Managers Reports

10:30am – 10:40 am Refreshment Break

Tea, coffee, water and snack foods

available

11:50am- 12:50pm Lunch

 Catered lunch within the venue

12:50pm- 1:00pm Prepare for Presentation

Attendees to return to the meeting

room and make themselves ready for
the presentation. Please take notes.

1.00pm – 1.45pm Speaker and Presentation

Video and talk on technological changes
for the year

1.45pm – 1.55pm Refreshment Break

1.55pm – 2.00pm Action Group Instructions

To focus on strategic needs for next 12

months

2.00pm – 2.15pm Action Groups

2:15-2:30pm Reconvene to Discuss

Sharing ideas, developing plans, setting

goals

2:30-2:45pm Confirmation

Confirm decided plans, actions and

those responsible. If need be, take a
vote.

2:45-3:00pm Approve Minutes

Minutes for the meeting briefly

recounted and approved by attendees.
To be formalized and distributed in a
 timely manner.

3:00pm-3:15Pm Conclusion

Thank speaker and all attendees, set

next meeting