Organisation & Operation of Meetings & Events

Definition

The organisation and operation of meetings and events refer to the planning, execution, and follow-up activities involved in conducting successful meetings and events within an organisation or community.

Role of an Administrative Assistant

An administrative assistant plays a crucial role in assisting with the logistics and coordination of meetings and events. Their responsibilities include:

Before the Meeting/Event

1. Planning and Scheduling

Collaborating with the chairperson to determine the meeting/event's purpose, agenda, and date. Booking venues and necessary resources.

2. Invitations

Sending invitations or notifications to participants with details about the meeting/event, including date, time, location, and agenda.

3. Preparation

Assisting in preparing meeting materials, such as presentations, documents, and handouts. Ensuring all necessary equipment is available and functional.

During the Meeting/Event

1. Logistics

Managing the setup of the meeting/event space, including seating arrangements, audiovisual equipment, and refreshments.

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The Organisation & Operation of Meetings & Events

Administration and IT

2. Record Keeping

Taking minutes or notes during the meeting/event to document discussions, decisions, and action items.

3. Support

Providing administrative support to the chairperson and participants, such as distributing materials, managing timekeeping, and addressing technical issues.

After the Meeting/Event

1. Follow-Up

Sending out meeting/event summaries, minutes, or action plans to participants. Ensuring follow-up on action items and deadlines.

2. Documentation

Archiving meeting/event materials, minutes, and attendance records for future reference.

3. Evaluation

Collecting feedback from participants through evaluation forms to identify areas for improvement.

Role of a Chairperson

The chairperson is responsible for leading the meeting/event and ensuring its effectiveness. Their duties include:

Before the Meeting/Event

1. Planning

Defining the meeting/event's objectives, agenda, and goals. Collaborating with the administrative assistant on logistics and resources.

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The Organisation & Operation of Meetings & Events

2. Preparation

Reviewing materials, presentations, and documents to ensure they align with the meeting/event's purpose.

During the Meeting/Event

1. Leadership

Opening and facilitating the meeting/event, guiding discussions, and maintaining order.

2. Decision-Making

Ensuring that decisions are made, documented, and communicated effectively during the meeting/event

3. Time Management

Managing the agenda and keeping the meeting/event on schedule.

After the Meeting/Event

1. Follow-Up

Ensuring that action items and responsibilities assigned during the meeting/event are carried out and monitored.

2. Documentation

Reviewing meeting/event minutes and ensuring their accuracy before distribution.

3. Evaluation

Collaborating with the administrative assistant to collect and review feedback from participants through evaluation forms.

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Administration and IT

The Organisation & Operation of Meetings & Events

Documentation Relating to Meetings:

• Documentation is essential to maintain a record of meeting/event proceedings. Common types of documentation include:

1. Agenda

An outline of topics to be discussed during the meeting/event, distributed in advance to participants.

2. Minutes

Detailed notes or summaries of discussions, decisions, and action items recorded during the meeting/event.

3. Attendance Records

• Lists of participants who attended the meeting/event.

Evaluation Forms

• Evaluation forms are used to gather feedback from participants, helping organisations improve future meetings/events. These forms can include questions on content, organisation, and overall satisfaction.

Summary

The organisation and operation of meetings and events involve careful planning, coordination, and execution of various tasks by administrative assistants and chairpersons. These tasks encompass activities before, during, and after the meeting/event, including documentation, follow-up, and evaluation. Digital technology plays a vital role in enhancing efficiency and accessibility in the modern meeting and event management process.