2.3.4: Meeting Documentation

• Documentation will vary depending on whether it is a business meeting or business conference.
• There are three types of documentation for business meetings:

  • Notice of meetings: lets staff know that a meeting is taking place
  • Agenda: outlines what the meeting will cover
  • Minutes from the previous meeting: summary of what was covered in the previous meeting
• Business conference documentation will differ based on the three types of people at conferences:

  • Staff
  • Delegates
  • Speakers
• Staff require the following documentation at business conferences:

  • Attendance registers
  • Health and safety plans
  • Venue details
• Delegates will require the following documentation at business conferences:

  • Invitations to attend
  • Publicity materials
  • Delegate packs
  • Evaluation forms
• Speakers will require the following documentation at business conferences:

  • AV user instructions
  • Copies of slides
  • Prompt cards
• Checking meeting documentation is important to avoid errors, which can result in:

  • People attending the wrong venue at the wrong date or time
  • Poor reputation
  • People coming unprepared if the agenda is wrong