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CHAPTER 4
Arrange for needed • Meeting purpose often dictates equipment
equipment requirements, including overhead projectors,
electronic projection systems, and special
equipment for off-site locations, as well as for
electronic projection systems in rooms.
Notify the meeting • Inform attendees of the meeting's time, location,
participants duration, and purpose, and specify any necessary
materials or supporting documents they should
bring.
Use reminder systems • Mark calendars with meeting time and place, and
use a tickler file or reminder system to schedule
details.
Key an agenda • The agenda for a meeting should be provided to
all participants and the recording secretary,
outlining concisely and arranged topics in order.
• The starting time for each item, breaks, and the
person leading the discussion or training for each
topic should also be listed
Organize meeting • Gather materials like notepads, pencils, ID
materials badges, and parking stickers for the meeting.
Organize handouts and reports, and review any
materials to be presented on available equipment
in the meeting room.
Prepare the meeting • The room should be comfortable, with seating
room arranged according to the meeting style, and all
participants visible and heard.
• Position presentation aids near the leader and
ensure all equipment is present and functioning
properly.
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