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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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