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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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