Factors the influence meeting arrangments - 2

Question 1

2.1 Factors to consider when organising a meeting

Answer 1

Urgency of the meeting
Wether the people involved are internal or external e.g. for external people travel arrangements need to be considered.
Priority of the meeting
Purpose of the meeting
Location e.g. how easy is it for everyone to get there
Weather its easier to do a video meeting.

Question 2

2.1 Ways to check personnel availability

Answer 2

Shared calendars - electronic devices are able to sync calendars so it is clear when they are available and when there may be a suitable time for everyone to meet.

Question 3

2.1 Checks to be made on venue/room

Answer 3

Availibility  
Location 
Resources
Refreshments
Shared office space

Question 4

2.1 Resource Packs

Answer 4

If attendees need copies of documents, this must be photocopied before hand. External attendees may need travel information, they may also need visitors badges and parking spaces and make sure reception have been informed of their arrival.

Question 5

2.1 Business Costs of meetings

Answer 5

Travel - it may be easier and cheaper to organise telephone conferences or web conferences. This reduces travel costs and saves time.

Question 6

2.2 Travel Criteria

Answer 6

Destination - different modes of transport are going to be chosen depending on the distance of the travel e.g. if it is a longer distance plane may be necessary.
Dates/times - e.g. if the earliest train still means that the attendee will not make the meeting on time then they may have to drive. 
Personnel - if there are a group of 4 people it will be cheaper for them to drive together as they will then not have to pay 4 separate fares. People of higher importance within the business will expect business class flights and luxury hotels. 
Special Requirements - e.g. is the person can't drive they will need to get the train or if they do not have a car they may need to hire one of get the train.

Question 7

2.2 Calculation and comparison of costs (Travel criteria)

Answer 7

Plane - additional charges such as luggage and airport parking
Train - booking fee when booking tickets on line
It is essential that all costs are included when comparing costs as well as time e.g if it takes 5 hours longer on the train than on plane then it is wasted employee time.

Question 8

2.3 Accommodation Criteria

Answer 8

Distance from the meeting
How near the stations are?
How high is the hotels rating?
Location

Question 9

2.3 Personnel Requirements

Answer 9

Adapted rooms for people with disabilities
Accommodation that caters for special dietary requirements.
Wifi access if employees need to do work in the evening

Question 10

2.3 Calculation and comparison of costs (accommodation criteria)

Answer 10

online booking websites allow easy comparison of the costs of accommodations.
additional costs may be necessary e.g. parking
if the hotel is near a train station this may reduce the costs of taxis.