LO2: understand factors that influence the arrangement of business meetings

Question 1

2.1 factors that influence meeting arrangements

what factors are included when organising a meeting?

Answer 1

• whether the people involved are internal, external or both
• whether the meeting is urgent
• purpose of meeting

Question 2

2.1 factors that influence meeting arrangements

what is personel avaliability

Answer 2

to check whether the attendees are avaliable to attend which can be done using email softwares and electronic diaries

Question 3

2.1 factors that influence meeting arrangements

what factors influence the venue/room for the meeting?

Answer 3

• avaliability: some meeting rooms may be already reserved so an external venue may have to be used (hotel)
• location: if people are travelling far then a centrally located venue would be ideal
• resources: access to a projector would be required if a prensation will be shown
• refreshments: an all day meeting would need lunch and drink provided
• shared office space: unlikeyly that a private meting will be in open space so an external venue may be needed

Question 4

2.1 factors that influence meeting arrangements

what are resource packs?

Answer 4

• attendees may need copies of documentaiton which must be printed and handed to beforehand
• travel information is to be provided for external attendees, may be need to arrange visitor badges and parking spaces

Question 5

2.1 factors that influence meeting arrangements

what are business costs?

Answer 5

if people have to travel far thne telephone and web conferences may need to be considered which reduces cost and time spent travelling.

Question 6

2.2 factors that influence travel arrangements

what factors are included when organising travel arrangements?

Answer 6

• destination: different modes of trasnport
• dates/times: flights to some destinations may be able at different times
• personnel: if a group is travelling together it will be cost effective to come togther in one car
• special requirements: travelling by car may not be an option for everyone

Question 7

2.3 factors that influence business accomodation arrangements

what is the accomodation criteria?

Answer 7

• in an unfamiliar location the hotel rating may be different
• employees are to pay for expenses

Question 8

2.3 factors that influence business accomodation arrangements

what are personnel requirements?

Answer 8

staff may have specific needs for an adapted/accessible room if they have a disability

Question 9

2.3 factors that influence business accomodation arrangements

what are calculation and comparison of costs?

Answer 9

• online booking websites allows easy comparison of basic cost for accomodation
• more costs may be considered (paying for parking)