Practical arrangements for the meeting

To benefit from the meetings as much as possible, organisers should put effort in the practical arrangements for the meeting. This includes venue booking, technical support (audio equipment, projector, arrangements for remote participation etc.), catering for coffee breaks and lunch, as well as the social event.

If the members take turns hosting, members would want to reach out to the host well in advance to plan for the arrangements. This is often joint work in which the host provides the meeting venue,  technical support, catering and in some cases arrangements for the social event. The organiser should prepare for the agenda so that it accommodates the specifics of the practical arrangements. 

Outcome:

• Activity – Meeting, organizing
• Document – Agenda
• Tool – Technical equipment