17. Planning a Meeting

Date and time 

The date and time when the meeting is to take place needs to be negotiated with appropriate key people according to protocol and organisational policies. Furthermore, it needs to respect all cultural business and may need to be changed if other urgent community business arises e.g. sorry business. 

Other factors determining the date and time of the meeting include: 

·       the availability of the venue  

·       other community events/attractions are being held at the preferred time 

·       whether guests and other invited persons are available at that time 

·       whether it clashes with regular events in the community.

Venue  

Usually meetings are held wherever the majority of participants are going to feel most comfortable and which may be easily accessible. There may be a tradition in some communities about where meetings are held.  

When considering the venue, there will be factors that will determine whether the venue is suitable. These include: 

·       availability on the day  

·       transport arrangements 

·       health and safety issues 

·       seating capacity 

·       available equipment  

·       whether facility hire fees are incurred. 

Availability 

The unavailability of the most suitable venue for the meeting may have a major impact on the success of the meeting. It may mean that if the organisers want to go ahead with the meeting, they may need to settle for the next option – which may be less than ideal. 

The disadvantages of the second option may be such that the organisers decide to defer the meeting until the preferred venue is available. However, whether the purpose of the meeting is urgent, is something to be considered. 

Health and safety 

Organisers of meetings have an obligation to ensure that all those present are able to participate in a safe and healthy environment. In fact, the organisation may address such venue aspects as: 

·       ease of access 

·       fire evacuation procedure 

·       lighting 

·       security 

·       food handling and storage facilities complying with health regulations 

·       noise 

·       alcohol and other drug regulations 

 Refer to the organisation and venue’s WHS policies and procedures when planning the meeting and for any risk assessments that need to carried out.

Transportation 

In some communities, transportation may be a major item for consideration especially if the organisers want a large number in attendance. Seniors, elders and those with a disability are more likely to attend if transport is available. 

It may not necessarily be provided by the corporation but arranged with the assistance of volunteers and or other stakeholders.