Meeting Management Project: Agenda, Preparation, Conduct, and Minutes

This document outlines a comprehensive meeting agenda and related materials, fulfilling the requirements of a meeting management project. It includes a detailed agenda with specific topics, allocated times, and objectives for two key discussion areas: marketing budget allocation and a new product prototype presentation. The agenda also specifies the meeting's format, participants (including roles such as Chairperson, Directors, and various managers), and pre-meeting preparations like email invitations and document distribution. The document also features a sample email invitation sent to participants. The project emphasizes the importance of structured meeting formats, documentation of proceedings, and the dissemination of information to relevant stakeholders. The project aims to demonstrate the ability to prepare for and conduct effective meetings, encompassing agenda creation, participant identification, and logistical arrangements. The project also showcases the skills to conduct both formal and informal meetings, along with chairing the meetings.

Meeting Agenda
Date: xx. Xx. Xxxx
Time: 10:00 am
Location: Conference Room 58
Topic 1: Marketing budget 10 am – 11 am
1. Discussion regarding the marketing budget allocation: There be discussion regarding
the newly implemented marketing campaign.
2. Discussion mainly regarding advertising budget allocation: There are various roles that
will be catered to while the marketing campaign is functioning in a full-fledged manner.
Thus there will be delegation of the marketing budget.
3. Presentation regarding new proposed marketing campaign: There will be a presentation
regarding the campaign in detail critically evaluating the scope of operations that need to
be undertaken while carting out the operations.
4. Taking feedback, questions and new ideas: The topic will be concluded after getting
feedback from the attendees. The questions of the attendees will be entertained followed
by generation of ideas through brainstorming.
Topic 2: New product prototype presentation 11:30 am to 1:00 pm
1. Briefing regarding the new product: The idea behind the creation of the new product
will be discussed in brief after which the presenter will directly link it to the product
pitch.
2. Presentation pitch about the prototype: The viability of the generated product will be
discussed in the presentation while taking about the product in detail, each of its

components and the sustainable issues that the company aims to target through the
product.
3. Financial risks and cost analysis presentation: The costs associated with the
development of the product, the revenue stream that the product will be subject to
through which the company will generate revenue will be discussed along with
discussion regarding the financial implication including the risks and the expected returns
will be also discussed.
4. Feedback and questions: After all the presentation are carried out there will be a
feedback session in which the attendees will share their feedback regarding the prototype
that was discussed. Furthermore, questions will be also entertained
The agenda that has been prepared will be dispatched through email to the said participants and
will be necessary to inform the attendees about the meeting that is being conducted.
Meeting nature: Formal
Meeting format: Face to face
All the proceedings of the meeting will be documented and presented in the form of minutes.
Furthermore, the participants or attendees of the meeting will be informed beforehand and will
be notified before the commencement of the meeting. The documents obtained after the end of
the meeting will be sent to the attendees of the meeting and to the personnel who have a role in
the viability of the same.

Following is the mail thread that will be sent to the participants of the meeting in order to inform
the regarding the same.
To
Whomsoever it might concern
XYZ organisation Pvt Ltd. Date: xx. xx. xxxx
Sub: Meeting invitation
Dear Sir/Ma’am,
It is hereby informed to you that there is a meeting that will be conducted in the conference room
58 on xx. xx. xxxx. The agenda of the meeting is being attached with this thread and your
presence in the same is necessary and will be highly appreciated. Hence, your cooperation in the
same is expected.
~Regards
Chairperson

Identification of participants
Following is the list of attendees who will be present in the meeting;
1. Chairperson
2. Director 1
3. Director 2
4. Marketing head
5. Marketing executive
6. Finance executive
7. Budget allocator
8. HR head
9. Operations manager
10. Senior Operations manager
11. Facilities manager
Arrangements
Conference room 58 will be needed to be booked for the said meeting. Furthermore, it is there
will be arrangements that will be needed in the meeting in order to ensure the convenience of the
attendees and as the meetings have a long span.
Following are the requirements;
1. Refreshments
2. Paper
3. PDA (Personal Digital Assistants)
4. Pens

5. Individual folders