Meeting Plan and Agenda: Schedule, Activities, and Logistics

This document details a comprehensive meeting plan, outlining the agenda, schedule, and logistical arrangements for a meeting. It includes specific timings, venue details, and the roles of attendees such as the CEO, managers, and the chairperson. The plan covers pre-meeting preparations like hotel and transport arrangements, equipment setup, and the creation of a meeting room environment conducive to discussions. The agenda includes a detailed schedule, from the arrival of managers to the final strategic discussions, brainstorming sessions, and the distribution of notes. The plan also includes breaks for refreshments and lunch, emphasizing the importance of a well-structured and organized meeting to ensure efficiency and effective outcomes. The document concludes with post-meeting activities such as transporting visiting managers to their hotel and airport drop-offs.

Meeting Date: 24th November
Timing: 9.30 AM to 4.00PM
Venue: ………………………..
Meeting Attendants
 CEO - 1
 Managers – 9 present; 2 online (Skype)
 Chairperson – 1
 Secretary – 1
 IT technician
Visiting Managers Arrangements
Hotel Reservation
 Two double rooms - Half Board catering
Cab Reservation – 4 Trips
 Airport to Hotel
 Hotel to Office
 Office to Hotel
 Hotel to Airport
Meeting Room Preparation
 Large Room located in silent part of the building.
 11 personal oval conference Oval Table with comfortable chairs
 Secretary Desk with laptop, and stationary to take down meeting minutes
 3 Round tables with 4+3+3 chairs for strategic meeting
 Lunch table for 11 Reserved at cafeteria
 Large clock visible to all members

 Stationary – pens paper and notebooks
 fresh mineral bottled water and glasses
Equipment Required
 Laptop with HDMI projector connection enabled
 Powerful webcam with wide angle
 2 High Speed internet connections one LAN and backup 4G Wi-Fi
 Projector, screen, speakers, microphone
 Video and Audio equipment on strategic meeting tables
 Full time Audio recording of meeting discussions and minute taking
Meeting Agenda and Schedule
23rd November
4.00PM Pick managers from the airport and book them to hotel
24th November
8.00 AM: pick managers from hotel and bring them to office
8.30 AM: arrive at office and hold small friendly meeting with colleagues and other managers
while awaiting CEO. Have tea and freshen up before meeting
9.00 AM: Members Enter meeting room and begins preparation for the days meeting. Final
testing of equipment done before meeting starts.
9.20 AM: Projector and Skype connection established. Online managers welcomed to meeting
9.30 AM: Discussions commences as per the meeting plan
11.30 AM: Tea and refreshment break for 15 minutes.
11.45 AM meeting resumed
1.30 PM: Meeting discussion points summarized and final decision clearly outlined
2.00PM Meeting breaks for lunch break

2.00-3.55PM Lunch break held at cafeteria during odd hours to avoid overcrowding by other
staff allowing members to have friendly talk.
3.00 PM: meeting resumes on group round tables for strategic discussion and brain storming
session. Each groups notes down important points disused during meeting.
3:40PM Final group strategy and brain storming notes handed over to secretary for
documentation and to be attached to the meeting minutes.
3.35 PM: Short Thank you and appreciation speech by the chairperson and CEO to meeting
members.
4.00-4.10 PM: Meeting Breaks
4.00-6.00 PM visiting managers dropped at the hotel.
25th November
5.00 AM: Visiting managers Dropped at airport to board clients back to their respective
destinations