L02 - Understand factors that influence the arrangement of business meetings

Question 1

How can criteria be met when organising a meeting?

Answer 1

• Are the people involved internal, external or a combination
• Is the meeting urgent
• Are senior staff likely to attend
• What is the purpose of the meeting
• Will the location impact certain members of the meeting?

Question 2

Personal Availability factors

Answer 2

• Are the required personnel available
• Electronic diary systems can be synchronized on smartphones etc and reminders can be sent
• Monitoring an electric diary system means anyone can see your availability
• Some e-mail software can check availability

Question 3

Room availability

Answer 3

• Some business’ have meeting rooms that an be reserved or meetings can take place in managers office
• An external venue must be chosen if the business does not have a suitable meeting room

Question 4

Location of a meeting

Answer 4

If people are travelling from around the UK then arranging a centrally located venue would be beneficial

Question 5

Resources needed for meeting

Answer 5

If presentations is to be shown, access to a projector will be needed, therefore the venue must offer this facility

Question 6

Refreshments

Answer 6

• An all day meeting may need food and drink provided, the choice of venue may depend on if these services are available

Question 7

Shared Office Space

Answer 7

This may be a problem depending on the topic of the meeting, an external venue may need to be picked due to this

Question 8

Resource Packs

Answer 8

• If attendees require copies of documentation, this must be produced, photocopied beforehand
• If people external to the business are attending this may be useful to provide information they may need
• On the day of the meeting it may be necessary to arrange visitor badges & parking spaces & reception staff have been informed of their arrival.

Question 9

Business Costs

Answer 9

• A meeting could have cost implications e.g. if people have to travel long distances then alternative options could be telephone conferences which not only reduces costs but also means that time is not wasted travelling
• Instances where face to face meetings are needed as it a more professional approach

Question 10

Travel criteria - Destination

Answer 10

• Different modes of transport are likely to be chosen depending on the distance to be travelled
• Destination will be based on convenience and time taken for each option

Question 11

Travel Criteria - Dates/times

Answer 11

• Dates and times of the transport options should also be considered

Question 12

Travel Criteria - Personnel

Answer 12

• If a group is travelling together then the car is more cost effective mode of transport as they can travel in the same car
• The level of seniority of the personnel will also have an influence on travel arrangements
• Some CEO’S of large companies may choose to fly business class rather than economy

Question 13

Travel Criteria - Special Arrangements

Answer 13

• special arrangements may have to be made, for example, if the person has not passed their driving test or does not have their own car
• If a business has employees who travel regularly there may also be a requirement for business travel insurance policy.

Question 14

Travel criteria - Mode of transport/timetables and schedules

Answer 14

• Consulting timetables and schedules will revel whether certain travel options are available

Question 15

Travel criteria - Calculation/Comparison of costs

Answer 15

• A business must ensure that all costs are consistent
• When comparing costs it is essential that all of these costs are given in considerations to the personal needs and timescales

Question 16

Accommodation criteria

Answer 16

• Location, rating and meal arrangements when booking accommodation will influence cost
• Close proximity to the meeting venue and motor roads or station is beneficial even if this is more expensive than hotels further away
• Star ratings may also be important depending on who is attending the meeting
• Payment type may also be a consideration

Question 17

Personal requirements

Answer 17

• Staff may have particular considerations e.g. an adapted room if they have a disability
• Most hotels today have WI-FI access if staff need to use it, but it is not always free
• Other facilities such as a gym etc my be asked for

Question 18

Hotel calculations/comparison of costs

Answer 18

• Online booking websites allow every comparison of the basic cost of accommodation
• Additional costs may be considered e.g. some city centre hotels require paid parking