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Assignment 2-Hints (4)

The document outlines the organization of a charity event meeting, detailing a checklist for preparation, conduct, and follow-up. It includes an invitation, publication notice, agenda, and minutes of the meeting, which confirmed a talent show as the primary event on February 25, 2024. Action points were assigned to participants with specific deadlines for tasks related to the event planning.

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12 views

Assignment 2-Hints (4)

The document outlines the organization of a charity event meeting, detailing a checklist for preparation, conduct, and follow-up. It includes an invitation, publication notice, agenda, and minutes of the meeting, which confirmed a talent show as the primary event on February 25, 2024. Action points were assigned to participants with specific deadlines for tasks related to the event planning.

Uploaded by

zegedog
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Assignment: Organizing a Charity Event Meeting

Checklist for the Meeting

Before the Meeting

1. Define the purpose and objectives of the meeting: Plan and organize a charity event to raise
funds for [Charity Name].

2. Set the date, time, and venue: [Date], [Time], [Venue].

3. Identify participants and their roles: Chairperson (Alex), Note-taker (Jamie), Event Coordinator
(Taylor).

4. Draft and send invitations to attendees.

5. Publish a notice about the meeting on the school/college platform: Announcement made on the
school website and noticeboard on [Date].

6. Prepare and distribute the agenda: Agenda sent via email to all participants on [Date].

7. Compile briefing papers or any necessary background information: Research on previous


successful events and charity details shared.

8. Print attendance sheets and the minutes of the last meeting (if applicable).

9. Ensure technical arrangements (e.g., projector, seating): Projector booked, seating arranged in
Room [Number].

During the Meeting

1. Welcome attendees and confirm attendance: Attendance confirmed; all invited participants
present.

2. Distribute the agenda and supporting documents.

3. Follow the agenda to ensure discussions stay on track.

4. Record detailed minutes, including decisions made and action points.

5. Address any additional topics raised by participants.

After the Meeting

1. Finalize and distribute the minutes to all attendees.

2. Share the list of action points with assigned individuals.

3. Follow up on tasks and progress before the next meeting.


Invitation

Subject: Invitation to Charity Event Planning Meeting

Dear Alex, Jamie, Taylor, and Team,

You are cordially invited to attend a meeting to plan and organize our upcoming charity event. Your ideas
and contributions are crucial to the success of this initiative.

Meeting Details:

 Date: 12th January 2024

 Time: 10:00 AM

 Venue: Room 204, Main Building

Please confirm your attendance by 10th January 2024.

Looking forward to your participation!

Best regards,
[Your Name]
[Your Position]

Publication of Meeting

Notice of Meeting: Charity Event Planning

We are pleased to announce a meeting to plan and organize our upcoming charity event. All students
and staff members interested in contributing are encouraged to attend.

Meeting Details:

 Date: 12th January 2024

 Time: 10:00 AM

 Venue: Room 204, Main Building

Purpose of the Meeting:


To finalize plans for the charity event, including selecting activities, assigning roles, and setting
timelines.

Your participation is vital to ensure the success of this initiative. For more information, please contact
[Name/Email].

Thank you,
[Organizer's Name]
[Position/Role]
Agenda

Meeting Agenda
Date: 12th January 2024
Time: 10:00 AM
Venue: Room 204, Main Building

1. Welcome and Introductions

o Chairperson to welcome attendees and outline the purpose of the meeting.

2. Review of Previous Minutes

o Approval of minutes from the last meeting.

3. Proposals for the Charity Event

o Discussion of suggestions from participants.

o Evaluation of feasibility and potential impact.

4. Decision-Making

o Finalize the type of event, date, and venue.

5. Assigning Roles and Responsibilities

o Allocate specific tasks to attendees.

6. Any Other Business (AOB)

o Open floor for additional topics.

7. Closing Remarks

o Recap of decisions and action points.

o Confirm the date for the next meeting (if applicable).

Minutes of Meeting

Minutes of Meeting
Date: 12th January 2024
Time: 10:00 AM
Venue: Room 204, Main Building

Attendees:

 Alex (Chairperson)

 Jamie (Note-taker)
 Taylor (Event Coordinator)

 Chris, Jordan, and Riley (Participants)

Apologies:

 None

Key Points Discussed:

1. Review of Previous Minutes:

o Minutes from the last meeting were reviewed and approved.

2. Proposals for the Charity Event:

o Two main ideas were discussed: a bake sale and a talent show.

o The group decided on a talent show as the primary event.

3. Decisions Made:

o Event date: 25th February 2024.

o Venue: School Auditorium.

o Ticket price: $5 per person.

4. Action Points:

o Alex: Book the venue by 15th January 2024.

o Taylor: Coordinate performers by 20th January 2024.

o Jamie: Design and distribute posters by 18th January 2024.

Closing Remarks: The chairperson thanked everyone for their input and confirmed the next meeting
date.

Next Meeting: ??

Action Points List

Task Assigned To Deadline Status

Book event venue Alex 15th January 2024 Pending

Coordinate performers Taylor 20th January 2024 In Progress

Design event posters Jamie 18th January 2024 Pending

Arrange ticket sales Riley 22nd January 2024 Pending


What the Assignment Needs

1. Checklist for the Meeting


o A detailed list of tasks to prepare, conduct, and follow up on the meeting.
2. Documents Required to Organize, Support, and Follow Up the Meeting
o Before the Meeting:
 Invitations to participants.
 A published notice about the meeting.
 An agenda outlining the topics to be discussed.
 Briefing papers for any background information needed.
o During the Meeting:
 Minutes of the last meeting (if applicable).
 A list of attendees.
o After the Meeting:
 Minutes of the current meeting.
 A list of action points assigned to specific individuals.
3. Attend and Contribute to the Meeting
o Play a role in the meeting (e.g., chairperson, note-taker, or participant).
o Ensure active participation by contributing ideas, opinions, or feedback.

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