Zirconi bags
Meeting arrangement process
(All departments)
Procedure document
Author: Kelly Reid
Date: 30 August 2016
Version: 2.0
zirconi.co.nz 1
Zirconi bags
Outcome
The outcome is that meetings will be arranged to meet budgetary requirements and organisation and participant requirements.
Timeframes
Timeframes are specific to each task.
References
The following documents support this process:
§ Meeting Request Form
§ Travel Request Form
§ Catering Approved Suppliers
§ Travel Approved Suppliers
§ Harry’s Catering Order Form
§ Head office location
§ Meeting Participant Information Form
Audience
This document is designed particularly for Administration Assistants across the business However, it is available to all staff.
Security Level
The document is available for internal distribution only.
Process
Process 1: Make meeting arrangementsStep / Description / Who
1 / Administration Assistant receives a completed Meeting Request Form or an email outlining requirements for a meeting.
They are responsible for:
§ Checking all details required have been received
§ Completing a Meeting Request Form for the requester if they have sent the details in an email
§ Confirming who the participants are
§ Clarifying information with Requester as required. / Administration Assistant
2 / Once the meeting details have been confirmed:
§ Book a meeting room for the required time and date
§ Book the required equipment for the meeting (e.g. Video conferencing, whiteboard) / Administration Assistant
2 / If some participants require travel arrangements:
§ Fill out the top section of the Meeting Participant Information Form with meeting description, date and name of participant
§ Email the form to the relevant participants / Administration Assistant
3 / When the completed Meeting Participant Information is received:
§ Book the flights for participants using an Approved Supplier, ensuring sufficient travel time is allowed to and from the airport (refer to meeting times). Use the allocated company credit card for this.
§ Ensure that you book the most economical fare whilst meeting the need of the organisation and the participant. (All accommodation and flights for one booking must be under $500. If the amount is going to be over $500 you must get approval from the Manager of the Department concerned.)
§ If participants are arriving by car, email them the ‘Head Office Location’ map. / Administration Assistant
4 / When you receive email confirmation from the airline
§ Forward the e-ticket and other relevant information to the traveller so they have this for their records, and to check in.
§ Scan or electronically copy the receipt and file in the company drive in the ‘Travel’ folder for your department. Make sure it is placed in the folder for this meeting (showing cost centre and meeting name).
§ File the Travel Form in the ‘Travel’ folder mentioned above, adding ‘_complete’ to the file name. / Administration Assistant
5 / Two days before the meeting:
§ Confirm the requirements for the meeting with the requester
§ Print out any required documentation
§ Order the catering for the meeting
− Use one of the Approved Suppliers
− The budget for lunches is $16.50 per person (excluding GST)
− The budget for morning teas is $5.50 per person (excluding GST).
− For internal meetings please use the biscuits available for morning and afternoon teas. These are in the locked cupboard in the kitchen. Sarah Waerea (Finance) has the key.
− Copy Sarah Waerea into all catering orders. / Administration Assistant
6 / On the day of the meeting:
§ Set up the room
− Set up tables and chairs as required
− Make sure audio visual equipment is operational and supplementary equipment required (such as flipcharts) is in the room
− If Wifi is required, ensure that it is working and write the password on the whiteboard for participants
− Set out any required documentation
§ Set up for catering
− Provide requirements for tea and coffee as required.
− Tell facilitator when lunch is expected to arrive
(Glasses, cups, plates, tea and coffee, etc are available from the cupboard in the lunchroom) / Administration Assistant
Review
This Process was last revised in August 2016 and is due for review September 2017.
Version / Date / Author / Description of change2.0 / 30.08.16 / Kelly Reid / Catering section added, including reference to Approved Suppliers
Where significant changes are made to this document, the version number will be incremented by 1.0. Where changes are made for clarity and reading ease only and no change is made to the meaning or intention of this document, the version number will not change.
zirconi.co.nz 1