G R OUP 2

CHAPTER III
Meeting
Discussion Points
PURPOSES, GOALS AND OBJECTIVES OF
CORPORATE MEETINGS

STEPS IN PLANNING CORPORATE MEETING IN A

HOTEL

TYPES OF CORPORATE MEETING

THE IMPORTANCE OF MEETING AND CORPORATE

ROOMS IN HOTELS
Meetings bring people together in
one place for the in order to share
information
and to address and solve problems.
According to the International
Dictionary of Event Management by
Goldblatt & Nelson (2001), and
accepted by the International
Special Event Society (ISES),
meetings are defined as An
assembly of individuals gathered
to discuss items of mutual interest
or engage in professional
development through learning
activities.
Corporate meetings are often held off site
of the corporate location and required
employees to travel to the meeting.
Expenses associated with the meeting such
as transportation, meals, and hotel
accommodations are paid for by the
corporation"

Therefore, it is a place where creative and

new ideas are developed, making it a
very important part of business operations.
The meeting between stakeholders on how
to start the organization, even before the
start-up of some organizations, which will
involve discussion on meeting the criteria
set by the state for opening a business, is
also
Purposes, Goals and Objectives of
Corporate Meetings
Corporate meetings are inevitable as some are
required by law; while some are held for other
purposes including press conferences, product
launches and new business plan announcements.
They aim at discussing feedback and receiving
feedback on the spot. The information of prior
importance is given during meetings. They are a true
means of conveying feelings and expressions.
Meetings involve people of the company. Meetings,
thus, encourage participation and motivate them.
Participants in a meeting, if given responsibility, turn
out to be more productive and contribute to
 ✓ To reach a common
The purposes decision/agreement
✓ To solve a problem
of holding ✓ To understand a situation, exchange
ideas and experiences
meetings ✓ To inform, explain, present ideas
are: ✓ To give and get feedback on new
ideas
✓ To give training
✓ To plan and prepare for action
✓ To resolve differences and
misunderstandings
✓ To generate enthusiasm and seek
cooperation
✓ To review past performance and
evaluate it
✓ To create a feeling of continuity and
Corporate Meetings thus turn out to
be a place where various aspects of
business management are discussed-
the performance of the company, the
mission and vision of company, the
weaknesses of company, the
obstacles faced and how to overcome
them. Effective meetings involve
presentations and lead to personality
development. Efficient meetings save
time, money and resources of the
company.
While conducting business meetings,
certain things have to be taken care
of. Decisions should be based on facts
and based on circumstances; they
shouldn't be based on presumptions.
The participants should be optimum in
number, not too much. Don't go off
track or don't forget the agenda of
the meeting. Avoid distractions during
meetings, such as- looking here and
there, talking on phone, fiddling, etc.
Decision making should be
unambiguous. Don't waste time waiting
for latecomers. Start discussion on time.
A successful and effective business
meeting is one which is well planned. It
should be planned well in advance that
who all would be the participants in
meeting, the time, venue, and agenda of
meeting. The agenda of the meeting
should be clear to all. Do not try to make
a fish market in meeting. Respect
everyone's views. Respect the leader.
Try and co-operate. It has to be
ensured that the decisions that are
reached through a meeting should be
implemented. Also, all participants must
get minutes at the end of meeting.
Corporate Meetings tell where the
company is and where is it heading.
They are communication drivers behind
organization's success. Successful
Corporate Meetings are productive,
creative, well-focused, timely and well-
led. Additional objectives for corporate
meetings may include the need to:
▪ Announce new initiatives
▪ Create discussion opportunities
▪ Build teams
▪ Share knowledge
▪ Increase efficiency
 Steps in Planning a Corporate
Meeting in a Hotel
Inquire and reserve
Set up your meeting an event space in a
goals and agenda hotel

Send Invitations to Prepare early during

all employees the meeting day
itself
 Set up your meeting goals
and agenda
Before choosing and reserving a venue for
your corporate meeting, it is important to
have the whole program planned out.
Your agenda must contain the goals and
objectives of the meeting to identify its
purpose, the date and time of the event,
transportation plan, and a list of people
attending. Setting up all of these plans
beforehand allows you to identify what
amenities and features you would need in a
hotel and ensure that the whole event would
be able to proceed smoothly. Once these
have been settled, the next step is to find
the best hotel for your meeting and set up a
Setting an achievable agenda goes
a long way toward having a
successful meeting.

I. Welcome and Introduction

II. Recap of the minutes of the last
meeting
III. Any matters arising from the last
meeting
IV. Today's meeting proceedings:
Item One
Item Two
And So On…
V. Any other business
VI. Conclusion
VII. Setting date for the next
meeting
 Venue
Reservation

After the meeting has been

scheduled, the next important step
is to search for the right hotel to
host the meeting. There are several
considerations that need to be
taken into account in booking a
hotel. These factors include
availability and location, as not all
hotels have vacant event venues
during certain dates while choosing
the most convenient and
accessible location helps make
traveling to the venue a much
 Send Invitations
to all
employees
After the location and schedule of the venue
has been identified, the next move is
to invite all the participants who must be
present on the day of the meeting.
Invitations can now be done electronically,
which is more effective, as you can monitor
individuals who would or would not attend
with only a few clicks immediately. This will
also help you adapt appropriately, as you
may need to accommodate less or more
people in the
meeting venue if needed. It is also important
to send invitations at least two weeks before
the event in order to make sure that
everyone would be able to adjust their
schedules accordingly and attend the
 Prepare early during the
meeting day itself
It is best to prepare all important arrangements in
advance by the time the meeting day happens, and
that means arriving ahead of the attendees at the
venue. This will help to iron out important concerns
and scope out issues that could affect the schedule of
the meeting. It is also best to test the equipment, as
the flow of a meeting will be greatly disrupted should
there be technical difficulties. Checking out the
number of chairs and tables present is also
important, as you would need to accommodate
everyone, and prevent the trouble of having to add or
remove furniture in the middle of the meeting. A well-
prepared meeting will not only help the meeting
proceed without difficulty but also make the event
successful overall.
 BOARD SHAREHOLDER
MEETINGS MEETINGS
CORPOR
ATE
MEETING
MANAGEMENT TYPES OF
S
MEETINGS CORPORATE
MEETINGS
MEETING WITH
STRATEGIC PARTNERS,
PLANNING SUPPLIES, AND
CLIENTS
 BOARD MEETINGS

Meetings of the board of the directors of a

corporation,
usually held annually. A board meeting is a meeting of
the board of directors of a corporation, typically
held to discuss company-wide policies or concerns
at certain times of the year. The overall strategic
plan of the corporation is decided by the board of
directors, and the directors are either chosen by
shareholders or by members of the organization.
These kinds of meetings are important because they
are a way for the people in charge to identify and
 MANAGEMENT
MEETINGS

The managers from different regions of a

corporation meet when necessary to make
decisions for the corporation. This is the
opportunity to buy time for non-performance
and times where each management member
juggles by speaking through their noses and
side mouths to reinforce their grip on the
company jugular. Management meetings are
opportunities for the management team to
brainstorm on key issues relating to the business
and arrive at concrete solutions.
 SHAREHOLDER
MEETINGS
Investors who own a share in a company meet
quarterly. Shareholders Meeting means a meeting of
the stockholders of the corporation wherein
resolution are placed before the shareholders to
discuss about the corporate matters and other
matters required by the bylaws of the company
(such as company's performance over the relevant
statutory period is reviewed and approved, Board of
Directors (BOD) of the company are appointed,
decisions regarding increase in share capital, major
acquisitions, mergers are taken, etc.) and may be
conducted at frequent intervals.
 MEETING WITH
PARTNERS, SUPPLIES,
AND CLIENTS
A gathering to discuss business deals,
usually held with little prior notice. The
Meeting with Suppliers is an opportunity
to exchange information and ask
questions about our procedures for
contracting and contract management. The
event aims at strengthening the
engagement with suppliers, so that they
are involved with the management and
sustainability practices which are in our hires
and acquisitions
 STRATEGIC PLANNING

Managers meeting with employees to

discuss the future of the company.
Strategic planning is an activity of
executive management that is used to set
targets, concentrate attention and money,
improve programs, ensure that personnel
and other partners collaborate for shared
goals, agree on expected results/results, and
review and change the course of the
organization in response to a changing
climate.
 The Importance of Meeting
and Conference Rooms in
Hotels
The best hotels and resorts have taken steps to accommodate the
needs of businesses and corporate travelers. They provide such guests with
important amenities such as:
✓ A well-equipped business center
✓ State of the art meeting rooms
✓ Spacious conference halls for larger events
✓ Banquet halls for official parties
An indispensable feature of any luxury hotel or resort is the well
equipped
conference and meeting space. This is because it is now extremely common
for corporate events and conferences. Events hosted by large corporations
and private bodies are very prestigious and provide a hotel or resort with an
DON`T FORGET TO GIVE A
BEAUTIFUL SMILE!