Planning
Meetings
Meetings
What is the first step in planning a meeting?
a) Writing the minutes
b) Identifying the purpose and objectives
c) Selecting the venue
d) Inviting participants
b) Identifying the purpose and objectives
Which tool can help track tasks and responsibilities after a meeting?
a) Action plan
b) Calendar reminder
c) Financial statement
d) Organizational chart
a) Action plan
The meeting should officially start with:
a) Reviewing previous minutes
b) Assigning new tasks
c) Voting on issues immediately
d) Informal discussions
a) Reviewing previous minutes
What is the purpose of assigning deadlines in action items?
a) To pressure participants unnecessarily
b) To ensure tasks are completed on time
c) To shorten the meeting
d) To avoid writing minutes
b) To ensure tasks are completed on time
Why is risk management important in conferences?
It helps anticipate potential issues (e.g., cancellations, technical failures, emergencies) and create backup plans.
When setting the date and time for a meeting, what should be considered MOST?
a) The chairperson’s convenience
b) Availability of key participants
c) The office calendar
d) Length of the agenda
b) Availability of key participants
Which of the following is a good practice for managing conflicts during a meeting?
a) Avoid addressing the issue
b) Encourage open discussion and mediation
c) Take sides with senior staff
d) Postpone the meeting indefinitely
b) Encourage open discussion and mediation
Which of these BEST describes the role of the secretary during a meeting?
a) Making decisions
b) Recording minutes accurately
c) Leading the discussion
d) Resolving conflicts
b) Recording minutes accurately
Who should receive a copy of the meeting minutes?
a) Only the chairperson
b) All attendees and relevant stakeholders
c) Only managers
d) The facilitator alone
b) All attendees and relevant stakeholders
What is contingency planning in conference management?
Preparing alternative solutions for unexpected challenges such as venue changes, technical issues, or speaker cancellations.
Which type of meeting is typically held to share updates and progress?
a) Brainstorming session
b) Staff meeting
c) Emergency meeting
d) Negotiation meeting
b) Staff meeting
A meeting that strays off-topic usually indicates:
a) The agenda was too short
b) Lack of clear facilitation
c) Too few participants
d) Good creativity
b) Lack of clear facilitation
If participants are disengaged during the meeting, the facilitator should:
a) End the meeting early
b) Re-energise by using interactive questions
c) Ignore the behaviour
d) Continue reading the agenda without pause
b) Re-energise by using interactive questions
Evaluating the success of a meeting should focus on:
a) Refreshments provided
b) Whether objectives were met
c) The number of attendees
d) The duration of the meeting
b) Whether objectives were met
Why is time management critical when conducting conferences?
It ensures that sessions run smoothly, all topics are covered, and participants remain attentive.
How do you determine who should attend a meeting?
Invite only those directly involved or affected by the topics, decision-makers, and individuals who can provide valuable input.
What strategies can be used to handle difficult participants?
Stay calm, listen actively, acknowledge their input, redirect focus to the agenda, and, if necessary, set rules for respectful communication.
What are the steps to conduct a successful meeting?
What actions should be taken after a meeting?
Distribute minutes, communicate decisions to relevant stakeholders, monitor progress of assigned tasks, and schedule follow-ups if needed.
What methods can be used to collect conference feedback?
Surveys, interviews, feedback forms, or digital polls.
What logistical factors should be considered before a meeting?
Venue/virtual platform, time, technology requirements, documents/materials, and accessibility for participants.
Why is it important to document decisions and actions during a meeting?
It provides a written record of agreements, responsibilities, and deadlines, ensuring accountability and follow-up.
What should be included in meeting minutes?
Date, time, attendees, agenda items, key discussion points, decisions made, assigned responsibilities, and deadlines.
How do post-meeting evaluations improve future meetings?
They help identify what worked well, areas for improvement, and ensure future meetings are more effective and productive.
How does continuous improvement apply to conference management?
By using lessons learned to enhance the planning, management, and execution of future events.