Develop a formal or informal agenda for the meeting. Politely state the expectations for conduct during the meeting. Have all relevant parties present, like teacher, social worker, counselor, administrator, parent, guardian, etc. Keep notes of the meeting, emailing or sending them out to all participants. Have all relevant documents and data forms ready with a copy for each person at the meeting. Always highlight something positive about the student. Always use a calm and neutral tone with parents to avoid instigating conflicts.