Please enable JavaScript.
Coggle requires JavaScript to display documents.
LO2: Factors influencing arranging business meetings - Coggle Diagram
LO2: Factors influencing arranging business meetings
Factors influencing meeting arrangements
Venue/room
where the meeting needs to be
location will depend on:
resource requirements
refreshments
location
capacity
availability
duration
who is invited
catering
Resource packs
Admin the meeting requires
Internal
minutes from previous meeting
copies of any document required in meeting
agenda
External
visitor details given to recipient for passes
delegate packs copied and ready
refreshments organised
car parking arrangements
travel info and directions
Personnel availability
having identified people required to attend - it will need scheduled when availability confirmed e.g. usually in used in electronic format
Business costs
cost of holding the meeting
any meeting has cost implications
costs should be considered when planning
face-to-face more expensive due to travel
virtual require expensive equipment
Meeting criteria
reason for calling a meeting
what it involves
who needs to be there
How urgent
what is the purpose
is it internal/external
Factors influencing business travel arrangements
Mode of Transport
Subject to delays, and cancellations
may depend on availability, or published timetables schedules
the further you go, the more difficult it is to schedule arrangements, flight transfers, bus and train schedule
car, train, plane, bus
Special Requirements
dietary requests (people with coeliac disease)
Disability access
Special seats for travellers who get travel sick
internet availability
Visa and vaccine requirements for international travel
Personnel
number of people travelling
seniority of people travelling
Dates/Times
Not everyday is the same
Holidays (public or religious) when travel is more difficult
Different countries - different bank holidays
Fridays are busier
Sundays have less trains running
this means additional travel arrangements need to be made e.g. driving instead of train/ or booking a hotel overnight
date and time a meeting needs takes place
Calculation and Comparison Costs
staff should consider
cost of the mode of transport
incurred costs
cheapest mode might not be most effective
Staff should be cost-conscious
Destination
local - by car, underground, foot
national - by driving, or train
the further away, the more arrangements have to be made
international - by plane
Factors influencing business accommodation arrangements
Personel Requirements
Access
- Wheelchair access can be an issue, lift access is compulsory on most hotels. Some companies require parking or close to transport links
Dietary Requirements
- Vegetarian, vegan, pescatarian, wheat free, allergy free.
Types of rooms
- single, double, twin, family, suit, prices vary according to size
Calculation and Comparison
Accommodation costs
they set up accounts with a particular hotel chain who they usually book through
Cost-comparison websites make it easy to compare room prices
business have policies that specify what type of accomodation can be booked
Payment Terms
will it be charged directly to the business or will employee have to pay up front and then claim it back
can employee afford to do this ?
Additional Charges
may occur due to hotel choice
e.g. tax, fares, parking, wi-fi, meals
Accommodation Criteria
Grade
- business may rely on official grading systems when hotels, when hotels in unfamiliar locations are required.
Cost
- quaity, length of stay, arrangements, time or date or location,
Location
- proximity to the meeting venue, as well ad road and rail transport links may rule out some accommodation options
companies consider the above in their booking