The basic process of organizing meetings has to be absolutely clear to all parties.
Notification of a business meeting must be given well in advance of the meeting.
A month in advance is normal.
Organizers must notify attendees in writing of dates and times of meetings.
Prior notification is extremely important, and it's also important that the prior notification is documented.
Failure to properly notify attendees can in some instances have serious legal implications, if there are business or property interests involved.
Hence the need to record formal notification.
The notification of meeting must specify:
Failure to provide this information can cause significant legal problems.
Company directors representing investors, for example, can legally object to proceedings, if there are serious omissions in conduct of any part of a meeting.
The example below is of a company meeting. The agenda of the meeting is only one item, but contains important information for attendees.
Notice of meeting of Board of Directors, Alpha Inc.
Please be advised that the Board of Directors of Alpha Inc. will be holding a special meeting at which your attendance as a member of the Board is requested.Place of meeting: Suite 101, Level 7 Alpha Towers 223 Magnate Street, Sydney
Time of meeting: 9AM, 21st May, 2010.
Duration of meeting: 9AM to 5PM.
Materials required for meeting:
Agenda of meeting:
Final decision for award of contract for Alpha Inc IT system upgrade.
Important Note: Attendees are requested to familiarize themselves fully with the new materials provided in March 2010 by Smith Jones Brown prior to the meeting, which contain relevant systems data regarding these contracts.
If you are unable to attend this meeting for any reason, it will be appreciated if you notify the Executive Administration Officer on the above contact numbers.