Business LO2

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Meeting arangements
Meeting criteria- there are different kinds of meetings and involve different criteria
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Internal/external
Internal requires less arranging, rooms are usually chosen, fewer extra staff are laid on. External requires booking, phone calls, seating and equipment, arranging and costing
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Urgency
The more urgent the meeting, the more rushed the arranging, less people available due to commitments, the time constraints. But urgency infers a great need and therefore greater priority
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Priority
The more important the meeting, the more time will be spent on getting it right. And more likely it will happen. Meeting with less priority can be moved, or even cancelled.
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Purpose
Some meetings have to happen due to the nature of the company like AGM's other meetings can be more formal or informal like parents evenings and staff meetings
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Required personnel
People are busy, meeting interrupt that, and some people are more important than others so arrangements have to be more precise and organised
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Business travel arrangement
Common in companies from Teacher conferences and shows to business travel abroad for larger businesses. These can either be arranged by the staff travelling or by the company. The bigger the company, the more likely they will be arranged internally.
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Travel criteria
Destination- Local national or international, the further away, the more arrangements have to be made and more considerations have to be taken into account like delays, passport and visas
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Dates/times
Not everyday is the same cost, arrangement or ease. Sundays for instance have less trains running, Fridays are busy times to travel, traffic especially by Plane, Train or Automobile. Then there are holidays, public and religious traffic is difficult.
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Date/times
Prices may vary depending on what time of day it is, for instance tolls on Roads or Bridges after a certain time; train fares during rush hour etc
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Personnel
Who needs to go on these trips can be an issue, everyone going costs, time for travel and to hire work replacements back at the office. Business people often take their secretaries to continue arrangements when travelling
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Special requirements
Visas, disability access, food arrangements on travel, internet availability, need to travel with young babies or with equipment. All these can dictate the mode of transport as well as the cost, ability and difficulty
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Mode of transport timetables and schedules
The further you have to travel, the more difficult it is to schedule arrangements, flight transfers, bus and train schedules. These are subject to delays, cancellations and can also dictate special arrangements
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Calculation and comparison of costs
This is an issue for almost all travel arrangements- buses are cheap, personal driving is cheaper, trains, taxis, then planes. The need to choose the transport can be as important as the company cost of the travel
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Factors in business accommodation arrangements
Not all travel needs to include accommodation but if the meeting is away from work and held late, this is often the case.
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Location
Edge of town, close to the meeting place, within the meeting place, at the airport, all these depend on the nature of the meeting
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Grade
B&B, Hotel, Motel, 1 star to 5 star, the nature of the meeting, the level of importance of staff and the nature of the company can influence what kind of accommodation is booked or arranged
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Cost
All accommodation costs, this is due to quality, length of stay, arrangements, time or date and location. Companies consider this in their bookings
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Meal arrangements
Breakfast is often included but not always, almost all hotels carter for vegetarian, some have their own restaurants, and some bookings include these in the price
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Personal requirements
Type of room- single, double, twin, family, suite, prices vary according to size. Some people also choose location within the hotel as an issue, high up, near the back, with a balcony or not
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Personal requirements
Access- wheelchair access can be an issue, lift access is compulsory on most hotels with multiple floors and some companies require parking as part of the package or close to transport links
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Dietary requirements
Vegetarian is usual but also vegan, episcatarian, wheat free, allergy free etc. These are usually specified in the booking team. These are minor considerations in the booking arrangements but can influence repeat bookings
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Other cards in this set

Card 2

Front

Internal requires less arranging, rooms are usually chosen, fewer extra staff are laid on. External requires booking, phone calls, seating and equipment, arranging and costing

Back

Internal/external

Card 3

Front

The more urgent the meeting, the more rushed the arranging, less people available due to commitments, the time constraints. But urgency infers a great need and therefore greater priority

Back

Preview of the back of card 3

Card 4

Front

The more important the meeting, the more time will be spent on getting it right. And more likely it will happen. Meeting with less priority can be moved, or even cancelled.

Back

Preview of the back of card 4

Card 5

Front

Some meetings have to happen due to the nature of the company like AGM's other meetings can be more formal or informal like parents evenings and staff meetings

Back

Preview of the back of card 5
View more cards

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