CPS Event Planning and Meeting Coordination Flashcards

Which document distributed before a meeting outlines the topics to be discussed, the order of discussion, and time allocations?

Answer: Meeting agenda

A meeting agenda is distributed in advance to inform attendees of the topics, sequence, and time allotted for each item on the schedule.

Meeting minutes should be distributed to attendees within what timeframe to ensure accuracy and timely follow-up?

Answer: Within 24 to 48 hours of the meeting

Best practice calls for distributing meeting minutes within 24–48 hours while details are fresh and action items can be acted on promptly.

When booking a conference room for an executive meeting, which factor should a professional secretary consider FIRST?

Answer: Attendee availability and room capacity

Attendee availability and ensuring the room accommodates the expected number of participants are the primary scheduling considerations.

What does the acronym RSVP stand for, and why is it important for event planning?

Answer: Répondez s'il vous plaît — allows planners to confirm attendance numbers

RSVP (from French: Répondez s'il vous plaît, meaning 'please respond') allows event planners to confirm headcount for catering, seating, and materials.

A professional secretary coordinating a board meeting should ensure quorum is met. Quorum refers to:

Answer: The minimum number of members required to be present for the meeting to conduct official business

Quorum is the minimum number of voting members who must be present for the body to legally conduct official business and make binding decisions.

When arranging travel for an executive, which document consolidates itinerary details including flights, hotel, ground transportation, and meeting schedules?

Answer: Master travel itinerary

A master travel itinerary consolidates all travel-related details into a single document the executive can reference throughout the trip.