Record of Learner Achievement
Unit:
Ofqual Unit Reference Number:
Unit Review Date:
Plan and Organise Meetings L3 CV5
D/601/2542
31/01/2017
LEARNING OUTCOMES
ASSESSMENT CRITERIA
The learner will:
The learner can:
1. Understand the arrangements
and actions required for
planning and organising
meetings
1.1. Explain the role of the person
planning and organising a meeting
1.2. Describe the different types of
meetings and their main features
1.3. Explain how to plan meetings that
meet agreed aims and objectives
1.4. Explain the purpose of agreeing a
brief for the meeting
1.5. Explain how to identify suitable
venues for different types of
meetings
1.6. Describe the types of resources
needed for different types of
meetings
1.7. Outline the main points that
should be covered by an agenda
and meeting papers
1.8. Explain the purpose of meeting
attendees’ needs and special
requirements, and providing them
with information required for
meetings
1.9. Describe the health, safety and
security requirements that need
to be considered when organising
meetings
1.10. Explain the purpose and benefits
of briefing the chair before a
meeting
1.11. Explain the purpose of welcoming
and providing suitable
refreshments to attendees, if
required
EVIDENCE LOCATION
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LEARNING OUTCOMES
ASSESSMENT CRITERIA
The learner will:
The learner can:
EVIDENCE LOCATION
1.12. Describe the types of information,
advice and support that may be
need to be provided during a
meeting
1.13. Describe the types of problems
that may occur during a meeting
and how to solve them
1.14. Explain what should be included in
a record of a meeting, and the
purpose of ensuring the record is
accurate and approved
1.15. Explain how to record actions and
follow up, if required
1.16. Explain the purpose of collecting
and evaluating participant
feedback from the meeting
1.17. Describe how to agree learning
points to improve the organisation
of future meetings
2. Be able to prepare for a
meeting
2.1. Agree and prepare the meeting
brief, checking with others, if
required
2.2. Agree a budget for the meeting, if
required
2.3. Prepare and agree an agenda and
meeting papers
2.4. Organise and confirm venue,
equipment and catering
requirements, when necessary
2.5. Invite attendees, confirm
attendance and identify any special
requirements
2.6. Arrange catering, if required
2.7. Arrange the equipment and layout
of the room, if required
2.8. Make sure the chair receives
appropriate briefing
3. Be able to support running a
meeting
3.1. Welcome attendees and offer
suitable refreshments (if required)
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LEARNING OUTCOMES
ASSESSMENT CRITERIA
The learner will:
The learner can:
EVIDENCE LOCATION
3.2. Make sure attendees have full set of
papers
3.3. Make sure a person has been
nominated to take minutes, if
required
3.4. Provide information, advice and
support when required
4. How to follow up a meeting
4.1. Produce a record of the meeting
4.2. Seek approval for the meeting
record, amend as required
4.3. Respond to requests for
amendments and arrange
recirculation of a revised meeting
record
4.4. Follow up action points, if required
4.5. Evaluate meeting arrangements,
and external services where used
4.6. Evaluate participant feedback from
the meeting and share results with
relevant people, where used
4.7. Summarise learning points and use
these to identify improvements that
can be made to future meeting
arrangements and support
Assessment Requirements
This unit must be assessed in the workplace, or conditions resembling the workplace.
This is a Council for Administration (CfA) unit and therefore the Assessment Strategy for Business and
Administration document must be followed.
Learning Outcome 1
Arrangements and actions: attendee list (participants, chair, speakers, minute taker); send meeting
invitation; circulate meeting agenda and other relevant documentation, e.g. minutes of previous
meetings; necessary components of a meeting, e.g. venue, transport, schedule, refreshments,
information, equipment, resources, meeting papers; agreeing aims of a meeting; preparing brief
and other preliminary work to reflect aims; making contingency plans for necessary components;
keeping to meeting budget.
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Organising arrangements and actions: checking on arrangements immediately prior to the
meeting; greeting participants and offering refreshments if appropriate; ensuring procedural roles
are fulfilled throughout; ensuring fair communication between participants if required; solving or
working around any problems that arise, e.g. absent participants, logistical errors, technological
issues, shyness, impasse or hostility; ensuring there are thorough records of the meeting; following
up with participants.
1.1 Roles within a meeting: role of meeting planner and organiser, e.g. continuous responsibility for
smooth running, level of participation in meeting content, level of intervention expected;
enhanced role of meeting chair or speakers; level of interaction by participants; procedural
roles, e.g. minute taker, legal expert, human resources expert; dealing with stakeholder
representatives.
1.2 Types of meetings: differing requirements for different types of meeting, e.g. size,
internal/client based/multi-organisation/public nature, aims and objectives, time available,
setting timeframe, level of expected action resulting from meeting.
1.9 Health, safety and security: complying with relevant health and safety laws; ensuring that
everyone feels comfortable during the meeting; consider security of venue and participants;
maintain privacy and confidentiality of information shared, e.g. Data Protection Act, Chatham
House Rules, personal reputation; provide advice and resources to support participants if
required.
Learning Outcome 2
Prepare for a meeting:
Logistics for a meeting: book all necessary components; anticipate any problems on the day, e.g.
transport issues, nearby events, company or industry- wide emergencies; keep in touch with service
providers and participants; change timeline and budget estimates in accordance with events; keep
a record of planning activities and contingencies
Documents for a meeting: notice of meeting; meeting agenda; previous minutes if applicable;
keeping meeting brief to hand; safety of documents, e.g. saving in multiple places, digital and hard
copies, handling sensitive data; checking number of documents; proofreading; distributing to
participants before the meeting if required.
Learning Outcome 3
Support:
For attendees: treat participants as individuals, e.g. comply with disability laws, dietary
requirements, personal communication style; ensure that the meeting is moving forward where
possible; deal courteously with rudeness, aggression or slander if appropriate.
Meeting requirements: circulation of meeting papers; ensure throughout that tasks are being
carried out at the appropriate times, e.g. refreshments, expert input, meeting breaks; ensure
meeting minutes and decision/action points are recorded accurately; check that technology is
working properly; have details for support in solving likely issues; bring the meeting to a close
politely when appropriate.
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Learning Outcome 4
4.1 Record of the meeting: ensuring there is a clear formal record of participants, meeting time and
subject, discussion and action points; checking minutes and agreed actions, adding any
appropriate content; ensuring meeting records, including relevant decisions, are circulated
promptly to involved parties; maintaining confidentiality where appropriate; keeping these
records safe for future reference.
4.5 and 4.6 Evaluate a meeting: evaluation of logistical components, e.g. issues with venue,
refreshments, budget; evaluation of participants, e.g. contribution, satisfaction with meeting,
variety, networking potential; evaluation of own performance, e.g. planning, response to issues
arising, conduct during meeting; changing plans for future meetings according to evaluation;
invite feedback from participants and service providers and respond accordingly.
4.7 Identify improvements: taking action after a meeting: using meeting data to influence future
work; informing colleagues of the meeting’s content where useful; identifying any need for
follow-up meetings or individual contact.
Evidence Requirements
Evidence of practical ability must be demonstrated.
Final Tutor Feedback (Strengths and Areas for Improvement):
Learner Submission Disclaimer
I declare that this is an original piece of work and that all of the work is my own unless referenced.
Assessor Disclaimer
I confirm that this learner’s work fully meets all the assessment criteria listed above at the correct level and
that any specified evidence requirements have been addressed.
Assessor
Learner
Date
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