How does an administrator organise and support a meeting or event?
The procedures for organising and supporting a range of meetings and events, including the tasks before, during and after, the meeting documents (notice, agenda, minutes), and the impact of poor organisation.
An SQA Higher Administration and IT answer on organising and supporting meetings and events, covering the tasks before, during and after, the meeting documents (notice, agenda and minutes), and the impact of poor organisation.
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What this key area is asking
Arranging meetings and events is a core administrative duty. The SQA wants you to describe the procedures an administrator follows to organise and support a range of meetings and events: the tasks before, during and after, the documents involved (notice, agenda, minutes), and the impact of poor organisation. Strong answers set the tasks out in a logical order and explain why each matters.
Procedures for organising a meeting or event
Before the meeting
The administrator agrees a date and time that suits participants (often using a shared e-diary to avoid clashes), books a suitable room (right size, with the equipment needed) or sets up a video-conference link, and sends out the notice of meeting and agenda in good time. They prepare and circulate any papers and reports, arrange equipment (projector, laptop), refreshments and travel, and confirm attendance, recording apologies from those who cannot come.
During the meeting
On the day the administrator sets up the room and equipment, takes attendance, supports the chairperson, makes sure papers are to hand, and takes notes of the discussion and decisions so the minutes can be written up.
After the meeting
Afterwards the administrator writes up and circulates the minutes, follows up the action points (chasing what people agreed to do), settles any invoices (room, catering), files the papers, and notes matters arising for the next meeting.
The meeting documents
- Notice of meeting: the date, time and place, sent to members in advance so they can attend and prepare.
- Agenda: the running order of items, giving the meeting structure and keeping it on track.
- Minutes: the official record of the discussion, decisions and actions, so absent members are informed and actions are tracked.
Supporting a range of meetings and events
Meetings range from informal team catch-ups to formal committee meetings (with strict documents and procedures) and online video meetings. Events (conferences, training days, open days) involve extra tasks: booking speakers and a venue, managing a budget, marketing and handling bookings, arranging catering and equipment, and considering health and safety. The administrator co-ordinates all of this so the meeting or event runs smoothly.
Examples in context
Example 1. Setting up a video meeting. For an online team meeting the administrator checks diaries in a shared e-diary, sends a calendar invitation with the video link and an agenda, circulates papers, and on the day makes sure the link and equipment work. Afterwards they circulate minutes and chase actions, showing the same procedure adapted for an online meeting.
Example 2. Organising a training day. For a staff training event the administrator books a venue and speaker, manages the budget, handles bookings, arranges catering, equipment and travel, and considers health and safety. On the day they set up and support the event, and afterwards gather feedback and pay invoices, illustrating the extra tasks an event involves.
Try this
Q1. Name two tasks an administrator does before a meeting. [2 marks]
- Cue. Any two of: agree date/time; book a room/video link; send the notice and agenda; prepare and circulate papers; arrange equipment, refreshments or travel; confirm attendance/apologies.
Q2. Describe the purpose of an agenda and the minutes. [4 marks]
- Cue. An agenda is an ordered list of the items to be discussed, giving the meeting structure and keeping it on track; the minutes are the written record of what was discussed and decided, and the action points, circulated afterwards so members are informed and actions are followed up (about 2 marks each).
Exam-style practice questions
Practice questions written in the style of SQA exam questions on this dot point, with worked answer explainers. The year tag is the paper they imitate, not the source.
SQA Higher style6 marksDescribe the tasks an administrator would carry out to organise a meeting.Show worked answer →
Worth 6 marks. Describe tasks across before, during and after, one mark each.
Before - booking and invitations (about 2 marks). Agree a date and time, book a suitable room or set up the video link, and send the notice and agenda to participants in good time.
Before - papers and arrangements (about 1 mark). Prepare and circulate papers, arrange any equipment, refreshments and travel, and confirm attendance (apologies).
During - supporting the meeting (about 1 mark). Set up the room and equipment, take attendance, and take notes to write up the minutes.
After - minutes and follow-up (about 2 marks). Write up and circulate the minutes, follow up the action points, and deal with any matters arising for the next meeting.
SQA Higher style4 marksDescribe the documents an administrator would prepare for a formal meeting.Show worked answer →
Worth 4 marks. Describe meeting documents, one to two marks each.
Notice of meeting (about 1 mark). Tells members the date, time and place of the meeting, sent in advance.
Agenda (about 2 marks). A list, in order, of the items to be discussed at the meeting (for example apologies, minutes of the last meeting, matters arising, main items, any other business, date of next meeting), so the meeting is structured.
Minutes (about 1 mark). A written record of what was discussed and decided, and the action points, circulated after the meeting.
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