Meetings in English

agenda. I will then circulate the finalised agenda before the Christmas break.
Presentation of last year's sales figures (Andreas)
Forecasts and targets for the coming year (Sally)
Analysis of last year's sales promotions (Peter)
Proposals for/scheduling of promotions for the current year (all)
    Regards,
    Simon
Example 2: circulating a draft agenda and asking for input
    Subject: draft agenda for quarterly board meeting, 1 April
    Dear all,
    Thank you for making time for the quarterly board meeting on 1 April, from 10.00–11.30 a.m. in the boardroom suite.
    Please find attached a draft agenda for the meeting.
    I would be grateful to receive any further submissions for the agenda by 25 March at the latest. Many thanks in advance.
    Kind regards,
    Simon Webber
    Submitting items for the agenda
    If you wish to add an item to the agenda, make sure you submit it to the chair before the deadline for contributions. If this isn't possible – eg if an urgent issue has arisen after the deadline for submissions – let the chair know that you would like to include the item under „Any other business“. Start your proposal by thanking the chair for the draft agenda and say why you think the item is relevant and should be included.
Useful phrases
I would like to propose the item „Potential overseas office“ to follow item three, as this was discussed at the last managers' meeting and I think it is also relevant to the European sales team.
I would like to insert the item „Introduction of monthly sales targets“ after item two, as this may be the last opportunity to discuss this issue prior to the sales conference next month.
I recently received important new information from the customer regarding product specifications. If it is not possible to add the item to the agenda at this late stage, I would like to propose including it under AOB.
I recently came across some software that could be of interest to the team. Since the deadline for submissions to the agenda has passed, I would like to put this item forward for inclusion under AOB.
    Circulating the agenda
    After you have asked the participants for their contributions to the agenda, it is important to circulate the finalised agenda to them in good time. Email is an expedient way of doing this, but for important external meetings you may choose to send the agenda out by post instead, particularly if you have to enclose other important background documents with the original. This is also a good opportunity to ask participants what technical equipment they require for the meeting and if they have any special dietary requirements.
    Example: circulating the agenda
    ABC GmbH
Altstr. 26
56710 Altstadt
Germany
Mr P Smith
Development Manager
EFG Co. Ltd
123 New Road
Newtown NEW 1IT
Great Britain

24 July 2010
    Agenda for project meeting of 25 August
    Dear Mr Smith
    Thank you for your contribution to the agenda for the forthcoming project meeting. Please find enclosed a copy of the finalised agenda.
    I also enclose a copy of the service agreement, signed by us, to be discussed under item four on the agenda.
    I would be grateful if you would let me know by 10 August what technical facilities you will require for your presentation,and also whether you have any special dietary requirements we should note when arranging refreshments and lunch.
    We look forward to seeing you on 25 August. In the meantime, please do not hesitate to contact me if you have any questions or require any further information.
    Yours sincerely
    Simone Roth
    Project Manager
Travel and weather tips
    If you didn't send out travel directions and/or a map for reaching the meeting destination when you confirmed the meeting („Confirming a meeting“, p. 13), you have another opportunity to do so when circulating the agenda. If your visitors are travelling from countries with different climates, they may also appreciate some tips on the weather and appropriate clothing for the time of year. For example: „Please note that we are approaching the coldest time of year here in Scotland with frequent rainstorms and low temperatures. We recommend bringing warm and waterproof clothing for your visit.“
Useful vocabulary
    chair (= chairperson): Vorsitzender, Leiter des Meetings
    to allocate: zuweisen
    motion: Antrag
    to compile: zusammenstellen
    to circulate: an alle Teilnehmer versenden
    item: (Tagesordnungs-)Punkt
    prior to: vor
    extension of lease: Verlängerung des Pacht-/Mietvertrags
    Hands-on organisation
    Author Alan