Meeting co-ordinator

Today was a superb busy day..I was assigned an important task by GM..to organise a meeting , from head to toe..It was an important meeting (known as TEC-18 meeting), where many CEOs from various companies will meet up and have discussions, on monthly basis. Thus, GM was the host for this month's meeting and he wanted to have it in our office premise..so being the secretary, naturally I have to make arrangement in order for the meeting to be carry on smoothly..so,afｔer a busy day..Ｉ wanted to blog it down..for future reference..:)
Prior preparations:-

• Few weeks before the meeting, I received notification on the details of the meeting from the secretary (Ms XYZ) of the TEC-18 chairman..meeting to be hosted by GM
• Confirmed meeting venue and time with Ms XYZ..and thereafter, she will help to circular out the information to the others.
• prepare a map to our office..asked help from the auto-cad personnel..had 4 amendments before sending it out to Ms XYZ.
• Send out memo to all staffs-to clean up respective departments..to be seen tidy and neat.
  
• Make lunch reservation at a seafood restaurant.
• Prepare refreshment lists-breakfast, 2 teabreaks...go through with GM..everything approved.
• Shopping for items needed..requested mum to make some 'kuih' for teabreaks.
• Ordered birthday cake as there is a birthday celebration this month.
• Clean up meeting venue, re-arrange the table settings, chairs..ensure all equipments are readily to be used, ie whiteboard, ohp projector; prepare stationeries (pen, pencil, paper, marker pen) for meeting; prepare corporate gifts for guests etc
• Prepare signboard for meeting place, car parking reservation

On the meeting day:-

• Woke up 5.30am for preparations..fetched Kak Mas (MD's maid) who will be helping me.
• 7.30-8.30am Prepare breakfast-fried mihun, local kuih, coffee and tea..
• 8.30-9.45am Arrival of guests-led them to meeting venue, had breakfast..
• 10.00am Prepare teabreak-fruits, local kuih, coffee and tea
• 12.10pm Confirmed lunch booking
• 1.30pm Collect cake
• 3.30pm Prepare teabreak-cake, fruits, jelly, cofee and tea
• 6pm Clean up meeting room

For the whole day, Ｉ couldn't remember the number of times I was walking up and down the stairs. (meeting at 1st floor, my place at 3 rd floor)..ya, you may said it's a good exercise but then, it was really exhausted..

After the meeting ended, I took the opportunity to talk to GM..hows my preparations? any comments?...He was quite happy with everything and praised me a little ler..yippie..passed my tasks!!!...

I wanted to say many thanks to the following people who had helped me alot:-

1. Kak Mas-for assisting with refreshments.
2. Raymond and Karen-for setting up the OHP projector
3. Nazli-for drafting the map to office
   
4. Allie-for assisting in arranging meeting room
5. Mimi-for helping me with my work while I was away, busy preparing for the meeting.
6. SIS-for waking up so early and sending the fried mihun to office..
7. Others who had helped indirectly..

Ok..I am half alive already...wanna zzzz...nite