Committee Servicing

Practical and Domestic Matters

This is an outline of the routine practical and domestic arrangements for which Secretaries of individual committees are responsible. However, it is common for Secretaries to delegate dealing with some or all these matters to a junior colleague. (This is of course essential where some of them have to happen at the same time as the pre-Meeting.)

Before the beginning of the academic year, room bookings for the meetings in the Timetable of Committee Meetings will be made and sent to you by the Corporate Government & Information Management Department. If you need to change these, please contact the room booking service in the Estates and Facilities Department (roombooking@gold.ac.uk).. Please notify any new arrangement to the Corporate Governance & Information Management Department.

If your Committee has external members, give directions to any new ones attending their first meeting for finding the meeting room. (It may be be most convenient to arrange for them to be collected from the entrance to the Deptford Town Hall Building, as this is easy to find from the campus map, and has porters on duty and a waiting area.)

About 3-4 weeks in advance, email all the members reminding them of the date of the meeting and enquiring about their availability. (You will use the outcome of this consultation to assess what catering is required, to determine whether there is a risk of the meeting being inquorate, and to know whether any parking is needed for external members who normally travel by car.)

You are responsible for ordering any refreshments for your committee from Catering Services. (However, you can also choose to order your refreshments for the year's meetings at the beginning of the year.)

Parking for any external members is normally booked in Loring Car Park (by telephone to extension 7192).

Before the start of the meeting, the furniture should be arranged appropriately if necessary (not usually needed for the official committee rooms 109 and 110 in Deptford Town Hall), and the arrival of any catering order checked.

For larger committees, and/or at the beginning of the academic year when there are new members, it is helpful to have placenames laid out in the committee room.