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Minutes of Meeting: Annual Staff Gathering Planning
Agenda Topic
Presenter
Time
Conclusion / Outcome
1. Welcome & Objectives
Sakula MD
2 min
Combine outing with training; focused on motivation & engagement.
2. Budget & Date
Kamani (Finance)
3 min
Fixed at 15 million LKR. Official date: 28th March.
3. Destination & Accomm.
Bhagya (HR)
3 min
Down South region. Double occupancy rooms for budget management.
4. Transport & Entert.
Chandima (Marketing)
3 min
4 luxury buses. Seeking quotes for DJ, Band, and Bonfire.
5. Learning & Development
Gowsika (L&D)
3 min
Activity-based training & motivational speaker (Senuri) + awards.
Action Items Checklist
• Hotel quotations (Down South) - Bhagya


• Transport (4 luxury buses) & Entertainment quotes - Chandima

• Motivational speaker & Trainer identification - Gowsika

• Staff food preferences (Microsoft Form) - Bhagya

• Tax invoices for bookings - All Leads

Next Meeting: Next Friday @ 10:00 AM
Objective:
Annual Staff Gathering Planning
Called by:
Sakula MD
Date:
2024년 3월 중순 (금요일)
Time:
10:00 AM
Location:
Conference Room A / Online
Agenda:


1. Welcome & Objectives

2. Budget & Date

3. Destination

4. Transport & Ent.

5. L&D Session

AOB: Next Meeting

Attendees:


Sakula MD, Kamani (Finance), Bhagya (HR), Chandima (Marketing), Gowsika (L&D)


Absent:-

None

Agenda Item 2: Budgetary Allocation and Event Date
Notes:
Initial budget 15M LKR (75k per person). Payments to be made online based on quotations. Date changed to 28th March for weekend convenience.
Key Decisions:
Budget fixed at 15 million LKR. Event Date: 28th March.
Action Items:
Owner:
Deadline:
Agenda Item 3: Destination and Accommodation
Notes:

Agreed on 'Down South' (e.g., Shangri-La Hambantota) to avoid rain. 2 days, 1 night. Double occupancy.

Key Decisions:
Destination: Down South. Rooming: Double occupancy.
Collect hotel quotations
Bhagya
Next Friday
AOB (Any Other Business)
Next meeting: Next Friday @ 10:00 AM. All leads to bring tax invoices and finalized quotations.
Agenda Item 1: Welcome, Objectives, and Expectations
Notes:

Introduction to the annual gathering for 200 staff. Primary goals are motivation, engagement, and professional inspiration.

Key Decisions:
Combine outing activities with a short training programme (Edu-tainment).
Agenda Item 4: Transport and Entertainment
Notes:
Four 49-seater luxury buses (Silva's/NCG). Entertainment: DJ, Band, Bonfire. Need to check venue's BYOB policy.
Key Decisions:
Chandima to seek finalized quotes for luxury transport and entertainers.
Transport & Entertainment quotes
Chandima
Next Friday
Agenda Item 5: Learning, Development, and Engagement
Notes:
Activity-based training session. Motivational speaker (Senuri) and awards ceremony to be included.
Key Decisions:
Gowsika will contact resource persons and trainers for a motivational session.
Contact motivational speakers
Gowsika
Next Friday

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