Posted: September 6th, 2023

The Annual General Meeting is prepared and now write a recommendation report for a company Morris and Associates company based on the information below.

1. Meeting room selection at Canadian Museum of History in Gatineau – Meeting room – Douglas Cardinal Salon ( $900)
2. Room set up – Round Tables ( 80 guests)
3. Food and beverages service (a meal will not be served, only light refreshments)
Coffee station and cold beverages (6$ per guest)
Fresh seasonal fruit plater ($4 per guest)
Assorted Chips and Pretzels ($4 per guest)
Fresh vegetable crudites platter with dip ($4 per guest)
4. AV equipment : Projector ( $600)
Extra wireless microphone ($10)
Delivery ($75)
Pickup ($75)
Labour and tech ($120/hr)
5. Any other meeting needs/ requirements
Pen and paper notes will be provided

______________________
[Your Company’s Logo]

Date: [Date]

To: [Recipient’s Name]
From: [Your Name]
Subject: Recommendation for Morris and Associates Annual General Meeting

Dear [Recipient’s Name],

I am pleased to present to you our recommendation report for the upcoming Annual General Meeting (AGM) of Morris and Associates. Based on the information provided, we have carefully assessed the requirements and propose the following arrangements for the meeting:

Meeting Room Selection:
We recommend reserving the Douglas Cardinal Salon at the Canadian Museum of History in Gatineau for the AGM. The Douglas Cardinal Salon offers an ideal space for accommodating our expected attendance of 80 guests. The rental cost for this meeting room is $900.

Room Set Up:
To facilitate effective communication and interaction among the attendees, we suggest arranging the room with round tables. This seating arrangement encourages collaboration and ensures that all participants have a clear line of sight. Round tables will create a conducive environment for networking and discussion throughout the meeting.

Food and Beverage Service:
Considering that a full meal will not be served during the AGM, we recommend offering light refreshments to keep attendees refreshed and energized. The following options are available:

Coffee station and cold beverages: $6 per guest
Fresh seasonal fruit platter: $4 per guest
Assorted chips and pretzels: $4 per guest
Fresh vegetable crudites platter with dip: $4 per guest
AV Equipment:
To facilitate effective presentations and ensure that all participants can clearly hear and see the proceedings, we propose the following AV equipment:

Projector: $600
Extra wireless microphone: $10
Delivery: $75
Pickup: $75
Labour and tech support: $120 per hour (as needed)
Other Meeting Needs/Requirements:
We understand the importance of providing essential tools for note-taking and encourage active engagement during the AGM. As such, we will ensure that pen and paper notes are readily available for all attendees.

Overall Cost Estimate:
Based on the recommendations above, the estimated total cost for organizing the AGM is as follows:

Meeting Room Rental: $900
Food and Beverage Service: [Number of Guests] x ($6 + $4 + $4 + $4)
AV Equipment: $600 + $10 + $75 + $75 + (Hours of Labour x $120)

Please note that the final cost for food and beverage service will depend on the exact number of guests confirmed for the event. Additionally, the duration of AV equipment usage will determine the labor and tech support charges.

We believe that the proposed arrangements will contribute to a successful and productive Annual General Meeting for Morris and Associates. Please review the recommendations and feel free to contact us should you have any further questions or require adjustments to the plan.

Thank you for your attention, and we look forward to executing a seamless AGM that exceeds your expectations.

Best regards,

[Your Name]
[Your Position]
Morris and Associates

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