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6 weeks before meeting Call for Agenda Papers Request agenda papers from relevant stakeholders attach a draft agenda showing who is responsible for certain items Refer to the 2016 Meeting Plan.. Ensure audio-visual/ videoconferences/ teleconferences etc arrangements are in place 5.5 Request and or confirm arrangements for audiovisual presentations from presenter(s) (ie will you load them onto a laptop or will the presenters bring them etc) 5.6 Minutes from previous meeting to be printed ready for the Chair to sign 6..