# Meeting Minutes

## Metadata
| | |
|---|---|
| Client | Larkfield MK |
| Reference | M211 |
| Meeting | Wednesday session — internal rehearsal |
| Date | Wednesday 12 August 2026, 14:00 |
| Duration | 24m 47s |
| Attendees | Priya Sethi, Tom Whitfield, Nadia Okonkwo, Callum Reid |
| Note | Internal preparation session. No client or external party present. |

## Objectives
Second run-through of the presentation, focused on recovering the four minutes lost in the middle section, and rehearsing the presenter handover that failed in the first run-through.

## Executive Summary
The overrun was traced to the sector history in Tom Whitfield's opening, which runs four minutes and adds little for an audience that has worked in the sector for fifteen years. It will be replaced with a single line. The handover between Tom Whitfield and Priya Sethi for the case study was rehearsed and completed in around six seconds against thirty seconds in the first run-through.

Two production issues emerged. The three charts on the data slide have lost their colours following application of the new brand template on Monday and now render grey, which is a legibility problem on the venue's screen. Nobody present has seen the venue in person. Registrations have risen to 61 from 40 following the association mailing on 4 August, which exceeds the 50 handouts printed.

Whether to record the session was raised and deliberately left undecided.

## Key Discussion Points
| Topic | Discussion | Outcome |
|---|---|---|
| Opening timing | The sector history section runs four minutes, confirmed by timing in the previous run-through. The audience has fifteen years in the sector and does not need it. | Replaced with a single line acknowledging the audience's experience before moving to the problem |
| Chart colours | The three charts render grey rather than blue and orange, caused by the new brand template applied on Monday overriding chart colours. Grey was also raised as hard to read on the venue projector. | Colours to be set manually, estimated twenty minutes |
| Chart sequence | Tom Whitfield signposted the middle chart first, which draws attention away from the setup. Nadia Okonkwo suggested deleting the two supporting charts; Tom Whitfield disagreed, considering them necessary setup. | Sequence changed to left, right, then middle. All three charts retained for now and to be reassessed after the next run |
| Venue | Nobody has visited. Photographs only. Open questions on screen quality, wifi, whether there is a lectern, and whether the venue clicker works. | Site visit agreed. Own clicker to be brought regardless |
| Attendance and handouts | 61 registered, up from 40, following the association mailing list send on 4 August. 50 handouts printed. | 30 additional handouts to be printed |
| Format changes | The go-round-the-room exercise was dropped after the first run-through on timing grounds but remained in Tom Whitfield's notes. | To be removed from his notes |
| Handover | Rehearsed. Screen share transfer took approximately six seconds against thirty in the first run-through, where both presenters held share simultaneously. | Satisfactory |
| Question handling | Nadia Okonkwo will monitor chat, select rather than read all questions, and summarise any long ones. She will hold two questions in reserve if none are asked. | Agreed |
| Recording | Raised as useful for non-attendees. Counter-arguments were possible venue charges and reduced audience participation. | Deliberately deferred — no decision taken |

## Actions
| Owner | Action | Due |
|---|---|---|
| Callum Reid | Reset the colours on the three charts manually after the brand template override | Before Fri 14 August |
| Callum Reid | Visit the venue and check the screen, wifi, lectern and the venue clicker | Thu 13 August |
| Nadia Okonkwo | Print 30 additional handouts, taking the total to 80 | Thu 13 August |
| Tom Whitfield | Cut the sector history to a single line and remove the go-round-the-room exercise from his notes | Before Fri 14 August |
| Nadia Okonkwo | Prepare two reserve questions in case none come from the audience | Before the session |
| All | Final run-through | Fri 14 August, 14:00 |

## Open Items
- Whether to record the session remains undecided.