It must include the agenda and the date for the conference to make it pertinent for the receiver. We have scheduled a meeting of the Subcommittee on Special Education to discuss your child's educational needs. Your participation in this meeting is very important and you are encouraged to attend. As a member of the Committee, you have a right to participate in discussions and decisions about the identification, evaluation and educational placement of your child. The meeting has been scheduled for the following date, time and location. GUIDELINESThis letter calls the readers to a special or an emergency meeting. It does not discuss anything; rather it states all the important details. Only some organizations’ require that they record the detailed discussions as well (i.e. who said what and what were the reactions… until the decision was reached). The shareholders or stockholders hold an annual meeting if they desire. Many smaller corporations do not hold an annual meeting.