answer: Jane is helping Mr. Robert arranging a board meeting in the conference room, saying she will check the room in advance, make him a special agenda and take the minutes accurately, as well as make a seating plan according to a list of names of board members Mr. Robert will write.
documents: #Person1#: Jane, we are going to have a board meeting next Friday. Will you please arrange it for me?
  #Person2#: Certainly, Mr. Robert. But can I have your plan?
  #Person1#: Sure. Actually it's a routine board meeting. The things to be discussed are all written here.
  #Person2#: Very good. May I keep it? I need it to draw up a notice of the meeting and the agenda.
  #Person1#: Go ahead. It's for your reference. While you are at it, make me a special agenda and don't forget to have enough room at the side for notes.
  #Person2#: You mean you need a more detailed agenda for yourself?
  #Person1#: Exactly. As I am supposed to the chair of the meeting, I don't want it to get out of control.
  #Person2#: I see. Ok, then where do you think we will have the meeting?
  #Person1#: The conference room on the second floor, is that ok?
  #Person2#: Yes, I will see that the room is ready by Friday. And I will check there are enough chairs, and the lighting and air-conditioning are all right.
  #Person1#: Good, and please get some water, glasses and ash tray ready as well.
  #Person2#: Sure, I will. What about the minutes? Do you think I am responsible for that too?
  #Person1#: Definitely. The minutes have to be taken accurately.
  #Person2#: But I am not familiar with the members of the board.
  #Person1#: Oh, that's easy. I will write you a list of their names. You can make a seating plan with the names and give each one a number.
  #Person2#: That's a good idea. All right, I'll withdraw and get down to it if you don't mind.