Summarize:

You may send an email or distribute an office memo. Just make sure it is on paper. Include the date, time, location and purpose of the meeting. Request RSVPs to the meeting. Make it clear that those who accept the invitation are expected to attend. Have them detail the agenda item for you, so you may list it appropriately on the upcoming agenda. Request that they supply you with not only the agenda topic, but also a short description of what they intend to cover. Verify the amount of time they will need to present the agenda item. Make a 3-column table with headers for "Agenda Item," "Presenter" and "Time." List the agenda items according to order of receipt, urgency or relevance. Write up a short description of each agenda topic, as detailed by the contributing presenters. Include a header with the meeting details such as date, time, purpose/scope, location and duration.   Give them plenty of time before the meeting to review and deliberate over the agenda, so they may contribute to the discussion as they see fit. 2 days advance notice is a reasonable notification time.
Notify everyone who is to be involved in the meeting. Ask that attendees have meeting agenda item requests in to you by a specified date and time. Create an agenda summarizing all of the agenda item details you have gathered. Submit the proposed agenda to the agenda item presenters to verify that they are comfortable with the details of their placement and allotted time slot. Make any changes or rearrangements, if necessary. Distribute the approved agenda to all the attendees.