The responsibility for organising individual tutorial meetings rests with the tutor. You should arrange appropriate times and venues for the meeting in advance and communicate these to your students. You should also keep a register of which students attend the meetings and proactively contact tutees who miss more than two meetings, strongly encouraging them to attend future meetings. Letting non-attendance go unchecked, sends students’ the message that Academic Tutorials are not significant.
You should set an agenda to help you focus on what you want to achieve, to make the purpose of the meeting clear to the student and to help your tutee to come prepared for the meeting. The agenda for the meeting should be made available to the student in advance so that they are able to prepare. You should strongly encourage your tutee to complete a meeting record form and to bring this along to the meeting.