Penobscot Valley Branch of AAUW

Membership Meeting Planning Guide

RESPONSIBILITIES of the TRIAD

for coordinating a membership meeting

1   THEME: Plan the meeting based on the theme set by the Leadership Team

2   BUDGET: Work within the budget set by the Leadership Team

3   SITE:
a)  select and reserve a place to hold the meeting. consider likely turnout
b)  find out if there is a rental cost
c)  find out if you are responsible for locking up or turning off lights
d)  several days before the meeting, call to reconfirm the reservation

4    SPEAKER:
a)  select a speaker, if appropriate for the theme of the meeting
b)  decide who will introduce the speaker
c)  make sure the speaker has directions to the meeting site
d)  check on special needs (audio visual, podium)
e)  several days before the meeting, call the speaker to reconfirm
f)  have a "back-up" plan if the speaker cancels or doesn't show
g)  arrange token of appreciation for speaker, if appropriate
h)  send a thank you note to the speaker

5   HOSPITALITY:   
a)   get the member name tags at end of prior month's meeting
b)  distribute name tags and greet members and guests
c)  provide refreshments (consider napkins, cups, plates, towels, ice, etc)
d)  at end of meeting, collect name tags and pass on to next month's team

6   PUBLICITY:
a)  prepare an announcement for the Branching Out newsletter, include directions to the site and parking instructions, if appropriate.  Consider whether or not you want members to RSVP.
b)  coordinate submission deadline with newsletter editor
c)  prepare and submit announcement to other media/group as appropriate
d)  consider taking a photo at the event to submit to newsletter editor

7   EMCEE:  the meeting
a)  call the meeting to order
b)  include time at the meeting for items from the Master AGENDA
c)  include time for leadership team reports/announcements
d)  include time for other business from members
e)  at the end of the meeting, announce date, location, and theme of next month's meeting

8   CLEAN UP:
a)  wipe/move tables
b)  fold/rearrange chairs
c)  retrieve "left" items--handouts, posters, personal things people may have forgotten

9   SEND BILLS:
a)  send bills to the treasurer  
b)  tell the treasurer how much of the budget will NOT be used

10   RELAX! YOU'RE DONE.  CONGRATULATIONS!

Return to Leadership Team Governance Introduction