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Meetings Checklist

MEETING CHECKLIST

 

BEFORE THE MEETING

 

Ask yourself if this meeting is really necessary. Can you send a memo or phone the people instead?

 

Prepare the agenda. Get issues and concerns from the meeting team (officers, staff, and presenters).

Create list of presenters/speakers.

Set the day and time.

 

Choose the meeting location.

  • Check for audio-visual equipment.
  • Check room set-up.
  • Check restroom location.

 

Check parking (free or paid?). If no on-site parking, where is the closest parking lot?

 

Get ready to finalize the meeting site.

 

Invite the necessary speakers/presenters. Consult them on the day, time, and location.

 

Prepare any refreshments, lunch, and/or dinner.

 

Prepare and submit the budget.

 

Send meeting notices to members.

  • Create list of attendees. Reminder: Attendees can bring delegates.
  • Generate the mailing list, especially for general membership.
  • Attach agenda of the meeting.
  • Email notices.
  • Mail notices.
  • Attach directions to the meetings.
  • Send one meeting notice to arrive about 5 days before the meeting.
  • Send one meeting notice to arrive about 2 days before the meeting.
  • Confirm attendance to the meeting, if possible. You can use http://www.evite.com to monitor attendance.

 

Chair will be there to preside over meeting?

 

Assign recorder.

 

DURING THE MEETING

 

Set by the entrance:

  •  A sign-in sheet.
  •  Copies of the agenda. If not available, have a poster board copy at the front of the class.
  •  Handouts.

 

Have name tags or table tents for all participants/members. That way, the recorder will not have a difficult time taking minutes on who said what.

                       

Have a poster board of acronyms that the organization usually uses.

 

Greet members and make them feel welcome, even lat members when appropriate.

 

Have light refreshments; they are good icebreakers and make your members feel special.

 

Make sure the room is comfortable.

 

Have a large accurate clock in the room.

 

During the meeting:

  •  Start and stop your session using a timekeeper.
  •  Recorder takes minutes of the meeting.
  •  Have copies of previous meetings available during the meeting, in case there are questions on previous meetings.
  •  Distribute meeting evaluations (may be once a month) 5 minutes before the meeting ends or during “Any Other Business.”

 

Adjourn the meeting ON TIME! If you cannot, ask for a motion to extend the meeting. Before you adjourn, schedule the next regular meeting.

 

AFTER THE MEETING

 

After the meeting, the recorder should prepare minutes and distribute them within 3-4 days to reinforce importance of the meeting and reduce errors of memory.

           

Compile the evaluation results; modify meeting based on evaluation results.

 

Discuss any problems during the meeting with other officers and come up with improvements.

 

Follow-up on delegation decisions, and see that all members understand and carry-out their responsibilities.

  •  Put unfinished business on the next meeting’s agenda.
  •  Prepare for the next meeting.

 

 

 

 

 

 

Excerpts from presentation by Marie Bautista-Foley, Ph.D. at Community Anti-Drug Coalitions of America

National Coalition institute New Orleans Greenhouse Training