- Select a theme for the meeting (check with the VPE to determine if a theme has already been planned). If there is a theme, the introduction should take no more than a couple of minutes. Let the Table Topics Master and General Evaluator know. Ideally, everyone should follow the same theme throughout the meeting (except for the speakers). NOTE: the theme selection is not mandatory.
- Contact program participants early (several days before the meeting). If substitutes are needed, this will provide time to find them. Also, some participants may have forgotten they are on the program. Early contact gives participants time to prepare:
a. Table Topics Master (Remind him to read the Checklist, ask for an Introduction, agree on how many Table Topics to prepare)
b. General Evaluator
c. Speakers (If anyone indicates they cannot fulfill their role, remind them that it would be helpful if they would find a replacement. Alert the VP Education of any vacancies and assist, if necessary, in recruiting substitutes)
d. Grammarian (ask if he plans a “Word of the Day”)
- Send out invitation email to all club members. Be upbeat, try to convince members that they need to be present or they will miss a fantastic meeting. Check on Easyspeak, meeting agenda page (select “next meeting”). Ideally all roles should be filled before the meeting day.
- Focus on key program participants: Speakers and Table Topics. These roles require more preparation. It is typically easy to recruit substitutes at the meeting for the other roles.
- Get whatever information you need from your Speakers so that you may properly introduce them. (See “Speaker Information Sheet.”)
Remember that it is your meeting! How smoothly and professionally the meeting goes will be a function of how much time and effort you have put into planning. A poorly planned meeting always looks it. A job well done does not happen by accident. Be encouraging and supportive to those who will be on your program. Get them enthusiastic about their roles and it will make for an enthusiastic meeting for all. Use your theme as a vehicle for introducing them. Above all, don’t forget to have fun!
We encourage you to be creative with your meeting schedule (although this should be priorly checked with the President or VP Education) as an example, most times our club serves drinks at the end, but this could be done as a halftime break (check with VP Ospitality in this specific case).