Hosting A Meeting

Hosting a Meeting Checklist

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Pick a date, time, and location to host your meeting. Establish where your meeting will take place and whether there’s anything you’d need to do to reserve the space. We recommend having consistent meetings (i.e. weekly or biweekly) that are in the same location, every time.
Determine your objectives and create an agenda. Identify what topics you’d like to focus on for that meeting or things you’d like to accomplish. It may be helpful to plan how many minutes you’d like to spend discussing each topic.
Advertise your planned meeting. Announce a week in advance that your chapter is planning to meet. This can be done by putting up flyers, posting on social media, or sending emails to your fellow peers. Whatever method you decide to use, please make sure to communicate with your chapter’s advisor!
Delegate responsibilities. You can assign someone to take notes, help facilitate discussions, or set up any technology that may be needed. This will help your meeting run smoothly.

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Take attendance. Keep track of who is attending your meetings!
Recap previous meetings or events. If you have a new member, or a member who missed a meeting, this can help keep them updated and on track for the next meeting!
Have someone in your chapter take notes. Keep records of what is discussed during meetings and what will need to be done to prepare for club activities.

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Identify what you’ll need to do to prepare for your next meeting or event. Decide what tasks your chapter leaders will need to complete. This will look different after each meeting, and can include event planning, reaching out to collaborators, or brainstorming for your next meeting.
Check in with your chapter’s adult ally. If your advisor is not able to attend meetings, it is important to keep them updated!
Share the meeting agenda with your chapter. We suggest having a digital form of communication for your chapter, so you can share updates. This makes it easier to access new information if someone has to miss a meeting!