2020 RunningASalon

Running A Meeting

This page documents how to run a regular Elderberries social / info meeting.

You can copy this into the planning document for a specific meeting and fill it out:

To Bring

• Event Producer (the overall boss): ____________
• Coffee: ____________
• Cutlery, plates, bowls, napkins: ____________
• Tablecloths: ____________
• Donation Box: ____________

During

• Room Setup: ____________
• Greeter for new members: ____________
• Emcee: ____________
• Shusher for Overtalkative Members: ____________
• Photographer: ____________

Attendee Count

• Attendance: 16

Historical: Meetings At Northwood

This is how Dan does it, you can do it any way you please.

Opening Up

1. Double check the start time. Plan to be there at least 15 minutes before.
2. When you get to Northwood
   1. The little room where our stuff is stored is called "The Servery." Ask the security guard to send someone up to "Unlock The Penthouse Servery". Sometimes they forget right after you ask. If they're busy you can offer to unlock it and run the key back down to them, right away. They will always remind you that the Servery door locks when you close it.
   2. If you don't have milk / cream, you can buy it at the pharmacy in the lobby.

As soon as the Servery is unlocked:

1. Fill the kettle & plug it in.
2. Plug in the coffee pot if you're going to make coffee.
3. Do not try to use the Tim Hortons coffee maker to actually make coffee - it needs to be plugged in and filled with water an hour before.

Table Setting

1. All of our stuff is in re-usable grocery bags in the furthest cupboard in the Servery. Get them all out.
2. Put out the tea and coffee stuff near the coffeepot.
3. put out the plates, bowls, cutlery & napkins etc in the middle

When people start to arrive

1. Don't forget to enthusiastically greet new people
2. Put savouries between the coffee pot and cutlery
3. Put sweets near the far end of the table

Running The Meeting

1. Check if the guest speaker has any special needs. Ask them if they want questions during or after. Get their bio so you can introduce them, or delegate. Hint: LYNN is really good at introductions. Another hint : Whoever invited the speaker should get the bio ahead of time and share it with whoever is going to do the introduction.
2. Pick a time to start. Hint : "Doors open at 2:00, presentation begins at 2:30" can be inserted in the Newsletter of the month ahead of time.
3. Get people's attention, introduce yourself, and announce the order of the meeting
   1. Get some food and drink
   2. Announce the donations and put out a container for them
   3. Put out the guest sign-in book
   4. Introduce the speaker
   5. Speaker
   6. Thank the Speaker
   7. More refreshments
   8. Social time
4. During the speaker's presentation, someone has to control the extremely talkative members. Use a firm hand.

Closing up

1. Distribute leftovers
2. Wash any cutlery we're keeping
3. Sort the garbage
4. Empty hot water
5. Look around the room for stuff people left behind
6. Put our stuff back in the cupboard
7. Close the Servery door
8. Congratulations, you did it.

This page is in the HowtoCategory