HOW TO CONDUCT A MEETING
  1. Conduct meetings that are both informative and fun.

  2. Hold your meeting at a time and a place that is most attractive to your members.

  3. Schedule interesting guest speakers such as legislators, the media, etc.

  4. Use chapter websites and chapter newsletters to notify members of meeting times and the topics to be covered.

  5. A week before the meeting send out meeting notices to members on bright-colored postcards.

  6. Post meeting notices at motorcycle shops, dealerships, bars, Star Supporters.

  7. Advertise your meeting (with a contact phone number and email address) in the local newspaper.

  8. Schedule a group ride immediately following the meeting.

  9. Have food available at your meeting for a fair price (chili, hot dogs, etc.)
WHAT WORKS WHAT DOESN'T WORK

Preparation:

  • Set a personal goal for the meeting
  • Collect and prepare materials and handouts
  • Develop and WRITE DOWN an agenda (Try to stay with a logical progression, such as past, present, future)
  • Be informed

Conducting Meetings:

  • Start and end on time
  • Never allow a meeting to last over 1 1/2 hours
  • Start your meeting by reading minutes or summarizing the last meeting
  • Outline what you want to cover
  • Recognize visitors
  • Use Robert's Rules of Order
  • Entertain only one main motion at a time and state all motions properly
  • Ask for ideas, then offer yours
  • When a controversial subject comes up, take time to assure everyone that they will have their turn to speak, one at a time.
  • Let everyone express their opinions twice. If there are no changes, and you see no middle ground or compromise, then move on.
  • If you cannot answer a question, write it down and follow up on it after the meeting
  • Follow your agenda
  • Maintain order

Professionalism
Knowledge of the subject matter
Projecting your voice
Involving your audience
Making eye contact
Assuming a non-defensive posture
Q & A
Committees

  • Starting late.
  • Appearing unprepared, disorganized, uninformed.
  • Handling questions improperly.
  • Apologizing for yourself or the organization.
  • Not admitting mistakes.
  • Not involving participants and new members.
  • Not establishing personal rapport.
  • Not maintaining a positive image.
  • Not covering the promised objectives.
  • Not scheduling and honoring breaks.
  • Handling difficult people improperly.
  • Using inappropriate humor/language.
  • Coming on as an expert, a know-it-all.
  • Using poor grammar, pronunciation, and enunciation.
  • Ending late.