How to organise a member meeting

A member meeting needs more than an agenda and a room. Start by confirming the date, location and booking, then build the schedule around reports, presentations, voting and any tour for new members. Registration data affects catering, seating and name badges, so collect it before the final preparations. Use the last few days for printing, equipment checks and food preparation rather than still making basic decisions.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2
Draw up the schedule
2 people
3
Collect annual reports
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Plan a tour for new members
8
Check the room booking
9
Book catering
10
Reserve equipment
11
Prepare ballots
2 people
12
Complete the presentation
2 people
13
Print attendance list
14
Print meeting materials
2 people
15
Make name badges
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Open venue
2 people
20
Check the Venue
2 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up registration desk
2 people
24
Lay out meeting documents
2 people
25
Connect the presentation
2 people
26
Set out coffee and tea
2 people
27
Display snacks
2 people

Event

28
Staff the reception desk
2 people
29
Register members
2 people
30
Hand out name badges
31
Open the meeting
32
Review minutes and agenda
2 people
33
Present the annual report
2 people
34
Refill break drinks
2 people
35
Serve break snacks
2 people
36
Lead the voting round
3 people
37
Count votes
3 people
38
Record decisions
39
Set up the dinner buffet
3 people
40
Serve dinner buffet
3 people
41
Refill drinks
2 people
42
Moderate the Q&A
2 people
43
Facilitate informal networking
2 people

Aftercare

44
Collect tableware
3 people
45
Collect waste
2 people
46
Wash dishes
3 people
47
Clear tables and chairs
3 people
48
Switch off the equipment
2 people
49
Clean the room
3 people
50
Lock up the venue
2 people
51
Return materials
2 people
52
Distribute minutes and decisions

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 50
Registration desk
Buffet tableqty 2
Tableclothsqty 8

Tableware

Dinner platesqty 55
Dessert platesqty 55
Coffee cupsqty 55
Water glassesqty 55
Wine glassesqty 55
Cutlery setsqty 55
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving boardsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

Standing lampsqty 2

Decorations

Name badgesqty 55
Table decorationsqty 8

Office supplies

Pensqty 60
Notepadsqty 55
Ballot boxesqty 2
Voting boothsqty 2
Bindersqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date and room before sending invitations, then check the booking again in the final week. A room that is technically reserved may still lack the tables, chairs or presentation setup you need.
Close registrations early enough to use the numbers. Collect dietary requirements with the registration and give the caterer the final headcount before the meeting, rather than estimating from invitation responses.
Prepare voting materials and meeting documents separately from the presentation. Print the attendance list, ballots and handouts at least one working day ahead so a printer problem does not delay registration.
Test the complete presentation setup in the room before members arrive. Connect the laptop, projector, screen, HDMI cable, extension cords and power strips, then run through the slides from the actual seating position.
Keep the first 30 minutes focused on arrival and orientation. Set up the registration desk, name badges and attendance list together, and place a clear route to the meeting room and any tour starting point.

Frequently asked questions

How far in advance should I plan a member meeting?: Confirm the date and venue several weeks ahead, then send invitations once the schedule is stable. Close registrations early enough to confirm catering and print the attendance list at least one working day before the meeting.
What should I prepare for member meeting registration?: Prepare the registration desk, attendance list, name badges and pens before opening the venue. Keep the list in alphabetical order and allow at least 30 minutes before the scheduled start for arrivals.
When should I prepare voting papers for a member meeting?: Complete and print ballots at least one working day before the meeting. Keep extra copies with the meeting materials and check that the number of voting papers matches the registered members and any voting rules.
How do I organise catering for a member meeting?: Collect dietary requirements during registration and give the caterer the final number before the event. Chill drinks and prepare snacks before doors open, while placing plates, cups, glasses, cutlery and serving utensils on the buffet table.

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