Tips for Hosting a Meeting
The
following are some guidelines for OSSD Hosts to follow when hosting a meeting.
Each
month will have a host assigned and that host will be responsible
for getting
to the President and the Web Master: -
A
"timely" abstract of the meeting topic. Even if it's not a full abstract, at least
some sort of heads up as to what the subject is and who the speaker will be. It
would be great to have this posted by the first Thursday of the month. This will
give our members two weeks of notice and allow for some "word of mouth"
advertising. -
Let's
really try to stick to the "Third Thursday" of each month. People's schedules
are important to them and if they know ours will be consistent, we will get more
attendance at meetings. -
Getting
the meeting site: -
If it is to be a tour or hosted at a speaker's venue then that can be announced
with the abstract. -
If
we need a find our own site, like the Wyndam Hotel, the host can work on coordinating
that and provide a map and directions on the web site. -
I think if we could
get a company to provide an ongoing monthly meeting space, we could offer them
a nice corporate sponsor web page and some acknowledgments on our meetings page
and each month's announcement that they host. -
The need for A/V equipment
can be handled a week before the meeting if it's not part of the venue planning.
- The Host will
be responsible for writing a review of the meeting. Either they can assign
someone to that task or do it themselves, but it should be done in "a timely"
manor (before the next meeting). At least a written thanks to the speaker for
their efforts, if not a truly well written review of the subject matter. This
goes a long way to showing appreciation to the speaker, providing service to the
members that couldn't attend and providing a historical accounting of our efforts
as a society.
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