Organising a Meeting

If possible, prepare in advance an agreed schedule of meetings for the year; otherwise, it may be necessary to consult all the members about their availability before fixing a date for each meeting. In any case, you should always consult the chairperson before fixing the date of a meeting.

Give plenty of notice of the proposed date and time of the meeting. An annual general meeting (AGM) or large committee or council needs at least a month's notice. In the case of a smaller committee, consult the members by email, letter or telephone, enquiring when they are available, prior to fixing the date.

Make arrangements for the meeting venue, including admission to the building, seating arrangements, and use of services (eg catering and photocopying). Send adequate notice of the meeting to all concerned, including the venue, day, date and time, together with the agenda. The agenda may be prepared with the consultation of the chairperson and, if possible, should indicate clearly what decisions need to be made, so those concerned can arrive prepared. The minutes of the previous meeting should also be enclosed if they have not already been circulated, as well as any other correspondence or documents that members need to read before the discussion on the topic.

Members need the papers well in advance about ten days before the date of the meeting is ideal (this is enough time to read them, but not long enough for them to be mislaid!).

Source: runningsports - Quick Guides - The Role of the Secretary