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▼ How to Run a Meeting

A club or organization meeting is one of the most important and most frequent events each group will hold. Due to that it is critical that the meetings be useful and effective for all the members. Meetings help to set the tone, standards and expectations for the group but can sometimes be counterproductive.

Everyone dreads attending a meeting if it is going to be boring, unproductive, or will last too long. With a bit of preparation and advance planning, meetings can be extremely successful.

Meetings have many purposes. They give members a chance to discuss goals and keep updated on current events of the organization. They provide an opportunity for the group to pull resources together for decision making. In addition, meetings provide an opportunity for members to come together and get to know each other. Careful planning and thorough follow-up can help make the meetings successful and productive.

Advance Preparations

1. Prior to planning the meeting, be sure to book a space on campus and get confirmation.

2. Be sure that all persons involved have been informed of the day, time and place of the meeting. It is preferred if all members have two weeks notice to block out their time.

3. Check with everyone who is to give reports or speeches at the meeting to be sure that they are prepared and have everything they may need.

4. See that the meeting place is in order, that the necessary materials are handy, and that there are enough seats for everyone.

5. Hold an E-Board member meeting, prior to the full group meeting, to review topics and reports to put in an agenda. Check with all officers to see if they have anything to report or add.

6. Prepare an agenda with the input of the E-Board and be sure that the Secretary has a copy. Click here for an Example Agenda to help you create one.

7. Arrive early for the meeting. The example set by the E-Board will be followed by others.

Effective Meetings

1. If possible, have a regular time and place for the meetings each week. This will help members of the group keep a consistent schedule and routine. It also makes it easier for the group members to remember the meeting.

2. Greet members and make them feel welcome. If the budget allows, serve light refreshments: they make members feel welcome and comfortable.

3. Have copies of the agendas available for all members when they arrive. If possible, hand out the agendas in advance of the meeting. This will provide the members the opportunity to review and prepare for what is going to be discussed.

4. Start the meeting on time. It is not fair to those who arrived on time to wait for those who are late.

5. Stick to your agenda.

6. Have the Secretary take minutes. Minutes should be read at the following meeting for approval.

7. Follow Robert’s Rules of Order, or a modified version. (See “Parliamentary Procedures” section below.)

8. Be a role model by listening, showing interest, appreciation and confidence in members.

9. Establish committees or various subdivisions for on-going projects. Have each committee chair report their progress at future meetings.

10. Summarize agreements reached and end the meeting on a positive note.

11. End the meeting on time. Do not drag out the meeting. Inform people of when the meeting will end and stick to that time.

After the Meeting

1. Write up and distribute meeting minutes within a few days of the meeting. Send copies of minutes to those who did not attend the meeting so that they are kept informed.

2. Hold a meeting with the E-Board to discuss any problems or questions that may have come up during the meeting. Put together a plan for the next meeting.

3. Follow-up on delegated tasks. It is important to check that everyone is following through with their responsibilities.

4. Put any unfinished business on the next meeting’s agenda.

Parliamentary Procedures

Parliamentary Procedure is a set of rules for conducting a meeting. It allows everyone to be heard and make decisions without confusion. It means democratic rule, flexibility, protection of rights and a fair hearing for everyone. Given its nature, parliamentary procedure can be adapted to fit the needs of any club or organization.

For a detailed set of rules, consult Robert’s Rule of Order and Parliamentary Procedure at a Glance. Click here for the Basics of Parliamentary Procedure


▼ Recruitment & Retention Tips

Recruitment Tips

Goals- Set some recruitment goals. How many members can your club reasonable have? What common interests should your members have. Quality of membership is just as important as quantity.

Advertise- Get your flyers on the bulletin boards and campus center monitors.

Social Media- Use your clubs' Facebook page and also share the post to all the Facebook Class pages for optimum exposure.

Activities- Have something fun to do at your meetings or have snacks. People are most likely to come if you're doing something different and unique.

Co-Sponsor- Work with other clubs to get your name out there.

Tabling in the Campus Center- This helps students see that you're an active club and meeting someone from the club is often the little push that finally brings them to a meeting.

Annual Student Activities Fair- Participate in the annual President’s Ice Cream Social and Student Activities Fair. The SGA Office Manager will email all clubs at the start of each Fall Semester.

5 R’s of Retention

1. Give them Responsibility

○ Fill out paperwork

○ Make a flyer or banner

○ Assign them a task for an event

○ Sign up to bring a snack or game for every meeting

2. Have and enforce Requirements

In order to become an official member:

○ New members have to come to a certain number of meetings

○ Help with at least one event or participate in at least one performance

3. Give out Rewards

○ Reward requirements with FREE T-SHIRT

○ “You Rock” or “Shining Star” passed around every meeting

○ Highlight them on social media

○ Thank you cards after helping with an event

○ Give out candy for participating during meetings

4. Assign a Role Model/Mentor

○ Partner someone who is new with a longer-term member

○ Update each other if one misses a meeting

○ Can accomplish “Responsibilities” together

○ Act as a mentor and help when facing challenges

○ Prepare for future e-board member or loyal general member

5. Help build Relationships

○ Team building activities or outings

○ Volunteer together

○ Sign up for competitions together (i.e. fashion show, art show)


▼ Successful Officer Transition

Interested in being on the E-Board of one of your clubs? Well there are two important items to keep in mind while deciding.

1. Think about why you want the position. What can you bring? This will help you develop your ideas and goals for the position

2. Consider all the commitments you already have. Do you have the time to commit to the position? You can write out your commitments and the approximate time they will take in a week. This will help you determine if you have the time for the basics of the position in addition to all the extra work you’d want to do to accomplish your goals.

Click here for a complete list of E-Board Transition Tips including a checklist and how to get started! Also, here is a Transition Guide for your E-Board to complete and update each year!


▼ Editing Existing Constitution

If any SGA club would like to add or edit their constitution they may do so through the SGA approval process at any time.

If a club hasn’t updated their constitution after 3 years, the club will be required by SGA to review and edit/update it as needed.

Clubs will work with the SGA Parliamentarian (reference Student Representatives ) and Constitution Committee to make sure the wording and information in the constitution is clear and that it is still in agreement with and supports the SGA Constitution.

Once the constitution is reviewed by the club, it is submitted to the SGA Constitution Committee. If they have any changes or requests to the constitution, it will be sent back to the club E-Board to approve these changes. Once the club and the SGA Constitution Committee approve, it will then be sent to the SGA E-Board for proofing. Finally, it will be sent to the SGA Senate where they will have one (1) week to review the club constitution and vote on its approval.

PLEASE NOTE: This process will take a few weeks to complete.


▼ Miscellaneous Resources