Planning and Coordinating Your District Meeting:

A Formula for Success

Start Plan and Prepare Coordinate Execute and Evaluate Formula For Success

What is Your Plan of Action? Organize each check list item provided into one of the four time-line columns listed below: 5 Months Prior 4 Months Prior 3 Months Prior 2 Months/6 Weeks Prior

What is Your Plan of Action? Divide your group into teams of no more than 10 participants Each team will have a poster board with the following headings: 5 months prior 4 months prior 3 months prior 2 months prior Each team will also have a set of 3 X 5 note cards with a task printed on each card pertaining to planning and preparing the District Meeting Each team will have 10 minutes to place the note cards on the poster board under the appropriate heading Each team will compare the order of tasks on their poster board with the order of the tasks on the two slides about planning and preparing the District Meeting

What is Your Plan of Action? Example of note card task content: “Select Meeting Date”

What is Your Plan of Action? Begin working on your task list time now

Preparation and Planning Worksheet Abbreviation Guide for Preparation and Planning Worksheets: G = Governor GE = Governor-Elect DD = District Director HCP = Host Club President HC = Host Club

Preparation and Planning Worksheet 5 months prior (May) Confirm Host Club, Prior to Conference (DD) Select Meeting Date (G, GE, DD, HCP) Search for & Select Hotel Set date to sign contract(HC) Select Meeting Room (HC) Check Arrangements for Meeting Room and President’s Roundtable Room (if necessary) (HC) 4 months prior (June) Confirm Room Reservation Info/Rates Confirm Meeting Rooms Rates (HC) Confirm AV Equipment Rates (HC) Select Location for Friday Dinner (HC) Select Meal Menus (HC) Select Beverages and Snacks (HC) Sign Hotel Contract (HCP)

Preparation and Planning Worksheet 3 months prior (July) Select Meeting Theme (G, all DD’s) Begin Work on Call (DD) Meeting Theme Artwork (all DD’s) Room Reservation/Rates and phone (DD) Tentative Agenda (G, DD) Assign Presentation Topics (G, DD) Prepare Inserts for Mini Market and Governor’s Service Award Information and Form (G, DD) Receive Host Club Treasurer’s Address (DD) Determine Meeting Cost/Friendship Dinner Cost (HC) 2 months prior – 6 Weeks Prior (Aug/Sept) Finalize and Mail Call to Meeting (DD) Assign Meeting Roles (DD): Meeting Secretary (HC) Welcome Pledge Invocation Registration Name Tags Decorations Goodie Bags 1 st Timer Gifts Manage Club and RLM Raffle Laurel Society T-Shirts Sales etc. Timers & Tellers

District Meeting Coordination Worksheet 5 months prior (May) Confirm Host Club:  District I & II  District III Select Meeting Date and consider the following:  major events such as football games, other sporting events or concerts, etc.  seasonal increase of hotel rates Select Hotel and consider the following:  Room Cost, meeting room size and cost for use  Availability/cost of room for President’s Round Table  Cost for use of audio/visual equipment if needed  Meal costs: Does hotel serve complimentary breakfast?  Will the hotel require you to use their menu?  Hotel location and access from major highway

District Meeting Coordination Worksheet 4 months prior (June) Select Friday night Friendship Dinner location and consider the following:  Proximity to hotel, dining room size, meal costs and special dietary concerns.  Ease of service such as pre-selected meals, ease of payment, and noise level.  Entertainment options

District Meeting Coordination Worksheet 3 months prior (July) Determine Meeting Cost: Consider the following:  Meeting Room Cost/Audio Visual Cost  Extra Meeting Room Cost (if necessary)  Select Lunch Menu, Snacks, Beverages, Service Ware, etc.  Goodie Bags  Decorations  First Timers Gifts, Table Favors, etc.  Printing Costs: Agenda, Handouts, etc.  Friendship Dinner Cost

Ideas for Goodie Bags  Beverage, i.e. water, juice  Snacks  Soroptimist Information  Inspirational quotes  Souvenirs from the location

First Timers Gifts Ideas (Optional)  MemberSHIP Campaign Merchandise  Pins and Name Badges  Office Accessories  Other Jewelry  Printed Materials  Flowers

District Meeting Coordination Worksheet 3 months prior (July) Determine Presentation Topics: Consider the Following:  Look for current topics in each of the key areas  Ask experts in the various fields for ideas  Include workshops that encourage everyone to participate  Use a variety of Speakers/Facilitators

District Meeting Coordination Worksheet 2 months – 6 Weeks Prior Assign Meeting Responsibilities:  Consider giving new members and those who might not typically participate the opportunity to fill these positions.

District Meeting Execution Worksheet 5 months prior (May) Appoint Host Club Committee (HCP) Host Club Committee gathers information and assists HCP as needed in areas such as meeting date, hotel, and meeting room locations etc. 4 months prior (June) Host Club Committee continues to work with HCP on assigned areas such as the Friday Evening Friendship Dinner

District Meeting Execution Worksheet 3 months prior (July) Host Club Committee assist HCP to collect cost data to set District Meeting registration fee 2 months – 6 Weeks Prior (Aug/Sept) Friday afternoon hotel greeters/Friday afternoon registration Drivers to Friday Friendship Dinner Set-up Committee Clean-up Committee A/V liaison Lunch/Beverage/Snack Chair Registration/Name Tags Decorations Goodie Bags Raffle Chair Laurel Society Quilt sales Chair Ruby Lee Minar Raffle Chair Other Sales Chair: T-shirts etc. Determine the number of volunteers needed for District Meeting by considering the following:

District Meeting Evaluation Worksheet On-Going Evaluation Provide constant evaluation to make sure Preparation, Planning, Coordination and Execution are going well. Provide a method to plan improvements for future District Meetings in the areas of Preparation, Planning, Coordination and Execution.

District Meeting Evaluation Worksheet Post District Meeting Evaluation Provide insight into what areas Soroptimist members feel went well and what areas need improvement. Provide ideas for future District Meetings. Provide feedback as to whether the purpose of the District Meeting was achieved. Pay close attention to member suggestions and put as many into practice as possible.

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