Host a Meeting

So you are considering hosting a Chapter meeting? Or you've just volunteered to host one? From all of the NAPCO Board members, we really THANK YOU! We recognize this is both a thankless task and a bit of a hassle, but it is essential that we endeavor to hold the monthly meetings in a variety of locations throughout Northern California, in order to reach all of the membership. To do this takes people like you, who are willing to take the time to make sure we have a successful meeting, one that people will drive away from glad they took the time to attend.

What we have tried to do with this guide is to provide an easy to use guide on how to make arrangements for hosting a Chapter meeting. If you are hosting, please review this document right after the annual calendar is set, so you can plan ahead and avoid the last-minute rush of trying to put things together.

Project Timeline for the Meeting Host

The Location

• Select a location where we can have a meeting place for 45-60 people. Ask yourself: Have you had meetings in your area before? What was the turnout for those meetings? That should give you a good idea how big the room should be. Plan on reserving the facility from 0800 to 1500. The treasurer keeps a listing of the numbers attending prior meetings. Seek his counsel for the number you should anticipate.
• It is preferred that the meeting room be separate from the dining room, but is not a requirement. Work with the contact person providing lunch to make sure they can come in at 1145 and still start serving by 1200.
• Luncheon tables customarily are arranged to best fit the room. A head table is not normally provided. A lectern will serve as a point of focus for announcements, the presenter and conduction of the business meeting.

The Meal

• It is not required that the meeting be held in a restaurant, but it is essential that lunch be served in the same location as the meeting. If you can find a good location that is not a restaurant, then look into having the meal catered. Many caterers will do an excellent job for a reasonable price per person.
• Perhaps the most difficult task is predicting how many people will be there for lunch. Some restaurants will require a firm (guaranteed) number, and if fewer show up, the Chapter will have to pay for that number of meals. Some, however, will ask for a ballpark estimate when making the arrangements, and then a more definite count by 1000, or so, on the day of the meeting. Caterers, on the other hand, may need a more accurate count ahead of time, since they are bringing all the food with them.
• Cost of the meal, including coffee/tea in morning should be no more than $20.00 per person, including tax and tip. If you have to exceed this amount, clear it with the board before committing to the facility. If you are able to obtain lunch prices in the $12.00 to $15.00 range, great - the chapter can benefit from the excess. Room rental must be included in the luncheon price.

The Program

• The Program Committee will select the program topic and speaker. The speaker's presentation will be for about 60 minutes, including questions. The Program Committee will take care of the audio-visual requirements for the speaker.
• You may be asked to provide a projection screen.

Door Prizes

• You will need to provide 5-6 door prizes that will be raffled off during lunch. Wine/liquor is OK.
• Try to limit the total expenditure to $60. Submit your receipts to the Treasurer for reimbursement at the meeting.
• You can also ask our vendors to donate items that could be used for door prizes.

Meeting Day

• 0900: Be at the meeting location to make sure everything is in order.
• Find out from the board members who will be the guest greeter.
• The NAPCO Treasurer and Secretary normally handle registration. They may ask for assistance. The meeting registration is $20 for all members except retired; they are charged $10. The Treasurer will have a stack of receipts signed and dated to hand out. Personal checks are fine, made out to NAPCO.
• The registration includes one door prize ticket. We do not sell extra tickets. Give them the half marked TICKET, and put the other half in a container (usually a bag or hat).
• Have a designated person write the names on the name tags if possible to ensure legibility. Markers should be provided with the name tags. This person needs to identify guests and first time attendees. First time attendees should be provided with red name tags and be directed to the designated chapter greeter. The regular members get the blue name tags.
• 0930: Be prepared to make any announcements at the beginning of the chapter meeting - location of rest rooms, details of the meal, etc.
• 1200: As the program ends, make sure the kitchen/caterer is ready to start serving.
• 1400: (or so): Inspect the areas we have used. Are they in a condition that you would like to find if you were just arriving? If this is a nice place, we will want to be welcomed back!
  

Please take the time to look back at your work, and make suggestions to the Board of Directors on how this document or the meeting process can work better in the future. And remember, if you have any questions before, during, or after the meeting, please ask a board member!

Meeting Form

Please submit this form at least three months prior to event. It will be automatically E-Mailed to the NAPCO Board of Directors, The NAPCO Secretary and the NAPCO Web team.