Table of Contents

Giving Notice

Advance notice is critical for a successful meeting. Notify early, and notify often.

(It is worth noting that, based on this discussion, I do not think there is any consensus for the time table laid out below. (Note that I'm not saying the time table is not a good one, just that there is no consensus for it.) -- BenScott - 05 Oct 2007)

• Four weeks prior to a meeting:
  • Confirm the speaker can make it, perhaps using a ConfirmationFormLetter requesting two sentences describing the topic, a short bio of the speaker, directions to the meeting, offers of help, and your contact information.
  • Prepare the press release and announcement.
  • Attempt to line up speakers for Meeting Plus One and Meeting Plus Two
• Three weeks prior to a meeting:
  • Nag the speaker again for the materials above.
  • Ship the press release to MediaOutlets
• Two weeks prior to the meeting:
  • Frantically try to get in touch with the speaker to confirm.
  • Consider lining up an alternative speaker and topic.
  • Calmly announce to the AnnounceList
• One week prior to the meeting:
  • Pull out all the stops, find something to present
  • Gracefully announce the one week reminder to the AnnounceList
  • Confirm the space is available (each group has different sign-up requirements)
  • Confirm someone can provide a projector.
• 48 - 24 hours prior to the meeting:
  • One last reminder to the AnnounceList

Things To Bring

• extension cords and power strips
• extra cables
• cell phone/pager
• signs and banners
• information about the speaker
• information about other meetings you want to announce (GNHLUG Quarterly, for example)
• MeetingDoorPrizes
• Awards