(r5) MeetingPrep < Org

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*Parent:* MeetingGuide

*Table of Contents*
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---++ Giving Notice

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

(It is worth noting that, based on [[http://www.mail-archive.com/gnhlug-org@mail.gnhlug.org/msg02520.html][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.) -- Main.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 Organizational.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

Topic revision: r5 - 2007-10-23 - TedRoche

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