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how to run a meeting

Page history last edited by PBworks 12 years, 8 months ago

Some Basic Tips:


  1. Format - we recommend for groups sized under 50 people that the 'speaker' give a high level presentation for the first 10-15 minutes, then allow the group to discuss and ask questions for the remainder of the evening. If hosting a meeting featuring a panel, consider limiting the panel to 3 speakers, plus a moderator. Provide each speaker 5 minutes to introduce themselves/intro statements, followed by moderated questions and then questions from the audience. If the gathering is bigger than 50-60 people, we recommend you break into smaller groups (5-6 people). Cover the same topic and switch groups every 10 minutes (switch 3 times max) to get different perspectives. Regroup and review the notes from each group. This latter scenario is similar to the World Cafe flow, something we feel works wonders in larger groups.
  2. Venue - we are working on securing locations in every city. If you have suggestions, please add them to the Venues section on the respective city. If the city is not yet available, please add them here and we will make a master list. Venues should allow for easy conversation and can range from chamber of commerce offices to corporate conference rooms to restaurants/cafes to art studios depending on your size and technical needs.
  3. Sponsors - we are also working on local businesses and/or individuals in every city who are willing to support the SMC gatherings. They are noted in the Sponsors section on each city and will build out a National Sponsor program shortly. If you are interested in sponsoring a local or national event, please contact email kristiewells at gmail dot com
  4. Podcasting and note taking. We encourage each 'chapter' to take notes and/audio at each meeting and then post to the SMC website so that the entire community can benefit. Please be sure your speakers are aware that these events will be broadcast for open consumption.
  5. Announcements - we use the following resources to announce gatherings and other events: Upcoming, Craigslist, twitter and Facebook. We also set up an Eventbrite page for each gathering to keep track of participants. We ask that all events are listed under the main Social Media Club section to keep track of them, so for now, please email kristiewells at gmail dot com with your details and I can add manually for you. We are working with Eventbrite to allow individual organizers to add events directly to the SMC section, and hope to have this for you shortly.   Meeting notices should be pushed out 4 weeks before an event, with weekly reminders.  Send a final reminder the day of the event.  Event announcements should include date, location, topic name, speakers (if available), directions and price.
  6. Promoting SMC. We encourage each 'chapter' to promote SMC organization membership.  Please be sure to include membership information as well as hot topics for discussion on www.socialmediaclub.org in your event introductions 





  • Host Company/Location related items:
    • Security List
    • When does the list need to be downloaded and delivered?
    • Who at the host company needs it?
    • What is the procedure for walk-ins?
    • Where should attendees park?
    • What fees are associated with host location?
  • Technical Considerations:
    • Who at the host company is the contact for AV?
    • Does the facility have a projector to loan?
    • What does presenter need for AV- mic, projector, connectivity, screen
    • Can they provide a mic?
    • Do they have Internet?
      • Is it restricted (ports blocked or sites blocked?)
  • Attendee Issues
    • Purchasing and producing nametags (pre-printed or bring pens for attendees to make their own)
    • Assign at least two members to handle registration (if desired)
    • Who takes the sign-in list?
    • Who inputs the attendees?
  • Is there a fee to attend this event?
    • Determine fee (free for SMC national members, $10 for non-members)
    • Who is in charge of the money?
    • Did you get change to give to people w/o exact change?
    • Provide receipts upon request
  • Speaker Issues
    • Who has contact info for the speakers and is confirming with them?
    • tent Signs for the speakers necessary?
    • Water bottles for speakers
    • Speaker Issues
  •  Invitations - who is writing it, first invite should go out 4 weeks in advance, with weekly


Other things to consider:

Everyone's time is valuable. To have a successful chapter, people have to find the meetings worthwhile. Most people attend meetings to 1) network and 2) learn something. If you are going to be a successful leader, you can't leave that to chance. YOU have to help them achieve their objectives.


Recommendations for your events:


  • Round the room intros
  • Demos or presentations by attendees/members
  • Adjournment after the meeting to a less formal setting (we go out to drink at a Mexican Place)
  • Asking for input on programs
  • Letting the customers tell you what they want to hear
  • Allowing remote presentations (we had Chris Pirillo stream in)
  • Present information about other events SMC members might like to attend
  • Collaboration with other professional/community groups
  • Scheduling the meetings at the same time/place/location for a year at a time so people can easily remember where and when they are and just "show up."
  • Asking members to bring a friend
  • Becoming a focal point for social media activity in the community
  • Making sure the content is educational
  • Giving different people responsibility for the meetings every few months.


Not rocket science :-) Please add to the list.


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