BTCV Handbooks Online

Book:	Local Action
Chapter:	Getting Started
Section:	How to run a successful public launch meeting
Metadata:	Details	Buy this book

There are no hard and fast rules about running meetings and much depends on local circumstances, but these guidelines should help:

Know why you are holding it

What's the prime purpose of the meeting - setting up a group, recruiting volunteers, raising money? Agree what you want out of the meeting and always have this in mind so that the meeting does not lose direction.

Invite a guest speaker

People come to meetings to find out what's going on. You might need people to help you to answer the questions we asked at the beginning. The landowner or their representative will be able to answer questions about what you can do on the site. A representative for BTCV or another environmental organisation will be able to tell people what support and training they can provide to help get the group started.

Choose a date

Make sure your speakers can come and that the date does not clash with any other local or national events which will prevent people from attending, like world cup football matches or the Parish Council meeting. Ensure that your helpers can attend, that the chosen venue is available and that you can afford the hire cost.

Choose a good local venue

Find a comfortable venue that is easily accessible, with a good public transport service, safe car and cycle parking and access for people with disabilities. Think about how many people you hope to attract. You should ensure that it seats at least 20 or 30 people. Established groups may be able to advise on the best venues for such meetings. The Local Authority may have halls available for local groups, and they often have a list of other halls or rooms available for hire. It is always best to visit a hall before you confirm your booking. Look for a venue with a kitchen or some space from which to serve refreshments. Check that the hall can be blacked out if slides or a video are to be shown and that power sockets are available. Also find out whether the electricity is on a coin meter and come armed with sufficient coins if need be.

Work out what it's going to cost

Meeting room, posters, postage, tea and coffee it all adds up. Take a collection on the night, but avoid charging an entry fee. Charging admission will often put people off attending. Look for small grants that you can use towards costs; your local council, the Parish Council, or your local Volunteer Action may have funds available to help people get groups started. BTCV offers start-up grants that could help cover costs, so ask about this source of funding well in advance.

Four weeks beforehand

Decide on the timings for the meeting. Discuss the start time. Any earlier than 7 pm and people have trouble getting in after work or putting small children to bed, and also think about public transport if this means the meeting must finish at a particular time. The time or day of the week of the meeting may be altered to suit the intended audience, eg Saturday afternoon for families. After the meeting, it may be worth as many of the core group as possible staying behind for an informal chat with new volunteers. If you can't use the hall for this, think about where else you might go, bearing in mind not everyone is comfortable going to the pub.
Confirm your speaker in writing.
Confirm your hall booking. Book it for at least an hour before the start to allow for setting up and at least half an hour after you expect to finish. Make sure you book the kitchen and ensure you can make the hall dark if there is going to be a slide show.
Produce a publicity leaflet. (See Publicity for further advice on leaflets and posters.) This should include some specific ideas that will focus people's minds. It is easier to sell an event or an activity than an idea. It should also have a map of the site on it, showing how to find it. People new to the area may not know where it is, or it may have a number of names.
Write a standard letter, inviting people to attend, mentioning the speakers and your intention to form a group, and then send it to any individuals and organisations that may be interested. Include copies of the publicity leaflet in this mail-out.

Two weeks beforehand

Make a list of the points that must be covered at the meeting - model it on the one below - and work out who is going to do what. Accept that there is too much to do alone and sit down with your helpers to talk through a suggested format.
Get your leaflets displayed as widely as possible, for example in shops, on community notice boards; encapsulate leaflets and put them up on your site and at the place where the meeting will be. Think creatively about where your target audience might be found.
Send out a short press release to local papers and radio. (See Publicity for further details.)
Prepare a simple sheet for people to fill in their names, addresses and telephone numbers for future contact.

During the week beforehand

Check your speaker is coming. Make arrangements about where to meet him or her if need be. Clarify any payment or expenses that may be required and send a map and any background details about the event.
Check there are no problems with the venue.
Plan the refreshments and buy what is needed.
Ring your main contacts in other groups and remind them about the meeting.
Agree who is going to chair the meeting - someone should introduce the speaker, pass on information about refreshments and toilets and thank everyone. Someone must talk about what the local group is to do - this may well be the co-ordinator's role. Plan this well in advance.
You should also work out what will happen after this meeting, a visit to the site, a clean-up, individuals to make more contacts for the group? Plan this well in advance.

On the night

By doing the following you should have time to solve any problems that arise.

Arrive at the hall an hour beforehand to:

Check lights, heating, windows and curtains for black-out if there is going to be a slide show.Make sure the seats are set out satisfactorily.
Set up a table for the speakers and the chair person.
Check any electrical apparatus to be used is working, including slide projectors and microphones.
Check that the kitchen and hot water system, such as kettles or tea urns, are in working condition.
Have someone on hand to welcome people as they arrive.

Make sure the speaker is met and provided with refreshments, if he or she so desires. If you are the co-ordinator and the speaker is from BTCV, this may be a good opportunity to talk through some initial details.

By the time people arrive

Have leaflets and other material set out or placed on seats for people to take and look at.
Put a jug of water and a sufficient number of glasses on the speakers' table.
Have a box ready to collect donations as people leave and make sure someone is in charge of any money raised.
Have someone ready to turn the lights on and off if there are slides.
Have a sheet ready to pass around asking people for their names and addresses.
Know where your notes are if you are speaking.

A suggested format for any meeting

7.30 Chairperson introduces meeting and speakers
7.40 Speakers
7.50 Questions
8.05 Local speaker - what the group is going to do and ideally outline first project and the next meeting.
8.20 Questions
8.35 Chair person to round off meeting and ask people to sign up for the project. Remind audience about refreshments and thank speaker.
8.40 Refreshments (tea/coffee and biscuits are adequate). Collection as people leave.
9.00 Clear up hall and use this time to talk with your core group and keen new members.