Helpful Hints for Planning a Successful Meeting

Advance preparation is the key to a successful meeting, Never assume anything – it only takes a minute to confirm that everything is on track, and this is preferable to a last minute disaster (I thought you were bringing the key!). Before the meeting it is important to:

• Draft a meeting agenda -- allocate times for each activity – know who is running each activity – make sure each person knows where he fits in the agenda and how much time he has.
• Ensure that the meeting room will be available (no conflicting church activity is scheduled)
• Arrange for opening the church at 7 p.m.
• Make arrangements and confirm with everyone on the program, including
• Who is to do flag ceremony/opening
• Any announcements
• Scoutcraft demo, if applicable – who, what, when, where, how
• Who is presenting the main program

- Does he/she have any special needs? (e.g. blackboard, pencils, paper, visual aids, etc); make arrangements if necessary

- If a guest, make sure he/she has directions to the church

• If the program involves a merit badge related activity, are blue cards available?
• Try to leave at least a small segment of time at each meeting for patrols to meet. If the patrol concept is to be successful, patrols need to meet as a group.
• Appoint a "greeter" to ensure that any guest, visitor, or new Scout is properly welcomed and introduced.
• Make any arrangements for the game (if applicable) to include selecting the game, appointing a leader, and arranging for any special materials

Just prior to the meeting:

• Make sure honor guard has flags
• Set up any visual aids
• Arrange tables & chairs as needed
• Confirm that all materials required for the program and game are available and in place

At 7:30 p.m. (sharp!): Opening ceremony

During the meeting:

• Try to stick to the schedule (sometimes people will need a nudge to get them back on track)
• Arrange a "side meeting" if a topic being discussed involves only a few members of the group – nobody likes to sit through a long discussion that doesn’t involve them

At 8:55 p.m. or earlier: Closing ceremony/Scoutmaster minute – it’s important to be done on time

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