The Great Meeting Planning Guide

Find a venue

When considering where to hold your meeting, look for a comfortable, flexible space that's appropriate for the number of members you expect. Be creative – your school’s cafeterias, libraries or on campus hackerspaces are great places to start. If your meeting will have more than one or two people, you'll need tables for each participant and room to move around. Ensure there is reliable Internet, enough power outlets and good lighting.

Design a fun experience

Your meeting should feel like a party! A few simple tricks to help create a welcoming, creative atmosphere include playing music, bringing snacks and providing name tags. Having an intro activity such as a madlib or is a great way to get everyone socializing.

Schedule

Plan your schedule ahead of time but be flexible; your members might surprise you with interesting questions or challenges to explore. Identify early on what materials are needed for your scheduled activities to run smoothly. A checklist of things you will need for set-up/during/after is very useful. Don't forget to leave yourself adequate prep time.

Promotion

There are many ways to promote your meeting that will create attention and draw more attendees.

Recruitment Strategy:

Online Promotion and Press

Tech

When you're running a meeting, having the right tech set-up and a good plan B is vital to the success of your meeting.

Equipment

Determine your tech needs early on and decide whether you need laptops, projectors, AV equipment, extension cords and power cords. Most of your meetings will probably BYOL (Bring Your Own Laptop) in which case it is good to send a reminder to individuals to not forget their laptops the day before the meeting. If individuals are unable to provide their own laptops, consider using a space where you can access a computer room or laptops. Another idea is to contact local tech organizations or community computer labs that have access to computers and ask them to sponsor equipment for the meeting. When deciding how many computers you need don't forget that you can have members working in pairs or bigger groups. It’s a good idea to try and have an extra laptop on hand for members just in case of any technical problems.

Back-Up Plan

Unfortunately, tech problems are an all too familiar part of meetings. No matter the preparation, wireless networks or computers can cause unexpected issues. If a few computers are malfunctioning, perhaps ask members to buddy up on computers and work in groups.

Running Your meeting

Set-up

When preparing for meeting, be sure to arrive early to set-up the space as needed. This will allow you plenty of time in case unexpected issues arise. Remind your co-leads to welcome newcomers, and make sure your co-leaders know what their jobs are.

Welcome & Registration

A good first impression goes a long way towards helping someone feel comfortable and happy at your meeting.

Welcome

Sign-in

Talking about Campus Clubs/Mozilla/Open Source

If it’s one of your first meetings you may want to talk about why you started this club and what it stands for. This is an opportunity to bring in your personal story and make it your own.

It’s up to you whether you want to discuss Mozilla or the larger campus program, if you do want to here are a few options you can choose from.

Documentation

Meetings happen quickly and it's often impossible to capture or get links of all the awesome things being made. Identify a process to capture and share makes early on and share it with volunteers, facilitators and attendees.

Wrap-Up

When it's time to wrap-up, your attendees will be feeling inspired, energized and ready to share what they’ve learned. You’ll want to take advantage of this moment.

Demos

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Clean-Up