Meeting Host
Job Duty: Chapter Meeting Host
As Assigned
Document Overview
Once a year (or more if required) an Officer of the Northeast Wisconsin APA hosts a monthly chapter meeting. This document is a job aide in helping plan the meeting.
Meeting Location
- Location ideas (typically, room needs to hold 50-60):
- Local hotels
- Libraries
- Wineries
- Botanical Garden
- Zoo
- YMCA
- Apartment complexes
- WIPFLI
- Bemis
- Green Bay Community Church
- Schenck
- NWTC
- Appvion
- UW – Fox Valley
- UW - Oshkosh
- Questions to ask location when you call:
- How many people can they hold?
- What will the table set up be?
- Parking situation?
- Audio/video capabilities
- Internet?
- Room rental fee?
- Can we bring in food or do we order their food?
- Do they give a discount on the room if we order their food?
- Are there any topics they will not allow?
- 1 week before the event, confirm with the meeting location
- Number of attendees
- Food to be served
- Audio/Video needed
Meeting Speaker/Topic
- To find topics, reference:
- APA top 100 topics
- Yearly survey of membership
- Vendors who are willing to sponsor a meeting
- Speaker for topic
- Confirm with speaker they can talk to the topic
- How much time do they need?
- Is there a fee? Are we paying travel expenses?
- Do they need hotel accommodations?
- What Audio/Video do they need?
- Gain approval from the NEW APA Board for topic and speaker
- Submit information to President for RCH credit
- Speaker Name
- Speaker Company
- Speaker Title
- Short Bio of Speaker
- Title of Presentation
- Short description of the topic
- Length of presentation
- Time of presentation (morning or afternoon)
- Submit information to the Website Coordinator and Chapter Coordinator
- Ensure email was sent to population for the meeting 2-3 weeks in advance of meeting
- Confirm with speaker one week before event
- Ask for presentation
- Print the presentation for the attendees (double sided, three slides to a page)
- Bay Valley Foods and Bemis will help with printing if needed
- Confirm with Chapter Coordinator if they purchased the speaker gift ($50 giftcard)
- Write speaker thank you card to be included with the speaker gift
Meeting budget
- Confirm with Treasurer allowed budget
- Combine fees from location and speaker
- Propose fee for attendance from chapter members (double fee for non-member)
- 2 hour morning meeting typically is $7
- 2 hour Afternoon meeting typically is $0
- Longer meetings/topics typically $25
- Present meeting budget and proposed fee to NEW APA Board
Day of Meeting
- Arrive 45 minutes before meeting
- Welcome speaker
- Talk to venue on timing of food and breaks
- Help speaker with audio/video needs
- Hand out speaker presentation
- Introduce the speaker
- Thank speaker after they are finished (with thank you)
- Ensure if paid speaker that the treasurer pays them via check
After Meeting
- Send email thank you to speaker
- Collect any handouts that were not given out ahead of time by the speaker and send to the Chapter Coordinator to send to the population
- Welcome speaker
- Talk to venue on timing of food and breaks
- Help speaker with audio/video needs
- Hand out speaker presentation
- Introduce the speaker
- Thank speaker after they are finished (with thank you)
- Ensure if paid speaker that the treasurer pays them via check