|
 |
 |
 |
|
 |
|
 |
|
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
|
|
|
 Organizing a meeting When you work with others it helps you stay more on track and supported as you confront the monumental crisis of Global AIDS. People working together, in person, shoulder-to-shoulder -- that's what will make the campaign succeed. So, you've arranged a meeting to promote the Stop Global AIDS Campaign - now what do you do? People are very busy and don't like to waste time -- so plan your meeting. Don't forget to make the meeting welcoming - serve refreshments! A simple format for leading an initial meeting about Global AIDS: 1. Have everyone introduce themselves and briefly say why they are concerned about the AIDS crisis and why they are attending the meeting. 2. Show a short video about the AIDS crisis. Read aloud a few key facts on the crisis and briefly describe some of the Success Stories from this web site. 3. Invite brainstorming about what average people can do to help stop the crisis. Provide a few examples of suggested actions from this web site. Tell people about the broad movement to Stop Global AIDS and that they are not alone in taking action. Ask what groups are already working on the issue in the local area, if any, and how you might establish connections. 4. Choose together one simple action to take together, such as writing letters together after the meeting or setting up a literature table 5. Ask for volunteers to look into and report back to the group at the next meeting about an aspect of the crisis. 6. Choose together a specific time and place for the next meeting. Here are a few more detailed tips for running your meeting, especially once you have decided to form a local committee: 1. If you are chairing/facilitating the meeting, it is your responsibility to: • Find/confirm the meeting location • Put together an agenda • Start and end the meeting on time • Keep the meeting moving • Vote on decisions • Make sure everyone who wants to talk gets a chance and that no one individual dominates the discussion. 2. When you're choosing a time and place, find out: • If the place you want is available. Public libraries often have meeting rooms you can reserve for free. • If there is another event going at the same time of the meeting that may cause conflict. 3. Setting an agenda: • The agenda lists the topics and the order in which these topics will be discussed, giving the attendees an idea of the meeting's overall purpose. The agenda should include tentative begin and end times for topics discussed to keep discussion on schedule. Everyone should have the agenda in front of them in some form. 4. Taking minutes: • The record of what happened at the meeting and what was decided is called the minutes. Have the secretary or an assigned group member take minutes. 5. Effective discussion and decision-making: • Present the agenda and gain approval, asking if any additional items need to be added. • Stay on task and don't allow side conversations to take place. • You can make decisions by: talking things over, reaching a group consensus, voting. • When members of a group disagree, get more information before making a decision. • Summarize the action items. Identify what will be done, who will be in charge of it, and by when they will complete it. • If necessary ask when the follow-up should be and determine its agenda. (Do it now!) • Evaluate the meeting. List pros and cons and discuss how to better run the next meeting. >> Back to Get Local page |