Things to do at least 5 weeks before, date:
____________
| Check when done |
Things to do | Whose job? (Name or initial) |
| _____ | 1. Hold annual meeting planning conference:
include youth in planning group and special committees. |
_____________ |
| _____ | 2. Appoint committees for major jobs such as
program,nominations, meals, and resolutions. |
_____________ |
| _____ | 3. Settle on date and place of meeting. Check
to avoid conflicts. Reserve meeting site. Secure special
speakers. |
_____________ |
| _____ | 4. Plan and secure entertainment. | _____________ |
| _____ | 5. Plan type of food to be served: breakfast, barbecue,banquet. |
_____________ |
| _____ | 6. Meet with auditors to plan scope of report. | _____________ |
| _____ | 7. Set up a budget and planning timetable for the meeting. | _____________ |
| _____ | 8. Other... | _____________ |
The above checklist is intended primarily as a guide. Each
cooperative may wish to prepare its own list, including only those
items that are applicable. In some cases, arrangements for a
meeting hall and invitations to principal speakers may need to be
done more than 5 weeks in advance. Some large associations set the
date and arrange for meetings several years in advance.
Things to do at least 4 weeks before, date:
____________
| Check when done | Things to do |
Whose job? (Name or initial) |
| _____ | 9. Review progress report from special
committees. |
_____________ |
| _____ | 10. Develop and print summary of annual report. | _____________ |
| _____ | 11. Prepare and mail annual meeting official notice to members and press. | _____________ |
| _____ | 12. Complete guest list. Plan how to recognize key officials, long-time members, new members, and friends. | _____________ |
| _____ | 13. Invite local Agriculture classes, 4-H members, and other youth groups to the annual meeting. | _____________ |
| _____ | 14. Line up public address system, projectors, and other equipment. | _____________ |
| _____ | 15. Other... | _____________ |
Things to do at least 3 weeks before, date:
____________
| Check when done | Things to do |
Whose job? (Name or initial) |
| _____ | 16. Send second annual meeting notice if
required by bylaws. |
_____________ |
| _____ | 17. Send news item to local papers and radio stations, with program highlights. Put advertisement in papers. | _____________ |
| _____ | 18. Prepare visuals, show growth in volume, refunds, etc. | _____________ |
| _____ | 19. Arrange for co-op banners and signs. | _____________ |
| _____ | 20. Plan merchandise and educational displays. | _____________ |
| _____ | 21. Order programs and literature needed. | _____________ |
| _____ | 22. Other... | _____________ |
Things to do at least 2 weeks before, date:
____________
| Check when done | Things to do | Whose job? (Name or initial) |
| _____ | 23. Check arrangements for food, estimate
probable number. |
_____________ |
| _____ | 24. Post notices with date, place, and time for meeting. | _____________ |
| _____ | 25. Mail letters to special guests, including the press. | _____________ |
| _____ | 26. Send additional news to local papers and radio and TV stations. Include background of speaker, etc. | _____________ |
| _____ | 27. Check with secretary on minutes of last annual meeting and roll calls. | _____________ |
| _____ | 28. Print reminder notices. | _____________ |
| _____ | 29. Other... | _____________ |
Things to do at
least 1 weeks before, date: ____________
| Check when done | Things to do | Whose job? (Name or initial) |
| _____ | 30. Mail reminder notices to all
members. |
_____________ |
| _____ | 31. Check with committees to make sure that nothing has been overlooked. | _____________ |
| _____ | 32. Prepare meeting agenda CAREFULLY. | _____________ |
| _____ | 33. Notify speakers and entertainers when each is to appear on the program. | _____________ |
| _____ | 34. Notify reception committee to be on hand early. Make sure they are instructed to seat late comers properly. | _____________ |
| _____ | 35. Arrange for photographers. | _____________ |
| _____ | 36. Other... | _____________ |
Things to do the
DAY BEFORE meeting, date: ____________
| Check when done | Things to do | Whose job? (Name or initial) |
| _____ | 37. Check meeting place for heat, light,
ventilation, chairs, tables. registration facilities, ballots,
pencils, chalk, blackboard, electric outlets, rest rooms, etc. |
_____________ |
| _____ | 38. Put up co-op banners and posters. Create the "co-op meeting" atmosphere. | _____________ |
| _____ | 39. Erect merchandise and educational displays. | _____________ |
| _____ | 40. Renew invitations to key local news media people. | _____________ |
| _____ | 41. Check with photographer regarding pictures desired. | _____________ |
| _____ | 42. Other... |
_____________ |
Things to do the
DAY OF meeting, date: ____________
| Check when done | Things to do | Whose job? (Name or initial) |
| _____ | 43. Check the meeting rooms for temperature,
ventilation,and general physical comfort. Know where to find extra
chairs, if needed. |
_____________ |
| _____ | 44. Give final instructions to reception and registration committees. Assign places to ushers. | _____________ |
| _____ | 45. Check to see that meal arrangements have
been completed. |
_____________ |
| _____ | 46. Supervise those to whom responsibilities have been delegated. | _____________ |
| _____ | 47. Begin on time, stay on time, close on time. | _____________ |
| _____ | 48. Other... | _____________ |
Things to do the
DAY AFTER meeting, date: ____________
| Check when done | Things to do | Whose job? (Name or initial) |
| _____ | 49. Clean up premises and return borrowed
equipment. |
_____________ |
| _____ | 50. Make report to local newsmedia and to co-op's editor. | _____________ |
| _____ | 51. Send all members roundup report of the meeting. | _____________ |
| _____ | 52. Send thank-you letter to key individuals on time who participated. | _____________ |
| _____ | 53. Invite members and employees to appraise meeting and to suggest improvements. | _____________ |
| _____ | 54. Other... | _____________ |
.