Without meetings, your association would be a just a loose-fit group of officials. Meetings are where the association is able to function like a real group. In order to get members to attend the meetings, they need to know when the meetings are — well in advance of when they actually occur.
- Start out by contacting your state association or governing body to find out deadlines for registration and dates of sport specific rules interpretation meetings. They are usually available online or by calling your state association. Record those dates so you can set your meeting schedule to dates that don’t conflict.
- Contact the folks in charge of the location where you are currently holding meetings and check on their availability. Record those available dates. If you’re relocating your meetings to a location yet to be determined, call several prospective venues. The more information you have about possible locations, the more informed you association is and better off it will be.
- Find out from your board of directors or executive committee the number or frequency of meetings they would like to have. Is once a month too often or not enough? Input from members can also be sought if needed.
- From the dates that aren’t in conflict with the state association and the location that is going to host your meetings, make up a schedule of meetings. Be sure to note holidays and other days not suitable for meetings. On the meeting schedule, include time, day of the week, date and venue, especially if you have meetings at different locations.
- Get the schedule you have created OK’d by your board of directors or executive committee. It’s always good to have their grace when sending something out to the membership. Also, a second set of eyes on the schedule could catch an error you didn’t see.
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