Dystonia Society Support Groups: Checklists Things you might need to do before, during and after group meetings The following are suggestions and ideas for things you might need to do for group meetings – feel free to amend so you can create a to do list/check list relevant to your group. Pre meeting jobs: Here is a list of pre meeting jobs some groups find it useful to do: Book venue and confirm the booking closer to the date. Check whether you can put up signs at the venue to say where the meeting is. Make sure you know about security at the building and keys, if appropriate. Confirm the speaker, by email/letter. Confirm refreshments. Check if there are any transport needs the group can help with. At the meeting: Here is a list of some things that different groups find it useful to do at or remember for their meetings: Allow time to set up the room and dismantle at end. Put up signs at the venue showing where meeting is, if you are able to. Make sure refreshments are organised. Invite contributions to go towards the cost of the venue/refreshments. Meet and Greet. Big name tags. Welcome (new) people to the group/meeting. Say thank you to (new) people who attend. Get everyone to introduce themselves. Introduce the speaker - a biography. Thank the speaker. Records: have a reason for keeping notes - important decisions made, action needed, financial records, numbers in attendance Page 1 of 2 pages Date: October 2012 Dystonia Society Support Groups: Checklists what you record depends on your group. Deal with any money appropriately. Make sure new people feel welcome and that you chat to them before they leave. Getting others to help out: Here are some ideas from groups about how to get people involved in your groups activities: Ask specific people to do a specific task/job - but make it safe for people to say no. Delegate: start people with small jobs/tasks and it will lead to greater involvement: empower people. Ask directly for help. Can you help me to move the chairs? Shared responsibility. EG rotate who chairs the meeting. Get volunteers to take on different roles. Give people job titles - make every job important: transport manager, catering manager and so on! Have a roster to organise group meetings. Take up offers of help from a wide range of people: members, people with/affected by dystonia, UK Office - anyone who offers! Getting members to help Encourage people to contribute ideas - a suggestions and ideas box or book can help with this. Help people to identify how they can help out - have a skills book, or ask for people who have particular skills. If someone suggests an idea for a meeting ask them if they could help you organise it. Ask people to do simple tasks or jobs at first and then encourage them to build on that and develop their contribution. Ask people what they want from the group. Hold an AGM to recruit new (key) volunteers or regularly commit to finding new volunteers. Page 2 of 2 pages Date: October 2012