Guidelines for Running a Section Meeting
Checklist for the Basic Meeting
Members of the Board should supply to the meeting venue the following basic
items:
- SMPTE podium banner
- Identification and comment cards: member cards are white; non-member
cards are yellow
- Membership applications and literature
- Publications literature
- Test materials and engineering department literature
- A table for Membership Chair and his/her literature with room for
attendees to fill out applications
- A table for other literature.
Notes: All items are available from Headquarters.
Membership Chair is responsible for maintaining stock listed in 3.
Test materials advisor is responsible for items listed in 5.
General Arrangements
- Security In large venues, especially for evening meetings when access
may be limited, advance arrangements should be made with head of security
so that members can gain free and quick access to the meeting room. In some
locations, ushers and tour guides are required.
- Audio Visual Arrangements for all audio-visual needs should be made
before the meeting. All equipment must be tested prior to the meeting.
- Signs As required to direct attendees to the meeting place.
- Seating If not available from the venue, arrange for the required
number of chairs to be delivered and set up to your specifications.
- Refreshments Should be sponsored by local companies or companies
represented by the speaker. The caterer may expect the venue to supply
tables and lined trash receptacles. Power will be required for hot beverage
equipment.
- A photographer Photographs should be taken of the speaker and other
points of interest. These should be submitted to the Editorial Dept. at
Headquarters.
Social Gathering
- A Greeter This is usually the Membership Chair and/or committee
members. As an attendee enters, the greeter should hand him/her a white
(member) or yellow (non-member) comment card, which should be filled out
and used as a nametag. Non-members, in particular, should be asked to print
their name and address on the card so that the membership Chair can follow
up on providing membership information. They should also direct the
attendee to the table with SMPTE membership, test materials, publications
and engineering literature. The membership Chair should also take a head
count as soon as the formal meeting begins and report this figure to the
Section Secretary/Treasurer for inclusion in the
Section Meeting Report sent to Headquarters
- Networking with new members and potential new members must be given
high priority by the Chair. Board members should be reminded that this
contact is essential in developing a feeling of fraternity amongst the
attendees. Board members should also be encouraged to hold off discussions
with fellow Board members until the next Board meeting.
Typical Program
- Call to order by the Section Chair and welcome.
- Determine that each person has a nametag. Direct the Membership Chair
to provide nametags where needed.
- Instruct attendees to turn in cards at the end of the meeting to the
designated Board member(s)
- Welcome and identify new members.
- Acknowledge the presence of SMPTE Officers and Governors as well as
Board Members in attendance.
- Thank the company providing the venue.
- Thank the company providing the refreshments.
- Announce the subject, speaker(s) and date of the next meeting.
- Introduce the Membership Chair who will speak on the benefits of
membership and point out the location of membership, publications and
technical literature.
- If feasible, have the Test Materials Advisor demonstrate a test
material.
- Announce the program topic.
- Introduce the speaker by giving a short biography of his/her background
in the industry.
- Presentation by speaker(s)
- Conduct question-and-answer session at end of presentation.
- Repeat subject, speaker, date and time of next meeting.
- Remind attendees to turn in nametags and close the meeting.
Meeting follow-up
- Meeting report for the Journal to be written by Secretary/Treasurer of
the Section and forwarded to Headquarters.
- Letter of thanks from Section Board to speaker(s)
- Review of meeting at following Board meeting
- Vote on awarding a certificate of plaque to the speaker(s) in
recognition of their contribution to the Section program.
