How to Host an Association Meeting (Step-by-Step)

Associations often have bylaws that govern them, including a process for meetings. But in general, hosting an association meeting includes the following steps:

1. Planning and Preparation

Regardless of your chosen industry or the format of your operations, all meetings benefit from defining a clear reason for the proceedings to take place. With a clear understanding of the meeting’s purpose, all participants can better focus their preparations and have more in-depth discussions once they come together. 

The centerpiece of the host’s preparation is the meeting agenda. This document is where you explain the structure of the meeting for other association members and stakeholders so they know what to expect. The agenda should include features such as the meeting’s title, date, time, location, discussion items, and the roles of participants. 

Meeting agendas should be sent in advance so each attendee has a reasonable amount of time to review the agenda and prepare. Related meeting materials should also be sent out on a similar timeline. 

2. Organize Logistics

Choose  a time and date for association meetings that works best for most association members. Select a venue that is easily accessible for all invited stakeholders. Talking to invited parties about their accessibility needs and preferences can help you cover all your bases. 

Other factors to consider include the size of the venue, comfort, and any equipment that comes with the location. Make time to practice with any equipment or software that plays a role in the meeting before the presentation begins to confirm it works as intended. If you are using digital platforms, test their capacity to ensure they can withstand the load if all invited attendees appear at the meeting.

3. Conducting the Meeting

Once the meeting begins, the host’s main responsibility is to facilitate an efficient and productive discussion. Start the meeting on time and stick to the agenda as much as possible to keep conversations focused on the right areas. Use visual aids to highlight certain talking points and keep the meeting more engaging. 

But there’s more to hosting an association meeting than going through each agenda topic. The personalities of each attendee are also important aspects to consider. Regardless of the importance of the meeting or the experience of each stakeholder, meetings can become stressful occasions. Hosts can make everyone feel equal and welcome by introducing each party at the start of the meeting. Leverage facilitation techniques, such as designated question times or games, to create space for more reserved board members to express their opinions.

4. Recording and Documentation

It’s important to document the events of the meeting while it’s happening for several reasons. An executive summary or meeting minutes provide a track record of the association’s decision-making that can help board members and other stakeholders understand and map out their process and progress toward their goals. These documents can also be used to improve your hosting abilities and strategy going forward. For any attendees who can’t make it to the meeting, minutes or summaries can keep them informed on the most important pieces of information. 

A designated minutes-taker (typically a secretary or administrative assistant) should be assigned to take notes. You may write them out by hand, but digital platforms offer more convenience.

5. Follow-Up

The work doesn’t stop after the meeting ends. Review the minutes for any mistakes before sending a follow-up email to attendees afterward to distribute copies of the minutes and other action items. Doing this reinforces the importance of each association member’s responsibilities and helps the entire team stay on the same page. 

You can also ask other attendees for feedback regarding your performance as a host. This shows other stakeholders that you are motivated to improve in your role and you value the thoughts of your peers, building a collaborative relationship within the association.