Download Tips for Preparing and Presenting an Effective Meeting

Improving Chapter Image
INTRODUCTION
Your image depends on much more than how you advertise. Even if you draw people to your
meetings or events, if they don't like what they see, they won't come back.
So, to improve your chapter's image, you need to address both the external and internal aspects
of your chapter's image:
 Your external image–what people see and hear about TBP when they're not at your events
 Your internal image–what people experience when they attend TBP events, meetings, etc.
SUGGESTIONS:
At the start of the school year, put on a strong advertising campaign for your first meeting and
events. Follow this up with an organized, interesting, and enjoyable presentation at these first
events. If people are drawn in and shown that TBP is worth their time, they will return for more.
THE EXERCISE:
You are a newly elected chapter officer just about to start the school year. Last year, your
chapter's image on campus suffered—with low turnouts at meetings and events, and a smallerthan-usual initiate class. You need to identify the specific ways you will jump-start your
chapter's image and increase interest in TBP. Thanks to your District Director, you have a nice
set of guidelines for doing just that:
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Identify your personal goals for the chapter (10 minutes)—use the Chapter Goals worksheet!
Participate in the Brainstorming and Discussion on the following topics (30 minutes):
After the final brainstorming, break into groups by chapter. (15 minutes)
 Discuss the options for jump-starting and sustaining your chapter's image that are most
appropriate for your chapter
 Pick the top three and give a rationale for your selection
Pretend your term just started and this is orientation week. You and your fellow officers
must plan your first candidate meeting for the 4th week of the term (25 minutes, 5 minutes
per week).
 Identify your volunteers, assign roles, and using the steps outlined under "Approach"
section
 Host your meeting during the 4th week of the term. Use the table below to help plan an
effective meeting. The alumni in the room represent your target audience, so be sure they
attend!
During the 5th week, do your follow-up. (5 min)
At the end, we will discuss lessons learned, reviewing problems encountered in each of the
steps and how they were resolved.
Your DDs and any alumni in the room will serve as any contacts outside of the officers in your
group (i.e., initiates, members, administration, National Headquarters, advisors, the dean, and the
roll they play best, District Directors, etc.) Feel free to contact them at any point that you feel
necessary. You may use the supplies you're given and any additional materials you have with
you. Any information being shared with those outside your team (e.g., flyers, e-mail
announcements, handouts) must be drawn, written, sketched, etc. on the paper provided and
submitted to your outside contact.
Tips for Preparing and Presenting an Effective Meeting
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Improving Chapter Image
Planning the meeting
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Purpose of meeting: identify the appropriate audience, level
of detail
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Agenda: set topics to discuss and decide who will present
each item—don’t have one person do it all!
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Arrangements: for room, speakers (i.e. your officers,
advisors, the dean), refreshments
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Develop handouts: calendar of activities, officer/member
contact sheet, list of candidate/member requirements, info
about chapter
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Advertise: via e-mail, flyers, class announcements
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Follow-up: remind participants day before
Notes:
>>Don't forget to ask: What do we plan to do the day of? What
shouldn’t we forget to do?
Holding the meeting
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Arrive early
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Set-up: post Agenda and set up refreshments, chairs, etc.
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Key points:
Notes:
1. Describe the purpose of the meeting
2. Introduce self and other participants
3. Pass out handouts for reference and briefly explain
contents
4. Follow the agenda (keep track of time!)

Solicit questions from the group
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Make sure everyone signs in with their contact info
>>Don't forget to ask: What do we do after? What shouldn’t
we forget to do?
Follow Up:
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Send out minutes from meeting. Could include with thank
you’s to participants and attendees.
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Make further announcements about deadlines, activities,
etc.
Notes:
THE APPROACH
1. Set goals for your chapter
>>Select a track (getting started, getting better, strong operations)
>>Identify goals for your chapter
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2. Brainstorm a list of image enhancing options and rank the results as indicated:
External Factors (marketing, advertising, and doing school/campus/community-wide events)
>>brainstorm #1: How do you hear about campus groups and what they're doing? (are your
chapter's advertising approaches included?)
>>discussion: you get two votes: What's been most effective for your chapter/others in the past?
>>brainstorm #2: What affects a group's image positively/negatively?
>>discussion: you get two votes: What are the biggest/best positive impacts on image you've
seen?
Internal Factors (presentation, preparation, organization, continuity/history)
>>brainstorm #3: In your chapter, where and when do first impressions come into play?
>>discussion: you get two votes: Which of these have the biggest impact on image?
>>brainstorm #4: How do you jump-start an image? (postpone discussion until after next
brainstorm topic)
>>brainstorm #5: What else can you do to sustain image once established?
3. Select your image improvements
From the above, select the ideas most appropriate for your chapter.
Identify which can be attempted this term/year vs. next. For example:
How do you ensure a good first impression?
Be prepared at first meeting of the year, the first event of the year, and in the first advertising of
the year: The calendar should already be planned; the presentations should be organized,
practiced, and thoughtful. TBP and the activities discussed during the presentation should be
attractive to potential members. (all at start of Fall term)
How to jump-start an image? Be organized! Prepare a calendar of social, productive, and
attractive events before the first meeting; use flyers and posters; start advertising early, before
others/during orientation week; have a polished (rehearsed) first meeting that excites them to
join...with multiple people speaking, each with confidence and conviction (all at start of Fall).
How to maintain your image? Foster continuity: bring in new officers and have them plan new
events before the outgoing officers graduate. Bring recruits in to help prepare and set-up event,
so they can see TBP first-hand. Also, have a period where new officers and veterans work
together and get to know one another (start hands-on involvement this Fall, introduce overlap
period mid Spring next year).
4. Plan the event (includes advertising and preparation)
>>Plan ahead: Set the date, time, and place, put on calendar, pass out at first meeting.
>>Enlist volunteers: get people involved by asking for help personally, ask them to take
the lead on specific items/the entire event
>>Make arrangements: including room reservations, outside contacts for event, meeting
place/time and travel
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>>Publicize: word of mouth, class announcements, flyers/posters, e-mail/website,
newsletters
>>Getting attendance: personal invitations--all volunteers need to recruit, not just
"publicity person"
>>Follow-up: confirm arrangements with outside contacts, check on progress with
organizers
5. Hold the event
>>Create a to-do list for the event, including what to do before, during and after
>>Assign responsibilities and timing of duties
>>Show up early!
>>Make record of participation: sign-in list, photos, etc.
6. Follow-up: thank-you's and creating a record for next time
>>Send out thank you's to volunteers, participants
>>Use notes to create record of event, with suggestions and recommendations, so future
officers put on event again, if desired. Use the Chapter Project Report form.
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