• Ensure that dates, times and venues of meetings are given to members well in advance, and, if possible, kept to a regular schedule.
  • Ensure the venue is big enough to accommodate everyone and accessible to people with disabilities, including those with sight problems or hearing difficulties. If it is a small scheme it may be fine to meet in someone’s home, but if a bigger group is expected you may have to borrow or hire a local space.
  • Set a clear agenda and if people are expected to prepare anything in advance or expected to contribute anything specific at the meeting, ensure they are aware of this in plenty of time.
  • Involve people to add ideas on what the group is going focus on.
  • Circulate the agenda before the meeting.
  • Ensure there are enough chairs and provide pens and paper.
  • Think about how to lay out the room in order to get the best from people – a circle is always best, if possible.
  • Decide who will lead the meeting, who will set up the venue and organise refreshments, and who will keep a record of what was said especially any actions.
  • Try to encourage contributions from as many people as possible – not just the highly vocal usual suspects.
  • Sometimes you might want to invite a guest speaker – someone of interest or a community group or partner agency you would like to work with.
  • Make meetings interesting, fun, enjoyable and useful to attend!  They may be important but they don’t have to be highly formal.
  • Provide refreshments before and after meetings so that they become social occasions too.  If you have no budget for this, ask everyone to chip in a contribution to cover the cost of their drink and biscuit.

You can find further advice on running meetings below.