How to Run a Booster Club Meeting

What Makes a Booster Club Meeting Successful?

A booster club meeting should be well-organized, engaging, and action-oriented. Leaders must balance structure with flexibility, ensuring discussions are productive without losing member enthusiasm. A poorly run meeting can lead to disengagement, inefficiency, and missed opportunities to grow the club’s impact.

Step-by-Step Guide to Running a Booster Club Meeting

1. Set a Date, Time, and Location

Choose a time that accommodates the majority of your members. According to a survey of volunteer organizations, evening meetings between 6 PM and 8 PM tend to have the highest attendance. Secure a venue with adequate space, or consider a hybrid model with virtual participation via Zoom or Google Meet.

2. Create and Share an Agenda

An agenda keeps the meeting on track and ensures all critical topics are covered. Send it out at least 48 hours in advance to give members time to prepare. Include sections for officer reports, old and new business, and upcoming events. BoosterSpark provides a free booster club meeting agenda template to help streamline your planning.

3. Start on Time and Set the Tone

Punctuality is key. Starting on time establishes professionalism and encourages members to respect the schedule. Open with a warm welcome and introductions, especially for new attendees. A quick icebreaker or acknowledgment of recent club successes can set a positive tone.

4. Review Previous Meeting Minutes

Go over the highlights from the last meeting, ensuring everyone is aligned on past decisions and action items. Keeping accurate minutes is essential — BoosterSpark offers a guide to help secretaries document key points effectively.

5. Treasurer’s Report and Financial Transparency

Transparency in finances builds trust and accountability. Share income, expenses, and budget updates, using visuals like pie charts or tables to make data digestible. Booster clubs that provide clear financial reports see 25% higher donor retention than those that do not.

6. Discussion of Agenda Items

Stick to the agenda while allowing for productive discussion. Assign a time limit for each topic to prevent meetings from running too long. Encourage members to share insights and feedback but keep conversations solution-focused.

7. Officer and Committee Reports

Each board member or committee chair should give a brief update on their responsibilities. Cover progress on fundraising efforts, sponsorships, and upcoming events.

8. Future Planning and Fundraising Strategies

Plan ahead for events, ensuring all logistical details are covered. Consider innovative fundraising ideas such as memberships, sponsorships, and digital donation drives.

9. Voting on Key Decisions

If decisions require a vote, ensure proper procedures are followed. Keep records of motions, who proposed them, and voting outcomes for transparency.

10. Open Floor for Discussion

Provide a short, structured period for members to raise concerns or new ideas. This fosters engagement and encourages creative thinking.

11. Confirm Next Meeting Date

Before adjourning, set the next meeting date and communicate it to all members.

12. Follow-Up and Action Items

Send meeting minutes and a summary of action items within 24 hours to keep everyone accountable.

Common Challenges and Solutions

Low Attendance

Send reminders via email and social media.

Disengaged Members

Make meetings interactive by assigning small tasks to all members.

Meetings Running Too Long

Stick to a timed agenda and table off-topic discussions for later follow-up.