How to Run a Booster Club Meeting

by Jim Connelly, founder of BoosterSpark

Running a booster club meeting involves several steps to ensure that it is organized, productive, and achieves its objectives. Here's a step-by-step guide on how to run a booster club meeting:

1. Set a Date, Time, and Location: Choose a date and time that works for the majority of members, ensuring they have enough notice to attend. Make sure the meeting location is reserved well in advance.
2. Create an Agenda: Prepare an agenda outlining the topics to be discussed during the meeting. Share the agenda with members in advance so they can come prepared.
3. Start on Time: Begin the meeting promptly as scheduled. Punctuality sets a positive tone for the meeting.
4. Welcome and Introductions: Welcome members and introduce any new attendees. Optionally, encourage everyone to briefly introduce themselves.
5. Review Previous Meeting Minutes: If this is not the first meeting, briefly review the minutes from the last meeting and approve them if necessary.
6. Treasurer's Report: Review the club's financial status, including income, expenses, and budget. Transparency in financial matters is crucial.
7. Discuss Agenda Items: Follow the agenda items one by one, allowing time for discussion and decision-making. Encourage members to stay on topic.
8. Reports: Have officers or committee chairs provide reports on their respective areas. This might include financial updates, fundraising progress, event planning, or any other relevant topics.
9. Future Planning: Discuss upcoming events, fundraisers, and projects. Assign responsibilities to members or committees for each task.
10. Vote on Important Matters: If necessary, conduct votes on critical decisions or actions. Ensure that voting procedures are clear and recorded accurately.
11. New Business: Address any new items not included in the original agenda but deemed important by members.
12. Announcements and Reminders: Share any important announcements or reminders about upcoming events, deadlines, or activities.
13. Open Floor for Discussion: Allow members to raise questions, share ideas, or express concerns. Keep discussions focused and respectful.
14. Set the Next Meeting Date: Determine the date and time of the next meeting and communicate it to members.
15. Adjourn the Meeting: Thank members for their participation and officially adjourn the meeting.
16. Follow-Up: After the meeting, distribute meeting minutes to all members, summarizing discussions, decisions, and action items. This helps ensure everyone is on the same page.
17. Stay Organized: Maintain organized records of meeting minutes, financial statements, and other important documents for future reference.

Remember that effective communication, respect for differing opinions, and a well-structured agenda are key to running a successful booster club meeting. Encourage member involvement and engagement to ensure that the club's goals are met.