A. How to Run a Successful Organizational Meeting:
- Make a list before the meeting of what tasks need to be done.
- Setup the chairs in the room in a circle (if possible).
- Begin by introducing yourself and then ask everyone else to do the same.
- Make sure to come prepared with a clear follow-up meeting or event to announce at the end.
- Most important: have an agenda and stick to it!
B. Sample Agenda:
I. Introductions
- Introduce yourself and say why you’re at the meeting (e.g. inspired by studying abroad).
- Ask everyone else to say who they are and why they decided to come out
II. Overview of AIDemocracy
- Mission of AIDemocracy
- History of AIDemocracy
- National Organization
- Chapter Organization
III. Plans for AIDemocracy This Term
- Introduce the events you are thinking of bringing to campus in the near future and go over some of the current AIDemocracy initiatives.
- Discuss the long-term vision for how the group can be integrated into and recognized on campus.
- Brainstorm other ideas with the others at the meeting.
IV. Applications: announce a call for applications for leadership positions within the group
- Go over the different positions/roles that are available (most likely President, Vice-President, Secretary, and Treasurer)
- Ask any interested students to submit their applications via e-mail, including: Name, Expected Year of Graduation, Major, Other Activities, and a short essay (100 words or less) detailing their reasons for wanting to be an officer at the AIDemocracy chapter on your campus as well as a statement of what event they’d like to plan including the issue it would cover.
C. Moving Forward, and Welcoming New Members into the Group:
Congratulations! Now you’re on your way to having a successful and official AIDemocracy chapter on campus! You can begin to consider how to address organizational issues such as obtaining resources from the school, developing a transition plan into the next year—and even coming up with your own unique AIDemocracy programming on your campus! Please feel free to be in touch with us at any point throughout the process at 202-544-9662 or by e-mailing Karen at Karen@aidemocrarcy.org. And of course, please let us know as soon as you’ve become an official chapter by calling or emailing us at the above contact info!
One thing to be prepared for is to figure out how to integrate new members into your newly formal campus organization. AIDemocracy centrally will always be welcoming new members into our organization and training new students with our organizing models. We’ll do our best to connect new members with our wonderful existing ones! Please do always check the organizers’ list for your university that has been posted online so that you can be informed of new people from your university that may be interested in joining your chapter.
THIS IS AN EVOLVING RESOURCE. PLEASE SHARE YOUR EXPERIENCES AND WE WILL ADD THEM TO THIS GUIDE FOR THE BENEFIT OF OTHERS! EMAIL: Karen@aidemocracy.org.
