We’ve provided some guidance and templates to help you plan and run committee meetings. These should help structure your meetings, make them efficient and ensure that actions are noted.
WHY DO WE NEED COMMITTEE MEETINGS?
As committee for a society or student group, you have been elected to represent your members and to give them a great experience.
Committee meetings are a time when your whole committee can get together to plan for events ahead, wash-up events you've had and make decisions together about the running of your society.
WHEN DO WE HOLD COMMITTEE MEETINGS?
It's up to your committee how often you meet as each society has its own needs. It's good to have a meeting at least once every 2 weeks so that everyone has a chance to check in.
Here are some things to consider when planning your meetings:
- Decide who is in charge of organising committee meetings. This will usually be your President, but they can choose to delegate the organisation to another committee member (usually General Secretary or Vice President).
- Collect everyone's availability and plan a schedule of meetings before the start of each term. Setting a regular time and place works well to keep everyone on track.
- Book rooms or decide on a venue for your committee meetings. You can book the small rooms in DH2 if you want a quieter meeting space, or you could make your meetings a more casual event and meet in one of our outlets or social spaces on campus.
- Plan out your year and work out when your biggest events are. This will help you to know in advance what you will be discussing, when you may need to meet more often, or when you might want a longer meeting than usual.
WHAT MAKES A SUCCESSFUL COMMITTEE MEETING?
Your society President should chair the committee meeting.
As the meeting chair, they:
- Set or agree the meeting agenda in advance
- Ensure everyone gets a chance to share their thoughts
- Lead on holding votes when making decisions as a committee
- Delegate to other committee members and make sure everyone knows what their responsibilities are
HOW DO WE MINUTE OUR COMMITTEE MEETINGS?
It is usually the responsibility of your General Secretary to minute the committee meeting.
Minuting your meetings means you have a record of who has attended meetings, everything that your committee have discussed, and clear action points from each meeting so that everyone knows what their individual jobs are.
Download an example of a committee meeting minutes template.
After your committee meeting, your General Secretary should finalise the minutes to make sure that they are clear and then send a copy out to all committee members.
They should also upload a copy of each meeting's minutes to your society's OneNote so that everyone in your committee can keep track of them.