Planning and Organizing Alliance Committee Meetings

It's a snap if you follow these procedures!

1. Select a meeting date, time, and location

Check the master calendar maintained by Alliance staff, and help select the appropriate date based on options, especially considering opportunities to minimize travel costs for members by scheduling more than one meeting on the same day or next. Alliance staff have mileage charts, site, and other information to help identify meeting locations, based on travel distance, campus parking and term breaks, and other variables.

Minimum 3 weeks prior to desired date(s): Consult with Alliance staff to select a date. Administrative assistant (Susie), 541-346-1883, or Committee staff.

Beginning 3 weeks in advance allows for one week to poll members about dates and availability, and two weeks to plan the meeting (beginning with Section 2. below). Standard meeting time is 10 AM - 3 PM, unless otherwise specified by Chair.

2. Identify a place to meet

Alliance staff will find a location (institution and meeting room), and arrange for equipment, with the following considerations:

Room

• Size, furnishings, etc. How many people will attend the meeting? Is there a table big enough to seat all committee members? Chairs already at the table? Are refreshments allowed? Is there adequate room for extra chairs for guests, coats and bags, refreshment table, etc? Who cleans up after the meeting (catering staff? committee?) What rental or setup charges, if any, will be incurred?

• Access. When (how early) should the room be available before the meeting? Will Alliance staff, committee chair, and caterer have access before the meeting? Is a key required to get into the room? Who locks up after the meeting?

Equipment and Supplies

Some supplies can be furnished by the Orbis Cascade Alliance (loaned or disposable). Others can be furnished by host site, or committee chair or members.

• Remote participation. How many participants need to use it? If more than one, can local technology accommodate multiple sites? Technology and campus support for videoconferencing, telephone conference call with one other site? More than one? Are these available in that room, or some other campus location?
• P.C. Does anyone plan to use a p.c. for taking notes (need p.c.? direct power --> access to power outlet vs. battery). If Internet access is needed, is it available?
• Projection. Plan to project images onto a screen or wall? Using pens, transparencies, or direct from p.c.? Who is supplying the equipment and materials?
• Name cards. Staff have name card holders and cards for each committee. If you'd like to use name cards for the meeting, notify Alliance at least one week prior to meeting date; supplies will be sent by courier or delivered in person.
• Blackboard, white board, or easel and pad, with pens and masking tape?

3. Announce the meeting

After the committee chair and Alliance staff set the meeting date, Alliance staff will announce the meeting along with polling for attendance. This can be a preliminary announcement, with details to follow in a final arrangements e-mail (more info on driving directions, parking, lodging, etc.)

4. Determine agenda

Based on Council direction, committee member interest and Alliance staff information, prepare an agenda. [ Alliance staff may have information or survey requests, agenda ideas, developing issues and late-breaking III or other news to refer to the committee.] When preparing a draft agenda, it's a good idea to solicit agenda ideas about a month before a meeting, and distribute a tentative agenda with background materials about two weeks before a meeting, allowing ample time for committee members to study, gather information, and consult with colleagues prior to the meeting. Alliance staff can help distribute information when desired - contact your Alliance staff liaison or Administrative Assistant at (541) 346-1883.

5. Order refreshments and/or meals

Orbis Cascade Alliance staff handle orders for refreshments or meals that are hosted (paid for) by the Orbis Cascade Alliance. Contact Alliance at least 14 days prior to meeting.

Lunch : Regardless of who's paying for a meal, consider walking distance and time, meeting agenda, and weather, and whether delivery to room is desirable.

6. Investigate lodging options and make information available to committee

Individual committee members are responsible for their own lodging arrangements. For large workshops and conferences where a block of rooms will be needed, staff are involved in negotiating for group rates.

7. Location information, Site map, and Parking

Alliance staff can send instructions on getting to the meeting, including: directions to the campus, to parking, and to the meeting room. Committee chair or site host will send parking permits or provide other information as appropriate.

updated: March 13, 2006