How to Host a Meeting

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The Club really appreciates members hosting meetings as it provides a wonderful opportunity to see other gardens in different parts of our area, get inspiring ideas and see first hand what is working and not working for others. It’s very friendly and so much better than meeting in an impersonal hall.

Gardens vary in style, size and focus and some people put in many hours each week, constantly changing and adding to their vast landscape while others try to develop a small maintenance free outside area. It doesn’t matter where your garden fits into the spectrum or even if you have just started out with a new garden. It’s good to get some advice from those members who have lots of experience in the region.

You will need to think about the best place to hold the meeting in your garden, gazebo, garage or whatever, taking into consideration the possible need for shade and wind protection and the likely number of chairs you will have to accommodate. The Club has two shade structures if you need to use them (contact Don Capner on 02 6677 7244 or mobile 0421 696 567 to arrange to get them). You also need power access for the urns.

If for some reason, such as wet weather, access problems or sickness, you can’t host the meeting on the day ring the Club President (or another committee member) so they can try and let members know.

The following list provides a minimum of what you have to do.

  1. Give any special instructions about how to find your place, car parking arrangements etc. to the Newsletter Editor the month before your meeting – email to: [email protected]
  2. You should receive the UGC hosting kit from the person who held the last Food Group or Garden Gathering. It is their responsibility to organise the transfer of it to you. The kit includes 2 urns, tea, coffee, sugar, some paddlepop sticks (for stirring sugar), main sandwich board and signs for the food and swap table. Best if you can organise this at the previous Food Group or Garden Gathering.
  3. Buy fresh milk for the meeting (usually 2 litres should do).
  4. Set up the directional sandwich board at either the main entrance to your property or at a logical near-by street intersection.
  5. Set up tables for the meeting. Use signs for the food table and swap table.
  6. Have the attendance book and question book out for the start of the meeting.
  7. Fill urns before meeting and make sure that they are turned on. Check them during the meeting and turn down if boiling.
  8. You might also want to provide fresh water and a few spare glasses and cups for those who forget.
  9. Find out who is hosting the next meeting and get the kit to them as it is your responsibility.

Thank you for hosting a meeting – the Club really values your contribution.