USGBC ALabama Chapter
Password Protected site
Branch Resource Files
Meeting Flier Template (PowerPoint inside a .zip file)
Contact Sign-Up Sheet (PDF)
Excel template for new contacts (Excel File)
Hints on Having an Effective Meeting
by Scott Beck, USGBC Alabama chair
PRIOR TO THE MEETING
- We get a sponsor. See attached sponsorship forms.
- We get a free venue. We use free space that the City of Huntsville donates. We also have other free places that we rotate between……Raytheon, Boeing, Lockheed Martin. Other future options include: UAHuntsville, National Home Builders Association, etc.
- We get a presentation together. We always put together a PowerPoint for introductions, etc. I have attached the standard template that we use.
- We always charge the same rates $15/members and $25/non-members. Even if we have a sponsor, we still charge for our monthly programs. This is one of the only ways to make money.
- At least a week prior to the meeting, the Branch Communications Chair and the Branch Programs Chair submit information to the Branch Chair that should go on the flyer / email invitation. After the Branch Chair reviews and approves, the information is sent out to our Membership and posted on the website. The email invitation should be sent out no later than one week prior to the event. RSVP’s usually go to our Branch Programs Chair. NOTE: this information will now be sent to Kyle Kish and he will work with Vic to get this sent out and posted.
- At the same time this information is being sent out to the Branch members, our Branch Membership Chair will get a list of who all the current Members are and sends this information to our Branch Programs Chair…..for coordination with the RSVP list.
- After the invitation goes out and the RSVP’s start coming in, our Branch Programs Chair creates an RSVP list that will show who all has signed up to attend. We have a column that says “Member” or “Non-Member.” See attached. She uses this list for several things: to figure out the number of box lunches to order and to capture who all is coming and how much they should pay at the door.
- Our Branch Programs Chair usually orders the lunches the night before the meeting. We usually do box lunches from Jason’s Deli or something like that. The cost is about $10/person……so we usually end up making a little money on each event.
DURING THE MEETING
- We bring our own recycling cans to our meeting…..and have our attendees break down their boxes and separate recyclables vs. non-recyclables once they are finished eating.
- We also bring our own projectors, extension cords, etc.
- We set up a registration table. Registration table has two BLG members working it. Items include: cash box with petty cash, pre-printed receipts (see attached example), RSVP list, membership list (for checking membership status of those who didn’t RSVP), and information on how to join USGBC National and USGBC Alabama. After the attendee pays, we issue them a receipt for their records.
- Our meetings start at 11:30AM and end at 1:00PM. From 11:30 – 11:40, folks are still getting checked in and grabbing their box lunch.
- At 11:40, the Branch Chair or Vice-Chair gives an introduction (in Powerpoint….of course) that says Who We Are, How to Join, How to Sponsor, Next Meetings, Recognize New Members, Recognize New LEED AP’s, Recognize New LEED Projects in the Area, and any other information that we think our attendees may want to hear. We thank our Sponsor, let them talk for 5 minutes, and then introduce our speaker. The speaker begins promptly at Noon.
- We take pictures.
- All Branch Leaders help with the set up, tear down, and clean up.
AFTER THE MEETING
- We send our pictures to the Chapter Programs Chair and Chapter Communications Chair.
- We get a copy of the speaker’s presentation. We can use these for archiving on the website.
- We get a copy of the final attendee list and send the Chapter Programs Chair and Chapter Communications Chair.
The other thing that has really helped up North is having strong partnerships with other organizations with common interests. We try to do joint meetings as much as possible. The organizations that we partner with are: AIA, CSI, ASHRAE, IFMA, IIDA, ASID. In addition, we are going to try to partner with the following entities: ABC, IREM, BOMA, NAHB, and IES….and many others.