meetings 101

Meetings 101Taylor Logan

February 6, 2016

Meeting Request Form

• Format revisions • Send out mid-November to early

December• Requests are due back to our office the

1st Friday in February• Must have current annual report on file

Submissions of Requests• Compiled reports relayed to

athletics the 2nd – 3rd week of February

• Response times depend on sport• Goal is to have response from

athletics by 1st week of March• No requests accepted after the 1st

Friday in February • Coaches availability varies =

distance to travel, recruiting areas, and sport schedules

Aubie• Requesting Aubie = once meeting

details are confirmed• Aubie’s travel expenses

• Aubie can ride with the association representative if one is attending

• Aubie’s policies• Handler• Private, locked room

• Aubie’s availability • Schedule

Publicity• Event details form

• Uploaded to the association’s calendar

• Club card = 3rd class mail • Generic content card

• More time efficient• Fewer chances for human error• Save money

• Using social media to promote events

Insurance

• Requesting certificate of insurance• Visit www.aualum.org/clubs or email

auclubs@auburn.edu• Requests must be submitted 2 weeks prior to event

• Submitted to jenniferstephens@auburn.edu

Agenda

• Please send copy of agenda to our office 2 weeks prior to your event

• Please allow 3-5 minutes for representative from the association to speak

Expenses• Association covers travel expenses for 1 speaker and 1

representative per club per year (if the budget allows)• For additional speakers, club must absorb travel costs• Speaker priority

• Clubs requesting for annual meeting • Have not previously had a meeting featuring a speaker

scheduled by the association

After the Meeting

• Please submit sign in sheet to our office• Record updates• Alumni lists• Numbers tracking