Planning for Your Club’s Next Big Meet-Up: How to Make It Happen

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For a lot of people, joining clubs is a great way to meet many like-minded individuals who can provide them with a sense of belongingness within an exclusive community. If you’re the leader of a successful club, you’re probably already aware of just how much a lot of your members look forward to meeting others within your community. That’s why meet-ups are a fantastic way to engage with your members and to have them forge stronger bonds among one another.

How do you go about the business ofplanning for your group’s next big meet-up? Here are some ideas that can help you get started.

Get Everyone on Board

Before embarking on a quest to mount your next club meet-up, make sure that everyone is on board with the plans that you are going to draw. Use email, social media, or a group communication app to get everyone in the loop. The last option is a fantastic choice if you want an all-in-one tool that incorporates a community board for general comments and suggestions, as well as chat, calendar, poll, and media album features.Using such tools, you can make sure that a majority of your members are updated about the plans you’re making for your event.

Create an Event Committee

It is important to have the right people to lead in the planning of your meet-up. Assign different heads to handle the various aspects of the event. These includebudget, member communication and registration, venue and stage set-up, food and catering, lights and audio, event activities, and parking and traffic flow. Also consider asking help from volunteers to make your tasks easier.

Pick the Right Venue

When choosing the venue for your meet-up, pick one that will be easily accessible to the attendees. And if your event requires equipment like television, player, projector and screen, audio set-up, kitchen, buffet table, and linens, make sure that the venue has these, or at least see if it is equipped to accommodate equipment that you will bring yourself. It is also important that the venue is spacious enough to house everyone who is attending.

Find a Great Emcee

The host plays an important role of being the “anchor” of your event. Make sure to choose one who is fluent, spontaneous, and vibrant, someone who will be able to navigate the ebb and flow of audience’s energy. Needless to say, the host should also be well-versed about your club’s idiosyncrasies, so consider getting someone who is also a member of your group. Otherwise, you can also hire a professional emcee.

Think of Event Activities

There are many types of activities that can be included in your event depending on what your club is and what the interests of your members are. A comic book club meet-up, for instance, can include a social hour where everyone can share or trade comic books. If your club is into World War II memorabilia, you can organize a gallery event where members can showcase pieces from their collection.  If you’re in a fan club of a band or pop star, consider organizing a meet-and-greet with your idol. Other activities you can consider include, workshops, presentations, skill demonstrations, and team building activities.

Have Enough Food for Everyone

Whether your club meet-up is for a few hours or a couple of days, make sure that there is enough food for all the event attendees. Ask your members’ opinions on whether they prefer plated meals or a buffet, and find out as well if they have other dietary preferences. It may be necessary to have vegetarian, vegan, Kosher, or Halal options available, for example.

When organizing your club’s next big meet-up, it is important to make sure that you cover all the bases. With proper planning and thorough preparation, you’ll be able to mount an event that your members are sure to remember for a long time.

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