GFWC Georgia Mission“GFWC Georgia is a statewide women’s volunteer organization dedicated to

community improvement by enhancing the lives of others through volunteer service.”

HERE IS THE F.Y.I ON HOSTING A DISTRICT MEETINGNote – this is a guide, other items can be added or deleted –

Please let website@gfwcgeorgia.org know if you think we need to add to this guide.

1. PRESIDENT APPOINT HOST CLUBS. HOST CLUBS APPOINT CHAIRMEN: The lead host club shall appoint a chairman. The chairman shall coordinate the district meeting with the other two host clubs.

2. LOCATION: Secure your location. The Fall/Spring district meeting will be held at ________.

3. MEETING TIME: Registration and coffee will begin at 9:30 AM and the meeting will begin at 10:00 AM and will end around 2:00 PM. It is best to have the registration table ready by 8:30.

4. REGISTRATION: You will need a table for registration. When the clubs register for the meeting ask if they will need tables for sellables because you will have to make arrangements for them as well. For the Spring meeting remember to have tables for art and scrapbook judging and to display the silver/pewter awards. Make reserved signs for the tables.

5. SELLABLES: Will you have a sellables table? Will you charge for outside vendors or clubs for use of sellables table? If District decides to fundraise at sellables table, where will the money go? Exec. Committee Members should decide which charity the monies should be sent to.

6. FOOD: Decide on menu/catering. Morning refreshments should be coffee, juice, Danish, and fruit. Lunch should be a hot meal. The total cost for the meals will be $25.00.

7. DEADLINES: The district president mails the “Call” to invite members to the meeting. Please include: location with driving directions, contact name with a phone number, price, deadline, and who to send the money to. Remember the spring “Call” is mailed out before February 1st and the Fall “Call” out before September 1st.

8. THEME: Let the district president know what you have selected for the theme for the program and decorations.

9. CENTERPIECES AND FAVORS: The host clubs will provide the centerpieces and they can be used as door prizes or they can be sold. Favors can be candy, pencils, note pads, etc., whatever the host clubs choose.

10. HEAD TABLE: Prepare place cards for persons seated at the head table. Use the diagram included in this booklet. A good rule is to never have more than 12 seated at the head table.

11. PAGES: The host clubs will have members of their club serve as pages.

12. PRINTED PROGRAM: The district president will typeset the program/agenda and print it for the meeting. The host clubs will be responsible for distributing programs.

13. HOST CLUBS WILL BE RESPONSIBLE FOR THE FOLLOWING:United States Flag, Floral Centerpieces for the head table, water for the head table, podium and microphone for the presiding officer. Pencils and note pad for the head table.

14. GREETINGS: The day of the meeting, the host club president will be seated at the head table and will bring greetings to everyone.

15. SPECIAL NEEDS:a. Fall Meeting: During the second year of the term you will hold elections for the new

officers. You will need a large flip chart to write names on and member to count the ballots.

b. Spring Meeting: Some of you will have art judging at this meeting so plan for the judges and extra tables. Make sure the awards are displayed and you may need an extra microphone for the program. During the second year this meeting will include the installation of officers.