1. Planning

A. As far in advance as possible (preferably immediately after last annual meeting).

• Set date (must comply with Bylaws)
• Reserve meeting space (and tables, chairs, audio-visual equipment, podium and microphone)
• Give date to Association attorney
• Put notice of date in ALL newsletters

B. Six Months Ahead

• Have Board of Directors start considering “Ground Rules” to be mailed out with notices
• Begin preparation of Notice Package (Notice, Proxy, Agenda, candidate information and “Ground Rules”)
• Form nominating committee to interview and propose slate of candidates

C. Three Months Ahead

• Finalize Notice Package and send to attorney for review
• Finalize proposed slate of candidates for director
• Finalize “Ground Rules”
• Begin preparation of Membership Lists
• Send out Notice Packages per Bylaws
• Draft reminder notice for Newsletter
• Arrange caterer / refreshments
• Arrange for off-duty policeman / security

D. Month of Meeting

• Update Membership lists and delinquencies
• Prepare “check in” package
• Line up volunteers to assist with “check in”
• Finalize President’s script and meet with President
• Confirm everything

2. Meeting

• Check-in tables with volunteers and Membership lists with check-in sheets
• Greeter(s)
• Trouble-shooter(s)
• Room/Chair arrangements
• Refreshments
• Test audio-visual equipment and microphones
• Security
• Voting: ballot collectors and counters (calculators and tally sheets for vote counters)
• Copies of Agendas and “Ground Rules”
• Minutes

3. Post Meeting

• Prepare Minutes
• New Board Meeting / Orientation
• New Signature Cards
• Elect Officers
• Start planning for next year