Hosting a VMGA Meeting
Hosting a VMGA Meeting (What a Local Unit Should Know)
If a local unit wishes to host the Board Meeting of VMGA, they should make an offer to the President. Meetings are usually scheduled well in advance as is seen on the list of upcoming meetings. We try to have our meetings throughout the state so that all of our members can periodically have a chance to attend.
Prior to the meeting:
- 4 months before arrange a meeting place that can hold 30-50 people and reserve it for the day of the meeting (8am-3pm should cover the time needed).
- 5 weeks before provide (to the VMGA secretary) directions including a street address, telephone number for the day of the meeting for emergency contact, and telephone number and contact information in case of cancellation due to inclement weather or other calamity. Include information about lunch – paid at the door, pay in advance, cost, menu. Also provide a list of local lodging for those who may come the day before. The host unit may wish to include information on restaurants and attractions as many will travel to see your area as well as attend the meeting!
- 1 month before make certain to inform your local Master Gardeners so that they can plan to attend.
- Arrange to have one of your MGs to staff the registration table at the door. (Secretary will provide you with a sign in sheet you can copy.) This person can make the final lunch arrangements if needed.
The day of the meeting:
- Provide signs if need be, so that we can find our way to your meeting room.
- Arrange tables and chairs so that we can meet classroom or boardroom style, with a head table for the officers. Many of the unit representatives, committee chairs, and officers have papers to arrange, and need to take notes. An additional table for VMGA to sell MG logo t-shirts, sweatshirts and other items would be greatly appreciated, if space allows.
- Provide coffee, tea, snacks, etc. 30-45 minutes before the meeting start time of 10 am. VMGA can absorb the expense for this, though some units provide this as hospitality or make other arrangements.
- Arrange to provide lunch or take lunch orders. VMGA certainly does not expect you to buy us lunch! Generally, units make an arrangement with a local sandwich shop or caterer to provide lunches from a limited menu or purchase deli trays when there is no feasible alternative. VMGA Board members expect to pay $5.00-$10.00 for their lunch that day.
- Make a brief presentation regarding your Unit’s activities. Those that attend like to meet the Extension Agent and the MG movers and shakers in the unit.