Planning and Executing Chapter Meetings

Successful meetings are planned, they don't happen by accident. You should recruit volunteers for a few teams that will divide the work and maximize the value of your meetings.

Key Planning Activities:

• Brainstorm topics and speakers for meetings.
• Survey your members and other students for possible topics.
• Determine which topics and speakers are the most interesting and the most likely to happen in the coming year.
• Develop a schedule of events for the academic year.
• Invite the speakers and confirm their participation.
• Promote the event through email and flyers around campus.
• Promote the event to the newspaper, radio and TV on campus and in the community.
• Invite students throughout the university, not just SAE members.
• Invite students from nearby universities.
• Invite members of your nearest Professional Section

Tips For Finding Speakers:

• SAE Industrial Lectureship Program
• University faculty or administration
• Faculty or administration from nearby universities
• Local Professional Section
• Local industry or Collegiate Design sponsors
• Chamber of Commerce

Key Activities During the Meeting:

• Have a reception table at the door to welcome each attendee.
• Encourage non-members to join SAE.
• If possible, give each attendee a name tag, especially if you have outside guests.
• Introduce attendees to each other to increase networking opportunities.
• The Chair (or Vice Chair or a substitute) should open the meeting:
  • Introduce yourself
  • Thank everyone for coming
  • Introduce the topic and speaker(s) for the meeting
  • Ask people to hold questions until the end (unless your speaker doesn't mind)

Before Closing the Meeting:

• Thank the speaker(s) and the attendees for coming.
• Inform the attendees of the next event.
• Encourage attendees to consider getting involved with your Collegiate Chapter.