Your Club, Your Way!

Customizing
Your Club Meeting
Your Club, Your Way!

Customizing Your Club Meeting

Are your club’s meetings all that they can be?

It is easy to recruit new members when you This guide includes a number of options to
invite them to meetings that are welcoming consider and tips to encourage attendance
and enjoyable. Positive and engaging and involvement. You will also find a quick
meetings encourage involvement, facilitate survey that you can give to your club
communication and give members something members to gain their input. Use this guide
to look forward to. But how do you design to help assess meeting structure, level of
a meeting that appeals to members and formality and other elements and reinvent your
prospective members who want to make a meetings based on your members’ personal
difference in their community, but have little preference!
time to commit? And how do you create a
club atmosphere that is positive and inviting? And, if you find the term “meeting” unfriendly
or boring, consider a new term like “gathering”
You have a choice…Your club has the or “club event” to bring energy and
freedom to structure club meetings in a way enthusiasm back to your club!
that best meets your members’ needs. While
many clubs value the traditions that have been
passed down from generation to generation,
it is good to know that most traditions are
optional and members can chose to change
the elements, frequency and structure of their
meetings to make the meeting more inviting
and/or use new forms of technology
to keep members connected and manage
club business.

Fellowship and atmosphere

One of the most important aspects of
club meetings is fellowship. Meeting and
greeting participants, making them feel
that they are an important part of the
group and having a pleasant atmosphere
are critical to any event.

Your Club, Your Way! | 1

General Meeting Types:
People collaborate using various communication tools to
stay connected. Three general types of events can be used
to manage club business while keeping members engaged
and connected.

Traditional
Traditional clubs follow a strict agenda that would generally
include a ceremonial opening and a pledge and/or an
invocation. The meetings follow protocol and are usually very
formal. They often have a separate board meeting where
business is discussed and a general meeting that features a
presenter. They may meet in-person several times a month.

Connected
While often referred to as “cyber clubs,” they may use
different ways to communicate and often plan events and gain
consensus on activities via smart phones or emails. Meetings
are far less formal since most of the business is conducted
outside the meeting time via electronic communication.
Face-to-face gatherings are usually social gatherings or an
opportunity for hands-on service work.

Combination
This structure combines the formality of traditional meetings
with the efficiency of new modes of communication. They
might celebrate Lion traditions and protocol during meetings,
but manage club business via emails and smartphones so that
decisions can be made more rapidly, reducing the need for in-
person board meetings.

The challenge is to strike a balance that fits your member needs.

2 | Your Club, Your Way!

Reinventing Your General Meeting
Are there ways to make your club meetings more inviting and
enjoyable?
Every Lions club is different! Below you will find several elements of a typical club meeting with
ideas to help customize events to meet the needs of your members and be more appealing to
non-members. Use the attached survey to gather feedback from your club members.

u Establish Goals
First determine the goals of the meetings. Is it to plan events, enjoy an informative
speaker, conduct a service project, enjoy the fellowship of other Lions or to have fun?
Maybe all of the above! Make sure the objectives are met through planning and they are
included on the agenda.

u Identify Program Possibilities
If your club decides to have a presentation during general meetings, determine the type
of presentations that would interest club members and the amount of time that should
be given to the presenter to ensure that the time is well spent.

u Determine Frequency
How often do you want to meet? Some clubs meet once a week, while others meet
once a month. Determine the amount of time needed to plan, communicate and get
your members involved. Could online collaboration or other channels of communication
reduce the need for some face-to-face meetings?

u Establish Date and Time for the Meeting

Should the gathering have a set date and time or be flexible based on service activities?
Some clubs meet at regular scheduled time, but some clubs are choosing to gather
for a service project that might vary each month. Dates and times are shared through
Facebook, the club webpage, emails and text messages.

u Determine Meals and Location

While meeting over a meal is a long-standing tradition, it is not a requirement and often
lengthens the meeting and adds to the cost of membership. Consider meeting at a
library or another location to reduce time and expense.

u Question Traditions
Many clubs open with a song or a pledge, but your club does not have to! Determine the
traditions that your members would like to keep and drop the others. Ask your younger
members if they enjoy the club’s traditions and adjust the activities to appeal to young
potential members too!

Your Club, Your Way! | 3

 u Examine Protocol
Similar to traditions, the way the meeting room is set and the way club
leaders are addressed can be determined by the club. The club has
the authority to continue or eliminate items such as a head table for
club leaders and visitors or acknowledging members in the order of
importance. Some clubs prefer an atmosphere where everyone is equal.

u Determine Dress Code

Clubs might determine that they would like to wear Lions vests, while
others might decide to wear Lions polo shirts, dress shirts with matching
ties, or perhaps just their favorite Lions apparel. Have fun determining
your own dress code.

u Consider Family Members

Does your club have (or would like to recruit) young parents or families
with children? If so, discuss how the meeting format, location and time
might be changed to accommodate family members.

u Identify Channels of Communication

There are multiple ways to communicate with members. While
announcements during meetings can be exciting and motivating, take
advantage of email, text messages, Facebook, Twitter, Instagram your
club’s website and any other way your members routinely communicate.

Consider Renaming the Event

u 
After assessing club meeting elements and determining which changes
your members would welcome, you might introduce the new concepts
by renaming the event to reflect the purpose and objective of the event.
In some areas of the world “meeting”
implies a very structured business-
centered assembly. If your event
is more fun-focused or social-
minded, you might consider
calling the event a social
gathering or celebration.
Consider terms such as Board meetings
event, gathering, festivity, Use the same analysis above to determine
or another term that more
how board meetings might be structured.
adequately reflects the
intent of Keep in mind that the purpose of the
the event. meeting is to fully inform board members
of the issues that are under consideration
so the members are able to approve, deny
or amend the items effectively. Consider
using technology to keep members better
informed and involved.

4 | Your Club, Your Way!

Phasing in Change
If your members decide that they would like to change the format or any element of the meeting,
determine when the change should take place.

If change is radical or members are unsure, try establishing a special meeting once a quarter
using a new format to see how members like it. For example, your club might consider replacing
a monthly meeting each quarter with a service project or family friendly event. Consider hosting
a party for disadvantaged children or feed homeless people in a shelter, in place of a meeting.

Or consider more online collaboration for planning an event or approving a program.

You might start by choosing the event that club members would like to change the most, which
might be the general meeting, board meeting or some other ongoing events.

Key to Meeting Success

Whether the meeting is formal or informal, here are
some ideas to keep your club on track

1 Have an agenda and stick to it! Share it with participants prior


to the meeting

2 Start and end on time



3 Meetings should be positive and allow everyone to participate




4 Transparency is always important. Minutes and Treasurer’s
Reports should be distributed and understood.

5 Meeting facilitator (club president or chairperson) encourages


discussion, but also keeps group on task so time is effectively
used.

Your Club, Your Way! | 5

Other Tips For Effective Events

Ideas to Increase Involvement

How can you increase participation when time is limited? Consider focusing on involvement
instead of attendance. Many clubs no longer require regular attendance due to busy schedules
and timing conflicts. Consider new ways to keep connected either live via smartphone or
another device. Send information on topics that will be covered during the meeting to allow non-
attending members to provide feedback. Be sure to send meeting news immediately following
the event so the members are aware of the actions taken.

u Make sure dates, time and location are convenient to members.

u Make sure the meeting place is comfortable and meets the needs of attendees.

u Feature an interesting program or meaningful activity.

u Use multiple communication methods to encourage attendance. This would include

email, letters and phone calls. Communications should be upbeat and include a positive
description of the program. Underscore the importance of their involvement in the club’s
activities.

u Invite members and potential members and encourage them to bring friends.

u Include potential members on your invitation list. Keep them informed of developments
and progress made on service projects.

u Keep members who are unable to attend events

involved by providing them with a
detailed status report of each
club project and encourage future
participation. Clubs are encouraged to
amend their constitution
u Use e-vite Facebook, Twitter, and by-laws to encourage
Instagram, mass text involvement and remove
any attendance requirement.
Article 1 Section 8 of
the Standard Form Club
Constitution and By-Laws
provides guidance for
amending the club
by-laws.

6 | Your Club, Your Way!

Club Meeting Program Ideas
Most general meetings feature a program for the benefit of their members. Programs can inform or
entertain and provides a terrific opportunity for members to learn about local issues that might be of
interest to the club.

There are many places to find good programs, they include:

u Local community leaders District committee
u 
Such as a mayor, member of government, chairperson
police or fire chief, school superintendent, Learn about district projects to encourage
etc. Not only will the club identify needs club support. Ask your district governor
within the community, club members for more information.
will also build stronger relationships with
influential community leaders.
Programs in a pinch
u 
Have a few programs ready in the event
Local business people
u  of a last minute cancellation. This could
Such as representatives from your include the International Program video,
members’ companies, the chamber of Lions Quarterly, an introduction of the
commerce, or convention and visitor’s resources available for on-line learning
bureau – programs from these diverse and many other resources that are
groups can offer variety. available from the website. Ask members
if they have any programs they would
Recipients of club service
u  be willing to present at the last minute if
Hearing from those who have benefited needed. Keep a list of these “emergency”
from club’s efforts is a great way to programs on hand so you’ll be prepared
motivate members to continue their to act quickly.
dedication to serving those in need.
u Networking opportunities
u Cultural Organizations If your club includes business people,
Such as museums, theaters and make sure they have the opportunity to
orchestras – interesting and informative network. Encourage them to discuss
programs from these organizations are a their business, exchange business cards
good way to add variety. and include their profession in the club
directory
Organizations that help
u 
the disabled
Such as Special Olympics, blindness
assistance organizations, agencies for the
disabled, groups that provide assistance
to the elderly and others. These groups
often provide opportunities for hands-on
involvement.

Your Club, Your Way! | 7

Other Tips For Effective Events

Promoting Your Meetings and Events to the public

If your club is among the many clubs that welcome the public to attend meetings, consider the
following ideas:

Prominently display a meeting plaque or sign at the meeting location with the date and time of
the meeting. See the Club Supplies Store for both plaques and banners.

Place posters in public areas noting the date, time and location of the club’s meetings with a
phone number to call for more information.

Post the date, time and location of meetings on the club website, Facebook page and other
social media sites.

Ask your community to add a link on their website to your club website and ask them
to post the date, time and location on their community calendar and other appropriate locations.

For information on managing meetings go to the Lion Learning Center at lionsclubs.org.

Find meeting plaques

like the one to the left by
visiting the Club Supplies
store at lionsclubs.org.

8 | Your Club, Your Way!

Reinventing Your Meeting
MEMBER SURVEY

Lion name:_______________________________________________________________________________________________

Event: General meeting Board meeting Other event:__________________________________________________

1. What would you like to accomplish during the meeting? (Check all that apply)
_Plan upcoming events
_Involve members in activities
_Enjoy an informative speaker
_Conduct a service project
_Enjoy the fellowship of other Lions
_Other: please explain:

2. Would you like to have presentations or speakers at each general meeting? Yes No
If yes, which topic would you like or do you have any suggestions?

_________________________________________________________________________________________________

3. How often do you want to get together? Weekly Bi-weekly Monthly

Other:_________________________________________________________________________________________

4. Do you prefer a regular scheduled meeting or a gathering that is flexible and based on the community
service or social event?
_________________________________________________________________________________________________

If you would prefer a regular scheduled meeting, please indicate the following:

Which day of the week would you prefer?___________________________________________________________

What time of day works best for you?_______________________________________________________________

Comments ______________________________________________________________________________________

5. Do you prefer having a meal during club meetings? Yes No

Do you have a preferred location?__________________________________________________________________

6. Which traditions or items of protocol would you prefer to keep or perhaps do without?
Continue Eliminate
Singing Lion or country song
Invocation
Pledge
Tail Twister
Head table or special seating for club officers and special guests
Special recognition of club leaders
Acknowledging members by title

Other: _____________________________________________________________________________________
 7. What should members wear to meetings?
Lions vests Polo shirts Matching club ties
Your favorite Lions apparel Whatever you want

Suggestions:_____________________________________________________________________________________

8. Should the meeting be more family friendly? Yes No

If yes, what changes need to take place to accommodate families?

_________________________________________________________________________________________________

_________________________________________________________________________________________________

9. How would you like to be informed of meetings and events?

Email announcements
Facebook
Text messages
Twitter
Club website
Other: ________________________________________________________________________________________

10. What should we call our meeting event?

Club meeting
Club event
Club celebration
Club social
Club gathering
Other (be creative!): ____________________________________________________________________________

Do you have any other suggestions to make our meeting or event more meaningful or enjoyable?

____________________________________________________________________________________________________

____________________________________________________________________________________________________

Thank you for your input!

Please return this survey to the club secretary or designated member.

DA-YCYW2 2/2019
 Notes

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District and Club Administration
Lions Clubs International
300 W. 22nd Street
Oak Brook, IL 60523-8842 USA
lionsclubs.org
email: [email protected]
phone: 630.468.6890
facebook.com/lionsclubs

DA-YCYW 09/2019