Conference in a Can!

Conference in a Can! A simple guide to holding a successful PCM or other meeting.

What’s a PCM? • Presidents Council Meeting • A time for club officers to come together and discuss upcoming projects and problems that they are having in their home club • They are designed for club officers but any Key Club or K-Family member is welcome • A time for LTGs to inform club officers of district and international information

When should I hold PCMs? • According to the Robert F. Lucas Outstanding Lieutenant Governor Award requirements: you should try to hold at least 5 PCMs during your term. • 20 points are awarded for each PCM held with at least a 2/3 quorum • Even if you are not trying for the RFL, you should hold at least one PCM so your officers are informed!

Step One: Develop Learning Goals • What do you want your attendees to learn? • Why are you holding the meeting? • Come up with 3-5 learning objectives • For Example: • Strong teamwork and bonds • Have fun and get to know the people in the group • Develop organizational goals for the year • Explore new project ideas and decide on a division wide service project

Step Two: Determine the Date • Look at a calendar! • Avoid: holidays, major school tests (SAT/ACT), and school activities. • You need to plan at least two months in advance so as to give members enough time to plan it in their schedules

Step Three: Choose a Site • What type of learning environment are you trying to create? • Most members will be more productive in a place outside of their normal meeting location. • The location should be comfortable and big enough for the amount of members you are expecting.

Things to consider when choosing a site: • Is it comfortable enough for ___ number of members? • Will you need food service? If so, what are the costs of meals at the site? • Will you bring your own food? Does the site allow you to bring your own food? • What type of audiovisual equipment is provided by the site? • May you tape or tack poster board or flipchart paper to the walls? • What type of furniture is available (steel folding chairs, overstuffed sofas, bean bag chairs)? • How far is it from the schools? • Who else will be in the building? Will Key Club have the entire space to itself? • Will you need room to move around or break into small groups? • What are the rental costs (if any)?

Step Four: Decide on the Length • What is a reasonable length of time for you and your members to accomplish your learning goals? • Make sure you plan adequate time for both work and fun. • Develop a rough sketch of an agenda, make sure to include: • Beginning and ending times and basic activities (ice breakers, goal setting, lunch, and COPI Presentation)

Step Five: Decide on Retreat Activities • Look to see if there is a natural flow to the activities that you have selected. • MAKE IT FUN! • Be sure to include breaks about every 90 minutes or so • If you are at a facility that will allow you to do an activity outside… Do It! Being outside automatically energizes participants!

Step Six: Select Facilitator(s) • A facilitator is an individual who leads exercises and discussions with the group. • As an LTG you will be leading all of your PCMs. • If you are presenting something that you don’t know much about, don’t be afraid to ask for help. • Possible K-Family facilitators: Kiwanis Club President, Key Club advisor, administrator, or governor. • Possible external facilitators include: teachers, community leaders, parents, etc. • When inviting a facilitator: • Send a formal letter informing them of the date, time, and location of the meeting. • Provide a map if needed

Step Seven: Gather Materials Needed • What supplies are needed for each activity? • Ask your facilitators if they need any supplies (copies, digital projector, CD player) • Good things to have at ANY meeting: • Emergency phone numbers • Notepads • Pens/pencils for members • Index cards • Masking tape • Snacks/candy

Step Eight: Promote the Retreat • Provide a simple flyer with the date, time, place, map, materials to bring, dress, and possibly the highlights of the meeting • Use your creativity to get people excited about your meeting! • Make sure to tell the members at least one month ahead of time • Email two weeks ahead • And call one week ahead

Step Nine: Evaluate the Success of the Meeting • Collect thoughts of attendees at the end of the meeting • You could ask them specific questions like: • What were the most valuable aspects of the retreat? • What were the least valuable? • What should have been differently? • Who wants to help plan the next retreat? • What would you like to learn about at the next meeting?

Want More Information? • All of this information and more can be found on the Key Club International Website • www.keyclub.org • This specific information is from the KCI booklet: Conference in a Can!

Conference in a Can!