Planning and running meetings for your club
Meetings offer members an opportunity to be heard and are designed to encourage constructive debate, leading to informed decisions. Structure your meetings to:
- ensure everyone can share their views
- promote democratic decision-making in your club
- maintain accurate records of your decisions.
Your agenda structures your meeting and should guide participants smoothly from start to finish. Share the agenda before the meeting to allow all attendees to prepare. This will ensure informed decisions and shorter meetings. A well-prepared agenda then easily transforms into your meeting minutes, detailing defined resolutions and actions.
Resources
Meeting basics
Read the meeting guide 1 MB) to understand the foundations on which good meetings are built. It includes information on:
- why we need meetings
- types of meetings clubs need to hold
- understanding meeting terminology
- tips for great meetings.
Annual general meeting preparation
Every incorporated association operates under a constitution that outlines the frequency and types of meetings the organisation must hold. At a minimum, these meetings include management committee or board meetings and an annual general meeting (AGM). The AGM is a formal and somewhat ceremonial meeting, where you report on the previous financial year, celebrate successes, and elect incoming management committee members. It's essential to hold your AGM within 6 months following the end of your financial year.
The AGM preparation resource 132.2 KB) and the AGM preparation checklist 43.9 KB) outline the steps you can take to prepare for your meeting.
Annual general meeting templates
- Notice of AGM 144.1 KB)
- AGM agenda 159.4 KB)
- AGM attendance register 149.7 KB)
- AGM minutes 185.6 KB)
- AGM proxy form 149.3 KB)
- Management committee nomination form 146.3 KB)
- Operational position expression of interest form 143.5 KB)
- Ballot papers 134.1 KB)
- Management committee meeting agenda 146.5 KB)
- Management committee meeting minutes 173.1 KB)
Informed decision making
Meetings should be where decisions are made, based on the best interests of the club.
The informed decision making guide 541.6 KB) provides step-by-step instructions for making decisions efficiently, allowing you to move quickly from decision to action, thereby leading to better outcomes for your members.
More information
- Read the Office of Fair Trading smart business guide about starting and operating an incorporated association in Queensland.
- Create a free account to access the Australian Sport’s Commission GamePlan online platform of resources, for sporting clubs of all sizes, designed to support club development.
