HOW TO RUN A MEET - Meets Co-ordinator

It's true that AMA meets don't just happen and that someone out there has to step up and volunteer to run it.  But just how hard is it to run?  What needs to be done?  Will I get any help?

Firstly as the AMA meets co-ordinator, I am here to help you as much as is required through the process, so there is no need to panic.

Let's answer two questions in the opening statement.

What qualifications do I need?

The answer is none at all!  The meet organiser is responsible for all the administration required to allow the meet to happen.  Qualifications are not required to perform this role.  A technical lead is required to cover the safety aspects of the meet.  As the AMA meets co-ordinator, I will ensure that a technical lead is provided by the AMA or provide an external instructor to perform the role.  However, if you have the correct qualification and are happy to be the admin and technical lead then great!

What needs to be done?

So you've volunteered and are the admin lead here is a list of tasks you will need to do:

Pre-meet

• Write and admin instruction - Short and simple; I have previous examples that can be used to assist you.  There is no need to reinvent the wheel as long as the details are correct.
• Book the accommodation - If I haven't already.
• Advertise the meet - On Facebook page and by email via the membership secretary.
• Choose from the abundance of applicants, a fair spread of ranks and experience to run a successful meet.

During the meet

• Ensure all payments are recieved and bills paid.
• Ensure you have the correct personal details for all participants.
• Give an admin brief to ensure the meet runs smoothly.
• The technical lead will be responsible for the safety brief, grouping people dependant on aim, experience and qualification.
• Ensure the attendees book out and in from their activities (including where they are going, contact numbers and estimate time back).
• Ensure that the accommodation is left as you would expect to find it.

Post meet

• Send any receipts to the membership secretary.
• Put a small article into the journal editor with some awesome pictures.
• Pat yourself on the back and recieve a £50 DMM voucher!

That's right; as an incentive to run meets I will be giving the meet leaders a £50 DMM voucher when the article has gone to the journal editor to say thanks for stepping up and supporting the AMA.

If you want to run a meet elsewhere, rather than what is in the diary, there is always scope to manoeuvre.  Speak to me early.

Hopefully you can now see that running a meet is not as daunting as you first thought.  You will have help along the way if required, if you still have questions just get in touch!