Information Meeting

It is important that there are significant numbers of Lions in attendance to mingle with the invited guests before the meeting starts. If you have a club with a small number of members you may be able to invite some of the members from adjoining clubs to assist you on the night.

Those members who have a club shirt should wear it but we recommend the Australian Lions uniform not to be worn at this early stage. Most of these meetings are of an informal type and the presenter should be prepared to discard his coat after gauging the dress of those invited. If the presenter is a lady Lion, again we do not recommend the wearing of the Australian Lions uniform, just the usual smart attire our lady members wear.

Make sure that your club members arrive 30 minutes prior to invited guests. Members should be allocated certain guests to greet and host for the evening. Try not to give too much information to the guests at this time and advise them all questions should be covered during the information address.

At the Information meeting arrange the following:-

• Chairs in theatre style seating

• A lectern

• A microphone system, if possible.

• 2 Lions Christmas cakes, if possible.

• Attendance sheet.

• Display Club banner, Charter and Flag Set.

• Display club project photographs and newspaper articles, where available.

• Tea and coffee plus slices of Christmas cakes (not the 2 cakes mentioned above as these are for prizes). These are to be served both before and after the presentation.

• Copy of the Objects and Ethics. These are to be read by the two best speakers in the club who will be introduced within the information presentation.

A club member should be stationed at the entrance and mark off each attendee's name on the attendance sheet as they arrive and call one of the club members to meet and host them. At the conclusion of the meeting make sure that the attendance sheet records those who have joined, those who are still thinking about it, and those who are definitely not joining. This information is essential for the follow up.

It is recommended that an experienced presenter to be used for the Information address on the first occasion that your club undertakes this procedure. After you have observed how it is done the good speakers in your club will be able to make the presentation very successfully.

Suggested Agenda for Information meeting is as follows:-

• Club President

• Welcome

• Introduction of Lions to read Objects and Ethics

• Introduction of Presenter

• Presenter

• Information address

• At conclusion of address:-

(a) Each person who raises their hand to join Club is to be given a membership Application form immediately. A club member is to assist in filling out the form. They are to be invited to the next club dinner meeting for induction into the club.
(b) Those who do not raise their hands or require more time are to be given a takeaway handout.
(c) All present are to be invited to have a cup of tea or coffee and club members are to mingle with them.

After the conclusion of the meeting, have the Board approve the membership applications as quickly as possible, subject to fees being paid. Forward a confirmation letter of acceptance to the new members and advise them that they will be inducted into the club at the next dinner meeting.

The Induction ceremony is a very important component of how a new member sees our organisation and, if possible, the following should occur:-

• Make certain that the Induction ceremony is as impressive as you can make it.

• The person performing the ceremony should be a good speaker. The Club President can delegate this responsibility if he or she believes others in the club can perform this task well.

• Include in the inductee's oath the words:- "and I undertake within my first six month's membership to attend a Lions' information day, and, on completion of six month's membership I will submit a completed Club Survey form to the Club Care Committee".

• Make certain the new member kit, lapel badge and fully signed certificate incorporating the new members name are on hand before the commencement of the Induction ceremony.

• On completion of the Induction ceremony ask each member of the club to come forward to personally congratulate and welcome the new member.

• If possible and where applicable, invite the new member's partner to be in attendance for the induction ceremony. You may choose to have the partner stand with the new member during the ceremony, or, if preferred by the new member, ask the partner to come and stand with the new member before asking all members to come forward to offer congratulations. At all times we want the new member and his / her partner to be comfortable with the ceremony.

A letter of congratulations and welcome signed by the President should be posted to the new member within 48 hours of the induction