Do not expect the Member to commit more than two hours time to the meeting. If meeting participants or the Member will be traveling long distances from their homes, set a time that allows for car travel at reasonable hours and hopefully without the need for an overnight stay. Meeting Location Choose a meeting location that is centrally located for participants and for the Member, such as a commercial center, university town, state capital, or a town in which the Member has a district office. Once a location has been established, identify a meeting participant who can make a meeting room available at no charge. If this is not possible, you will likely have to rent a room in a hotel, restaurant, or other meeting facility.
Costs Consider structuring a meeting around a meal.
If the organizer can underwrite the meal or identify another organization that is willing to do so, more power to you. But, it is not unreasonable for the organizer to charge participants a fee that includes the cost of room rental and catering associated with the meeting. Inviting Participants Attendance should be limited to 10-15 participants. This size will facilitate comfortable interchange with the Member, while also allowing a diversity of views to surface. Balance representation at the meeting among prominent science and technology leaders from universities, government, industry, professional societies, and citizen groups.