If the club will meet in a community center or other facility that charges a fee, decide if dues will be necessary to cover this expense. If so, decide if you will allow all children or just those old enough to crop. If babies and small children will be allowed, decide if you want to pool recourses and establish a nursery or babysitter. Some clubs rotate hostesses each month and it is the sole responsibility of one person to provide paper products and beverages while all members bring a snack to share. Other groups prefer to require each member to bring their own snacks and some clubs always order pizza to be delivered.
Many clubs share large tools so that each member has less to bring to the crops.
If you prefer to designate a hostess at each crop, then it can be her responsibility to see that the major tools will be there for all to use. If she does not own the required common tools, she can assign responsibility to specific club members. By having these tools available, every member does not have to pack so much. Depending on the location of your crops, this issue may or may not be of concern. If you are fortunate enough to have a large meeting area with plenty of available tables and chairs, then you may not need to restrict the amount of supplies each member may bring.