Don't pass out a lot of new material during the meeting. People won't have time to read it, and it distracts from good discussion. Ensure that there are no physical distractions check temperature, air circulation, lights, refreshments, and ambient noise. The chair and liaison should go over all agenda items before the meeting begins. Sample Timeline for Committee Work Eight weeks out.
Office manager sends announcement of meeting to committee members.
Members book travel immediately. Six weeks out. Chair and staff liaison develop committee agenda. Three weeks out. Office manager mails agenda and materials to committee members.