Checklist of Things to do Prior to the First Collaborative Group Meeting

• Assemble a small planning committee to help pull together the first meeting.
• Identify potential stakeholders and develop a mailing list.
• Set the time and date for the first meeting.
• Find a neutral location for the meeting.
• Develop a meeting agenda. Include an explanation of the issue(s) which led to the meeting being called.
• Make arrangements for a meeting facilitator.
• Identify someone to chair the first meeting.
• Plan to have a recorder present to take accurate notes.
• Send a letter or announcement to potential stakeholders announcing the first meeting, 2-3 weeks in advance.
• Prepare for audio-visual needs by having flip charts, overhead projectors, large felt markers, and sign-in sheet for attendees.
• Create a map showing the proposed geographic boundaries to be encompassed by the planning effort.
• Collect readily available data and information about your proposed planning area.
• Assemble and photocopy handouts for meeting.
• Have nametags and sign-in sheet available.