Hosting an AGM

AGM in actionEach year, in late May or early June, the FMCBC holds its Annual General Meeting in a different province region. One of the FMCBC’s Member Clubs volunteers to host the AGM weekend. It’s an excellent opportunity for Directors, club member representatives, and members from across the province to meet and exchange ideas. Host clubs are encouraged to plan slide shows, activities, or presentations to showcase their region.

Duties for the host club include:

  • Organizing billets to provide free accommodation to AGM attendees (start working on this early so you have plenty of hosts available)
  • Hosting a social Meet and Greet event on Friday evening to welcome AGM attendees and introduce them to their billeting hosts. Some clubs host this event at a members’ home; some rent a venue. Some clubs hold a potluck or BBQ, and others purchase party platters. The host club covers the cost of the Meet and Greet.  The event is BYOB.
  • Booking a meeting room from 8:00 am to 5:00 pm on Saturday for approximately 50 people (the FMCBC covers cost)
  • tableThe room needs to be large enough to accommodate 30 chairs set up in a hollow square formation, a registration table, plus tables for breakfast and lunch buffet
  • Wi-Fi is required for the meeting
  • The host club provides a digital projector and screen for the Saturday meeting (if issues are finding a projector, contact the FMCBC, and we’ll see if any other attendees can bring one)
  • Organizing breakfast and lunch for the meeting attendees (the FMCBC covers cost):
    • Breakfast:  coffee, tea, juice and pastries, muffins and fruit
    • Lunch:  coffee, tea, juice and sandwiches or wraps and fruit/veggie platter and some squares or cookies for dessert
  • Planning a short activity for Saturday afternoon (short hike, interpretive walk, slide show, etc)
  • Booking a location for dinner – restaurant or catered (there is no host for this dinner – the attendees cover the cost)
  • Planning a slideshow/ presentation/movie, etc. for Saturday evening
  • Directors on a hikeLeading a short group hike on Sunday morning – clubs usually offer a few options. The hiking trip should be a maximum of 3 hours (9 am – 12 pm).

The FMCBC helps with the planning and registration for the event.

Scheduled upcoming AGM hosts and locations:

  • 2024: TBD

If your member club is interested in hosting an upcoming AGM, contact us.