Organizing House Meetings

Feb 01, 2000

The host(s) invites enough friends, neighbors, and perhaps some others suggested by the sponsoring organization in order to ensure that 6-15 people attend the meeting.

The emphasis is on educating guests about the harassment and discrimination against LGBT people in schools and on giving people something they can do to make a difference. A speaker trained on the issue makes a presentation, maybe shows a short film – like GLSEN’s “I Just Want to Say” or the Public Service Announcement featuring Judy Shepard – and leads a discussion. Each guest is then invited to get involved as a volunteer activist, as a donor, or both. The fundraising pitch is soft.

At each meeting, the speaker asks if one or more people in the group can host the next meeting. In this way, the organization networks through the community, meeting with more and more people.

• A House Meeting is not a party — it does not require fancy food or decorations. It doesn’t need to cost much at all to host.

• A House Meeting is not a political debate; we invite those who agree with our position to find out more about the issues. It may also provide an opportunity to convince “fence-sitters,” those who are undecided about getting involved in all the issues encompassing LGBT rights.

• A House Meeting is an opportunity to Reach Out!

Planning a Successful House Meeting Campaign - with Campaign Checklist

Choose a limited time frame The best times are probably September through mid-November in the fall, and January through June in the spring. If a fall campaign is successful, use the holiday season to evaluate, tune up materials, and train new speakers - and start up again in the spring!

Set attainable goals

1. Meetings per month Since you will need about 4 weeks to get the first meeting off the ground, set a reasonable goal of having 2 meetings your first month. As you become more experienced, increase the number of meetings per month.

2. People per meeting Next, set a goal for the average number of people you hope will attend each meeting. Depending on the size of the community, and how well known the organization is, anything from 6-15 people would be a reasonable average.

3. Campaign goal Multiply the number of meetings by the average number of attendees, and that is the attendance goal for your House Meeting campaign.

Decide who will fill key roles Initially, one board member, key volunteer or staff person (if your organization has staff) should agree to serve as the House Meeting Coordinator. That same person, or another, can serve as the first House Meeting Speaker. The job description for each role is as follows:

House Meeting Coordinator

• Sets date for House Meetings with Host
• Prepares Host Packet
• Mails or delivers Host Packet
• Lines up Speaker for meeting
• Maintains regular contact with Host to ensure good turnout
• Reminds Speaker 1-2 days before meeting
• Prepares materials for meeting

House Meeting Speaker

• Agrees to date of meeting
• Calls Host a few days before for directions
• Picks up materials from Coordinator
• Arrives early at meeting
• Speaks at meeting, leads discussion
• Returns materials to Coordinator the next day

While just one or two people can fill these roles in the early stages of a House Meeting campaign, more helpers should be recruited as the campaign grows.

Assemble a Host Packet Each Host should receive a packet of instructions and materials, such as blank invitations. Materials should be reviewed, revised, and printed for use during the campaign.

Decide whether and how you will solicit money at the meetings Do you have a membership fee? Is every donor considered a member? Can you maintain a system of monthly pledges? Credit card donations? Automatic check withdrawals? Your Board of Directors or Steering Committee should discuss these questions and make decisions.

Review and revise the program for the meeting Your Board or Steering Committee, or a committee appointed by them, should view the videos and read the Sample Outline for the Speaker's Presentation. Discuss and agree on the plan for the entire meeting.

Schedule a "kick-off" meeting before the actual Campaign begins The kick-off meeting for a fall campaign of Sept.-Nov. meetings should happen in August or immediately after Labor Day. The kick-off meeting for a spring campaign should be no later than February 1st. Of course, you can start a House Meeting campaign any time!

Steering Committee members and highly committed activists and volunteers should be invited to the kick-off meeting, where the Coordinator will make her first official presentation. Everyone invited to the kick-off meeting should be asked to host her own meeting. Bring a calendar and be prepared to start scheduling your first few meetings!

Train a team of volunteer Speakers Once the House Meeting Campaign gets underway, you will need more than one Speaker. Plan to recruit and train additional speakers as quickly as possible.

Set up systems to keep track of new members and volunteers First of all, decide what information to keep track of. Then organize a card file or computer database to track new members and volunteers. Each meeting should be numbered (#1,2,3, etc.) so that all records can be traced back to the original meeting where they were generated.

CAMPAIGN CHECKLIST

Planning the House Meeting:

• Set goals for number of meetings and average number of attendees
• Plan agenda and program carefully
• Recruit initial House Meeting Coordinator
• Recruit first House Meeting Speaker
• Assemble prototype for the Host Packet
• Recruit first Host from organizational leadership
• Review the videos and the Outline for Speaker's Presentation
• If necessary, set or review organizational membership fee
• Is every donor considered a member?
• Monthly pledge system in place
• Review systems for receiving donations or pledges
• Buy clipboards and create sign-up sheets (legal size recommended)
• Volunteer database or card file in place?
• Schedule the kick-off meeting for board/steering committee members, key activists and volunteers
• Debrief meeting, make changes
• Schedule next 2-3 House Meetings at kick-off meeting, and update schedule as you go
• Brainstorm activities for new volunteers

Follow-up after each House Meeting:

• Coordinator (or meeting Speaker) sends written note of thanks to Host
• House Meeting Coordinator/staff person calls each new member or volunteer
• Within 2 days, House Meeting Coordinator calls anyone who offers to host a House Meeting

After several House Meetings, analyze:

• Turnout: what can we do to ensure that more people get there?
• Program: are we meeting the needs of hosts and guests?
• Systems: is everything running smoothly?
• Scheduling: create a master schedule for House Meetings

This resource is copyright Thalia Zepatos. Adapted for GLSEN from Reaching Out! How to Organize a Successful House Meeting Campaign, ProChoice Resource Center. Used with permission.