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Club meeting

Club meeting agenda template

A club meeting agenda should keep business short so there's time for the reason members show up: the talk, workshop, game or activity. Welcome new members, give the treasurer's update on dues, go through upcoming events and who is volunteering for each, vote on anything that needs a vote, then hand over to the program. The notes record events, volunteers, votes and who follows up.

Best forHobby, sports, book, garden, photography and student clubs, and their officers

Meeting length60 to 90 minutes, with business kept to the first 20 to 30

SectionsNew members, treasurer and dues, upcoming events and volunteers, votes, program, ideas for later, action items

FormatsGoogle Docs, Word, Notion, Markdown

Word Markdown

Club meeting agenda.docx

Club meeting agenda

Date and time Location PresidingPresident or chairProgram tonightSpeaker, workshop or activity

Item	Owner	Time	What we need to leave with
Welcome and new members	President	5 min	New members introduced, names recorded
Follow-ups from last meeting	Secretary	5 min	Each one done, still open or dropped
Treasurer and dues	Treasurer	5 min	Balance and number of members paid
Upcoming events and volunteers	Events lead	10 min	A lead and volunteer count for each event
Votes	President	5 min	Each vote counted and recorded
Program	Speaker or activity lead	45 min	The thing people came for
Announcements and close	President	3 min	Next meeting date and program

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Word Markdown

[Club name] meeting notes.docx

[Club name] meeting notes

Date and time Location Presiding Notes by

Attendance and new members

Members present: [number] Guests: [number] New members:

Follow-ups from last meeting

Item	Owner	Status
		Done / Still open / Dropped

Treasurer and dues

Balance: Members paid for this year: [number] of [number] Spending since last meeting:

Upcoming events

Event	Date	Lead	Volunteers needed	Status
			Needed / signed up	Confirmed / Planning / No lead yet

Votes and decisions

Decision	How decided	Result
	Show of hands / count / agreement

Program notes

Topic, who led it, anything to follow up

Ideas for later

Idea, and who suggested it

Action items

Item	Owner	Due

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Millbrook Camera Club, November meeting notes

Filled-in example

Millbrook Camera Club, November meeting notes

Date and timeWednesday, November 4, 2026, 7:00 pmLocationMillbrook Library community roomPresidingGail Turner, presidentNotes byBen Ashford, secretary

Attendance and new members

Members present: 18 Guests: 2 New members: Carla Nguyen, Dev Mehta

Follow-ups from last meeting

Item	Owner	Status
Ask the library about the December exhibition dates	Rosa Mendez	Done. Booked December 5 to 12.
Find a judge for the spring competition	Gail Turner	Still open. Two people said no.
Update the club email list	Ben Ashford	Dropped. Moving to a new sign-up form instead.

Treasurer and dues

Balance: $2,615 Members paid for this year: 41 of 56 ($30 each, $1,230 collected) Spending since last meeting: $85 for October speaker's gift card

Upcoming events

Event	Date	Lead	Volunteers needed	Status
Old Mill district photo walk	Saturday, Nov 14, 9:00 am	Rosa Mendez	3 needed, 2 signed up	Confirmed
Holiday print exhibition, hanging day	Saturday, Dec 5, 10:00 am	Ed Novak	4 needed, 1 signed up	Planning
Spring competition	March 2027	Gail Turner	Judge needed first	No judge yet

Votes and decisions

Decision	How decided	Result
Buy a shared backdrop and light stand kit, up to $180	Show of hands, 14 for, 3 against, 1 abstained	Approved
Each member can enter up to 3 prints in the exhibition	General agreement	Agreed
Raise the guest fee from $0 to $5	Discussed, no vote	Back on the agenda in January

Program notes

Arjun Shah (member) on night sky photography: settings, finding dark sites near Millbrook. Several people asked for a night shoot. See ideas for later.

Ideas for later

A night sky shoot at Harlow Lake in the spring (Arjun).
Joint meeting with the high school photo club (Carla).

Action items

Item	Owner	Due
Order the backdrop kit	Ed Novak	Nov 13
Email members for 3 more hanging-day volunteers	Ben Ashford	Nov 9
Ask two more people to judge the spring competition	Gail Turner	Dec 2
Remind the 15 unpaid members about dues	Ed Novak	Nov 11

Millbrook Camera Club and its members are a fictional sample.

Best forHobby, sports, book, garden, photography and student clubs, and their officers

Meeting length60 to 90 minutes, with business kept to the first 20 to 30

SectionsNew members, treasurer and dues, upcoming events and volunteers, votes, program, ideas for later, action items

FormatsGoogle Docs, Word, Notion, Markdown

What to write in each section

Attendance and new members

Count members and guests and write down new members' names so someone can follow up. A sign-in sheet at the door does most of this for you.

Treasurer and dues

The balance, how many members have paid dues, and any spending since last time. Clubs live on dues, so the number of paid members is worth recording every month.

Upcoming events

One row per event: date, lead, volunteers needed and status. An event without a named lead isn't really happening yet, so mark it.

"Photo walk Nov 14, lead Rosa, 2 of 3 volunteers" beats "Rosa said she'd sort the walk."

Votes and decisions

Write what was decided and how (show of hands, count, or general agreement). Spending club money should always have a recorded vote.

Program notes

A line or two on the talk or activity and who led it. Handy when you plan next year and want to know what drew a crowd.

Ideas for later

Good suggestions that came up but weren't on the agenda. Parking them here keeps the meeting moving and the idea doesn't get lost.

When to use this template

Business drags on and the guest speaker starts 40 minutes late.
The same three members end up doing every event because nobody writes down who signed up.
You're the new club secretary and the club has never kept notes.

Questions people ask

Does a small club need to follow Robert's Rules?: Only if your bylaws say so. Most small clubs do fine with a simple agenda, a show of hands for votes and a written note of the result. The one habit worth keeping from formal rules is recording every vote that spends club money.
How do you keep the business part of a club meeting short?: Put the program at a fixed time on the agenda and start it then, even if business isn't finished. Officers can share reports by email beforehand, and anything that needs a long discussion can go to a smaller group that reports back next month. There's more on timing each item in how to write a meeting agenda.
How do you get more club members to volunteer?: Ask for specific jobs with a time attached, like "two people to hang prints on Dec 5 from 10 to noon", instead of "we need help with the exhibition." Write the names in the notes and send them out, so people know who's already doing what.

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