From discussions it is clear that virtually every Export Club has experienced difficulties at one time or another in retaining existing members and attracting new members.

Although there is no easy solution, those clubs which experience success in creating and retaining interest are organised by innovative and enterprising Committees.

The various role of a Committee are outlined below:

CHAIRMAN

• The role of the Chairman is recognised as a figurehead appointment, with the success of meetings and attendance responding to the Chairman’s lead.
  
• Wherever possible the Chairman should be, or has been, an active Exporter. 
  
• The Vice-Chairman, also an active exporter, is likely to be called on frequently to step in when the Chairman is overseas on business.
  
• The Chairman should have clear objectives for the Club and stimulate innovative ideas.
  
• The Chairman should be a good ‘meeter and greeter’. It is important that he/she is free to spend time with both the members and visiting speakers before and after the meeting.
  
• The Chairman should know his membership. By this, he should know the members personally, have a good overview of the sectors represented, types of businesses, and the exporting experiences of members.
  
• The Chairmen needs to be a long-term thinker.
  
• The Chairman should know enough of the Speaker's topic and background to ensure an interesting introduction, plus helpful questions to maintain the momentum of questions during and after the presentations.

SECRETARY / CO-ORDINATOR

The Secretary or Co-ordinator is very much the linchpin of any Club. It need not be an over-taxing position if the operational requirements are spread across a number of willing hands. Duties will include the following:

• Keeping a minute record of Committee meetings and decisions.
  
• Corresponding with speakers and sponsors.
  
• Assisting the Chairman in ensuring all organisational matters are carried out to high standards.
  
• Co-ordinating arrangements for Club meetings and workshops.
  
• Contacting members prior to each meeting to encourage and boost attendance.
  
• Liaising with other officers of the Club, particularly the Press and PR Officer, and organising Committee meetings (in consultations with the Chairman).
  
• Identifying dates for future meetings - avoid local school and business holidays
  
• Identifying export related topics and good speakers.
  
• Securing good speakers.
  
• Maintaining a membership record.
  
• Maintaining an attendance record.
  
• Ensuring notice of meetings is sent to members in good time

THE COMMITTEE

The support role of an active Committee is also vitally important, with volunteers assuming responsibility for a variety of additional tasks. All Committee members should be prepared to accept at least one task to ensure the smoth running of the Club. The following are some suggestions:

COMMITTEE MEETINGS

Meetings should ideally take place quarterly, and a practical suggestion is to convene prior to the main Club meeting. This will keep Committee requirements to a relative minimum.

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