Discussions at the annual conference concluded that if Export Clubs are to attract individuals to attend meetings regularly, and to retain members, there should be a minimum set of standards covering meetings and the operation of the Export Clubs. The following suggestions are made:

ARRANGING MEETINGS

• Stick with a ‘memorable’ date for meetings - e.g. 2nd Thursday of each month.
• Arrange a regular meeting programme
• Plan the content of the programme well in advance.
• Do not leave selection of speakers until the last minute. Contact speakers 3-6 months before the meeting.
• Review the programme quarterly.
• Send out calling notices, not only to members - too all businesses within your area with an interest in International trade, indicating not only the subject title and speaker’s name, but a brief synopsis of the topic and why it is of relevance to Exporters.
• Develop a recognised and structured meeting agenda.
• Keep meetings running to time.
• Issue a press release about 10 days before each meeting to the local Papers, Radio & TV stations, although it is recognised that TV exposure is very difficult to achieve.

VENUE

• The venue should be comfortable, with good facilities and easy access to parking.
• Be flexibile with the location in large catchment areas. This can help boost attendance.

FORMAT & SUBJECT MATTER

• Meetings should be held at a time that is considered preferred by members. Breakfast, lunch, afternoon, or evening meetings, whichever achieves the greatest attendance.
• A buffet either before or after the meeting will encourage networking and allow members to attend meetings straight after work.
• Select topical and interesting subjects of benefit to participating members.
• Maintain well presented and lively meetings.
• Encourage maximum inter-action between members.
• Create an opportunity for members to be invited to talk about their products or recent overseas visits.
• Highlight new or recent importing/exporting legislation.
• Always allow time for networking after the presentations.

THE COMMITTEE

• Appoint an active Committee, comprised mainly of active Exporters. This is a key point made time and again in questionnaires.
• The number on Committee needs to allow for the fact that exporters are frequently travelling. If the quorum is 6, the Committee probably needs to be between 10-12.
• The Committee should regularly seek guidance from the members - a quationnaire - on the subjects members would like to see on the agenda, as well as the location and format of meetings.
• Publish a Club Newsletter or introduce a Web-site.
• Seek to mainatin a  high level of membership, replacing lost members with new and potential Exporters.
• Operate under an ethical code of practice.
• Constantly assess the quality and value of meetings.
• Generate a membership list, including a description of each members products and services.
• Secure sufficient income to ensure the continuance fo the Club, through membership fees and/or sponsorship.
• Co-operate with other local and national organisations - partnerships (i.e. Chamber, IoE, LEC, Regional Council, etc.) to avoid duplication of effort and topics.
  

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