VisionCircle

Initiator's Kit

Setting up the initial introductory meeting

3.1 Purpose of meeting

The purpose of the initial introductory meeting is to:

Convey information about the VisionCircle concept
Answer questions that potential members may have that help them determine their interest
Probe the level of interest to join or build a VisionCircle
Establish credibility of the VisionCircle Movement for meeting participants through the attendance of a presenter authorised by the VisionCircle Foundation

3.2 Time of day

There are no strict guidelines when the initial introductory meeting should be held. The time chosen to conduct the meeting should:

Enable the greatest number of interested people to attend;
Provide enough time for the presenter to impart his/her information (typically approximately 30 minutes as a minimum)
Provide enough time for the participants to ask and have answered their questions (typically approximately 60-90 minutes)

Total meeting time should therefore be given as two hours.

If scheduling a breakfast meeting, be aware that it will be difficult for people to organise themselves and get to the chosen venue on time.

Lunchtime meetings can be scheduled around lunch but are disruptive and last-minute work commitments can prevent people being punctual or forcing early departures or even no-shows. This type of session is not recommended.

Evening sessions are optimal provided ample notice is provided, An early start, such as 5.30pm to 6.30pm will inevitably mean that some people will be late due to work or family commitments. If you don't plan to provide food or have access to it, people may get restless around 8.00pm without food.

Meetings scheduled to start from 7.00pm to 8.00pm should have some sort of food facility available or be structured around a meal. This takes the pressure to finish early and "forces" people to remain for the meal – generally longer than two hours. It also establishes a more informal and open atmosphere. This approach is recommended but be mindful of the guidelines in the section related to food and beverages.

The principal guideline here is to establish a time that best suits the people who you have invited to attend.

3.3 Time of week

Generally, weekend introductory meetings are difficult because the level of personal "sacrifice" is too great. If sessions must be conducted on weekends, then Sunday night is optimal.

Monday to Thursday evenings seem to suit most people provided ample notice is provided.

Be prepared however, that a single day or time will almost never suit everyone. Therefore you may need to organise with the VisionCircle Foundation for some one-on-one or "lounge room" presentations for those unable to attend your chosen date/time.

3.4 Choosing the location

The key requirement is to select a location that suits most of your invited people so that you make it as easy as possible for people to participate. People are generally unwilling to travel significant distances for something with which they aren't entirely familiar.

The first step is to list all invitees' addresses. Then plot their locations on a wall map. Estimate a central point for the majority of the invitees. Identify the area within 1-2 kilometres of the central point. You now have a focus for the venue of the meeting.

Some of the considerations to think about in choosing a location are:

Parking for those driving
Public transport for those using it
House numbers of chosen venue – how hard is it to find
Security and access if a corporate or organisation location is chosen

3.5 Choosing ambience and type of venue

It is hard to set hard and fast rules for the type of venue because circumstances vary enormously.

The best rule here relates to what is required for a successful meeting, which can be summarises as follows:

You need an area where your invitees and presenter can sit comfortably;
You need privacy where people can talk and where softly-spoken people can be heard or where people with accents can more easily be heard clearly;
You need privacy so that you aren't disturbed during the presentation or discussion;
You need access to conveniences and bathroom facilities.

Using these criteria, one might find a restaurant, company meeting room, public meeting area, private home, and a range of other venues that may suit. Some tips:

Do not choose a restaurant unless you have a private area, and even then, make sure the public or staff won't disturb you on the way to the conveniences or kitchens;
Remember that some people have aversions (dietary, culturally and personal preference) to certain types of restaurants so choose one that is reasonably "neutral" with a wide choice of meals. Either that or check with invitees that your choice is suitable before confirming the venue.
If the venue is a private home, make sure all family members agree to the meeting and agree to avoid noises and distractions and to answer the phone promptly. TV should not be audible in the meeting area.
If your home is located in an area that is not "central" to most of the invitees or is hard to find (particularly at night), then choose another venue. Some invitees might get stressed in having to find the location or getting home after the meeting. Taxi are OK for some, but expensive for others.
Wherever possible, avoid venues that may impact perceptions of invitees. As an example and in light of the preference to develop a diverse group of members, choosing a meeting room within, say, a religious building may create a certain perception or attitude. This perception (as incorrect as it may be) may be detrimental to your attempts to establish your Circle.

3.6 Food and beverages

If you organise a breakfast, lunch or dinner meeting, there are a number of guidelines that will help you to construct an effective introductory meeting:

All participants should pay for their own meals and be aware of this before arriving at the meeting;
Except where you have the initial meeting in a home and provide nibbles and soft drink to be hospitable, don't feel obliged that you need to feed everyone.
Remember that people have dietary preferences and restrictions. If your are inviting people to a meeting at a restaurant, or are arranging any type of food for them, then it is common courtesy to ask if they have any major dietary requirements. Most people will be able to accommodate most common requirements, but this does not apply to all people. Some of the most common requirements include vegetarian, vegan, gluten free, Halal, kosher, diabetic, and a range of other allergenic-based diets. You are not expected to cater for all of these requirements but you should let someone know because it may be important for them. You don't want someone coming to a meeting where a meal is to be provided only to find that there is little to nothing they can eat.
No everyone can afford restaurant meals. Although it is difficult to ask people how much they wish to spend on a meal, it is easier to choose a restaurant where choices are wide and prices are moderate. If you choose an expensive restaurant in order to "establish an image", as an example, you will be sending the message that this style (and price) of restaurant is the "standard" you will be setting. The may influence a person's decision to participate.
If you choose a restaurant, choose one that you have visited and where you have eaten in order to avoid "unpleasant surprises" related to quality of food or service.
Alcohol in moderation can be supplied but never in an "open bar" format – it's too easy to abuse.
If alcohol is provided, then the drinker should pay for his/her own alcohol
Please remember that alcohol consumption may offend some people, so if your invitees refuse an alcoholic drink, then respect their wishes.

3.7 Costs

Costs for the initial meeting should be allocated as follows:

Costs borne by the Initiator:

Cost of mailings and phone calls where undertaken
Where meeting is in a private home, then the cost of non-alcohol drinks and nibbles
Hire of room where required but should be unnecessary

Costs borne by invitees:

Cost of the meal if at a restaurant
Cost of getting to and from meeting place

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