General Meeting Planning Guidelines

A. At the monthly board meeting, the 3M PCC Board will consider a main topic suggestions. Only a high level idea of the topic is needed.

1. 1. Board decides if the topic is of interest to a broad number of people and can meet “presentation considerations” listed in step C below.

   2. Yes - Move to step B as a candidate topic for a monthly General meeting.

   3. No - Option 1 Contact someone (board or outside) to write an e-Bytes article on the topic and publish in the next issue. Option 2 Move to step B as a candidate topic for a Small meetings for Special Interest Topics (SIT).

B. Candidate topic.

1. Board may define some or all sub topics (next level of detail) of the main topic.

2. Board identifies who will present. If not a board member, The Program Coordinator or a designee will contact person or group after the board meeting and be the only contact with the board. The “presentation considerations” will be reviewed with the presenter if this has not already occurred.

3. Board assigns a date for presentation if a board member is presenting. Tentatively set date for non-board member.

4. Webmaster will update web site "Meetings" section.

5. Webmaster will send email to members before the meetings and also create future meeting slide used at general meeting.

6. The month before the meeting Communications Coordinator will promote in Stemwinder / emailing from Kris Hallis

C. Presenters Guideline

1. 3. 1. Presenter verifies if tentative date will work or suggests new date.

      2. Presenter considers time limitations (50 minutes maximum for a general meeting with one topic).

      3. Presenter will focus on relevancy of topic and sub topic.

Considerations:

1. 3. 3. 1. Broadness and variety of topic to be considered

         2. not too narrow in focus,

         3. not a hard sell of a particular product, service or website

      4. Use past club member annual survey data available on web site to understand interests mix of members.

      5. If non-board member presenter, work with the Program Coordinator ( or designee ) for any questions. Board member presenter can e-mail at any time other board members.

      6. Presenter can get and use old .PPT (Slides) and .Doc (Handouts) from past meetings. The Program Coordinator will contact the Webmaster for any of the files.

      7. Presenter updates the main topic and sub topics that will be covered (outline). Send updated outline back to Program Coordinator for board to review at next meeting (Go back to Step 1)

      8. Program Coordinator checks with Presenter to get permission to record the meeting. This is just the Audio and PC, and not a video of the presenter. Because most members cannot attend we would like to record.

      9. For the 2 projectors (with two screens) in the 275 Baltic Room room use 1024 x 768, they may not support any higher. If the Presenter needs higher they can bring a projector and project on one of the screens.

      10. Internet access is available in 275 by both Ethernet cable or Wireless. No changes for the 3M proxy server are needed. If a wireless connection is needed by a non 3M PC, then a special guest account and access can be setup, this is extra work for the Program Coordinator to setup.

D. Media updates

1. Presenter creates handout document. More than just print of slides. Should contain notes and links. Keep short. Usually 2-4 pages.

2. Presenter creates presenter slides. Time limit of about 50 minutes. Limit size and number of pictures and graphics so file size is not huge.

3. Presenter prints 40-50 copies of the handout for the meeting. If they can not print, contact the Program Coordinator who will arrange printing.

4. If the Presenter is from outside 3M, a couple of days before the meeting a current 3M Employee (assign someone at the board meeting) needs to send a note to Lobby275/US-Corporate/3M/US@3M-Corporate with the subject of "Outside 3M Access to 275 Badge" and list the date with the people and their company. Example below:

5. 2 days before the presentation the Presenter sends the Webmaster the handout document and slides so he can create PDF files. Send .PPT and .DOC files.

6. Day of the presentation the Webmaster will update and upload the handout and slides to the website .

7. Presenter should arrive at least 20 minutes early to get setup. Program Coordinator will help start the recording. Presentation takes place.

8. Program Coordinator will send Thank-You note to presenter(s) that are not board members.