Running effective meetings helps your club stay organised, make decisions, and meet legal obligations. This guide explains the types of meetings your club may need, how to plan them, and what to report.

Plan your club’s meetings

Start by deciding:

• what types of meetings your club needs
• how often they’ll happen
• who will lead them
• how they’ll be recorded

Your constitution should outline meeting frequency and quorum requirements (the minimum number of people needed to make decisions).

Types of club meetings

Clubs usually hold a mix of formal and informal meetings. These may include:

• Annual General Meeting (AGM)
• Committee or board meetings
• Strategic planning sessions
• Policy and budget reviews
• Performance reviews
• Informal catch-ups

Set up an annual calendar to plan these in advance.

Annual General Meeting (AGM)

AGMs are held once a year, often when financial reports are due. They are a legal requirement for incorporated societies.

At your AGM, you should:

• highlight the club’s progress and achievements
• elect the board or committee for the next year
• discuss and vote on any changes to the constitution
• present and review financial accounts
• discuss future direction
• allow members to raise issues from the floor 

Committee and board meetings

These meetings help manage the day-to-day running of your club. Good practice is to meet monthly or at least quarterly.

Use these meetings to:

• review your operational plan
• discuss club business and decisions
• follow a set agenda
• record official minutes
• track progress and assign tasks

Strategic planning meetings

Strategic planning sets your club’s long-term direction. It helps guide funding, resources, and member engagement.

Your strategic plan should include:

• a vision or mission statement
• core business areas
• goals and objectives
• strategies and tasks to achieve them
• timelines and costs
• performance indicators
• priorities for action over 2 to 4 years

Operational planning

Your operational plan outlines short-term tasks (usually within 12 months) that support your strategic goals.

It helps guide:

• club members
• volunteers
• programmes and events

Record and report your meetings

Keep clear records of all formal meetings. This includes:

• agendas
• minutes
• decisions made
• actions assigned

Use these records to report back to members, funders, and regulatory bodies. 

Sport NZ resources

Make Meetings Count: Tools and templates for effective meetings

Committees, Roles and Meetings: Tips for running meetings

Planning for Clubs: Club planning guidance

Other helpful links

Citizens Advice Bureau: Guidance on formal meetings