BULDING THE FUTURE

Being a Delegate

Being chosen as a delegate for your organization gives you an ideal opportunity to learn more about your organization, to network with other delegates and to participate in decision making. To be an effective delegate and to get the most out of this opportunity, there are things you need to do before you go. As a delegate you have a responsibility to your organization to do the best job you can at the event.

Before You Go

Review the meeting material. Know the purpose, participation requirements and program for the formal meetings and other planned sessions.

Make note of the important issues to be discussed or debated. Begin by reading and reviewing any background or position papers and resolutions. Discuss all the issues with your local executive and membership. Know how they want you to vote. Gather any information or documentation that is needed to strengthen your group's point of view.

Check with the members to see if there are any recommendations for changes to any of the proposed resolutions or motions. Be prepared to voice these suggestions at the conference. Prepare a list of questions or points that you would like clarified. Ensure that you understand the rules of voting. If there are special credentials needed to vote, you should receive them with your registration package. If you aren't a voting delegate, there are still many responsibilities that you have to fulfill. Procedures for making presentations and taking part in discussions at the annual meeting should be outlined in the procedures for the meeting. Review the rules of order for conducting business.

If there are information sessions being presented, choose the topics that will benefit you and your organization in your operations. Be prepared by bringing the phone number for the executive of your local organization along with you. This can provide a good second opinion if an item needs a decision during the meeting and you need to consult someone at home.

It's good to leave a number where others can leave messages for you should they need to contact you at the meeting. Many organizations have policies and procedures that provide guidelines regarding the expenses that will be paid. All delegates should know how much financial support is available. Know which receipts and copies of bills are needed in order to be reimbursed.

At the Meeting

If a name tag is provided, wear it. At most conventions there are both delegates who have attended in the past and new delegates. Meeting new people is an important part of any convention and wearing a name tag makes it easier for you to meet others. Be punctual for sessions and meetings.

Sit where you can hear the speaker and practice good listening skills. We speak at a slower pace than we can think. Don't let your mind race ahead, wander or prejudge. Use your thinking time to consider how the speaker’s thoughts and ideas impact your organization and its activities in the future. Take notes.

There are often opportunities for questions following a presentation. Make notes of key points in order to raise questions or get further information. Always use the microphone if one is provided. If you wish to present a motion, check on the proper procedure required. A written copy of the motion should be given to the chair and the secretary.

If you wish to debate a motion that has been presented, write your speech in point form to ensure you are presenting a clear and concise argument either for or against the action. Organize these thoughts before you speak. Take copies of the presentations if they are available. For sessions that you don't attend, try to get any handout materials provided in those sessions.

Conferences provide an excellent opportunity to network. This is your chance to meet the key people in your large organization. Set a personal goal to meet these people. Take along materials from your organization that you can share with other delegates. Remember, some of the best ideas are shared during the informal and social parts of the meeting.

After the Meeting

If an action is required from your organization in regards to something that has happened at the meeting, inform your executive as soon as you return.

Prepare a written report on the convention and give your report to the membership at the first meeting following the convention.

Encourage the Next Delegate

As in all volunteer situations, you need to encourage other people to take on the delegate's role in the future. Share your enthusiasm, experience and knowledge with next year's delegates.

Summary

Being the delegate for your organization is an honor and an opportunity. It also carries with it, responsibilities. Enjoy the challenge of this opportunity and make the most of your delegation experience.