Host a Meeting Guidelines

Last updated: December 20, 2024

Hosting a quarterly Calpaca Membership Meeting is a fun way to interact with your alpaca community, promote your farm and alpacas, and a great opportunity to contribute to Calpaca. Learn more about hosting a meeting, think of what topics you would like to explore, and then submit the Interested in Hosting a Calpaca Meeting form at the bottom of this page. 
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The Calpaca Board of Directors has approved the following guidelines and suggests that all meeting hosts or those considering hosting a meeting become familiar with prior to committing themselves to host a meeting. The Board will attemp to schedule meetings in different geographic areas of the state. The Board of Directors will also try to accommodate all farms wishing to host regardless of size.

SCHEDULING THE MEETING. Calpaca quarterly meetings are scheduled for the second Saturday in February, May, August and November. Consider the time of year and your facility. 

FACILITIES. Calpaca meetings are typically recorded and zoomed to members who cannot attend. Be sure you have sufficient internet service for that purpose. If you don’t have the capability to provide zoom, the BOD will attempt to provide zoom capability. Also, be sure that you will have sufficient space for the meeting and sufficient parking for cars.  It may be possible to Zoom the meeting but have the educational program live at your ranch.

MEETING PROGRAM. The morning portion of the day, beginning at 10:00 am, is reserved for the Calpaca Quarterly Membership Meeting. The host’s responsibility for this time is to provide a welcome and housekeeping information. The business portion of the meeting typically concludes by noon when we break for lunch. It is the responsibility of the meeting host to develop a program for the afternoon. The program portion should be approximately 1 to 2 hours. We typically regroup after lunch at 1pm for the program. Arranging for guest speakers, providing the program yourself, or in collaboration with other member ranches is acceptable. The program must be educational in nature and should attempt to appeal or address the interest of our membership. If you need help on developing an educational program, feel free to seek help from the Education Committee.

ADVERTISING THE MEETING. The meeting host will provide all necessary information on the program, directions, etc. to both the Calpaca Connection editor and the Calpaca.org webmaster/s for promotion for the meeting. If you have difficulty doing this, contact a board member for assistance. Also, please send this to the Connection Editor well before the deadline for the issue prior to your meeting.

FOOD AND BEVERAGES FOR THE MEETING. It is up to the host to decide what arrangements will be made for a meal and drinks at the meeting. Potluck lunch, "brown bag" lunch, desserts or hosted lunch are all acceptable; however, any costs will be the responsibility of the host.

NAME TAGS. The meeting host should whenever possibly provide name tags and marker pens. A sign should be placed by name tags requesting that each attendee put their full name and ranch name on their tag, and the materials should be placed in a location to encourage all attendees to use a name tag.

FINANCIAL EXPENDITURES. Other costs the host to meet should consider: 
1.    Speakers(s): With prior approval, the BOD may authorize payment of a speaker fee and transportation  and lodging to a maximum amount of $500.  
2.    Audio/Visual Equipment: The BOD may authorize the rental of any necessary A/V equipment required for the program.
3.    Uncovered Expenses:  Renting of tents, awnings, tables, chairs or other equipment to accommodate the meeting attendees are specifically not authorized and not reimbursed by the BOD. Members are accustomed to bringing their own chairs for the meeting. If the host or ranch wishes to have an event that is coordinated with the Calpaca quarterly meeting, either the night before the meeting or the evening of the meeting, the costs for any coordinated event will be solely the responsibility of the event host or the ranch putting on the coordinated event.

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