In the Youth Development team at the BGCA National Office, we have the INCREDIBLE Crystal Dixon, who is the BEST at creating supportive, comfortable, and thoughtful meeting spaces. I am thrilled today to host her on the ClubX Blog with some of her best tips for making sure that the environment will be inspiring for everyone in the room (and on screen!).
It is THAT time of year again! The autumn leaves are turning colors, swirling above our heads, and falling to blanket the ground beneath our feet with the satisfying crunch of the new season. The warmth and cheer of what many observe as the holidays is here, and the BEST thing is that the joy, generosity, and heaps of extra care and consideration are not limited to a few days on the calendar.
At the heart of every successful youth-centered program is a team that feels seen, valued, and energized. As an executive coordinator on BGCA’s Youth Development team, I’ve come to realize that hospitality isn’t just about food and décor, it’s about cultivating an atmosphere where collaboration feels like a joy, not a chore. A warm greeting, a thoughtful setup, and a spirit of inclusion can transform a routine meeting into a space of inspiration and connection. Recognizing our various cultures, practices, and preferences, let us share and bring forth the best of what and why we celebrate, no matter when we do it. Then we can carry those moments and the feelings of affirmation they bring with them into everyday interactions among our peers, leaders, Club members, families, caregivers, and everyone in between. It is also a great way to model the kinds of interactions we want staff to have with young people in Clubs!
One of the things I love most about my role is the opportunity to include personal touches of recognition in the various spaces we often occupy together. Whether it’s using the power of empathy and Google to help with ideas for a catered lunch that ensures everyone enjoys a delicious meal, preparing or decorating a meeting space with the attendees in mind, or imagining I am on the virtual side of a hybrid meeting while the majority of my team gets to sit next to one another in the same room, there’s something special about taking a little extra time to think ahead and “set the table” in a way that shows every person they belong and most importantly, that they are a key part of the success of the gathering.
Here are a few pro tips to keep in mind to not only lean into the spirit of the season but take it beyond December 31st into the next 365:
When planning a catering order, ask ahead about preferences and always include a few allergy-friendly options. Clearly labeled items for dietary accommodations are helpful! Ask each time in case meeting participants needs have changed. Also consider accommodations for smaller snacks or treats like baked goods or drinks.
Celebrate milestones and add small tokens of appreciation when appropriate to maximize impact. These should include both work milestones like anniversaries and achievements and also personal as appropriate (birthdays, degrees earned, etc.). Consider sending out a quick annual form to learn team member favorites like candy, color, or coffee orders so that small treats can feel personal.
Respect time by starting and ending meetings punctually and build in breaks for longer sessions. Build agendas and include in calendar invites, and quickly share the agenda at the start of the meeting. Meetings over three hours should include at least one 10-15 minute break (in a two hour meeting ask about halfway through if a 5-7 minute break would be helpful), but also consider adding elements to all agenda lengths that include some movement (writing ideas on a flip chart, moving to new seats to talk to others, quick guided stretch, etc.) to help with fatigue.
If your team includes some remote members with others together in a room, ensure virtual access is seamless, inclusive, and engaging; make it obvious to your remote team members that their presence is not an afterthought. Hybrid meetings require an extra level of thoughtfulness. Be sure that microphones are used so that online participants can hear questions or comments in the room, that facilitators check in with the virtual attendees throughout the meeting, and that someone is monitoring the virtual chat at all times. If there will be table discussions or other activities, specifically plan for how the virtual attendees will participate and be sure they are sent all the materials they need.
More than anything, show up for each other with grace, creativity, and a little Southern charm (regardless of where you may be located 😆).
After all, the best plans are made when people feel good about being in the room.
Want to learn more about hosting impactful trainings? The new BGCA Hosting a Training Guide is designed for both new and experienced facilitators and offers practical tips, tools, and step-by-step guidance to plan and deliver effective trainings. Boys & Girls Club staff can download it now on BGCA.net.
How do make training sessions or meetings great experiences for participants? What are your best tips for making sure that staff feel valued and supported? We want to hear! Comment below, on the BGCA Youth Development Facebook page, or email ClubXBlog@bgca.org.
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