4-H Meetings

Tips for planning and handling your first 4-H meeting.

Designing the First 4-H Meeting


To involve all members in making decisions; including activities, goals, and project(s).  Plan for the meeting prior to your first 4-H group meeting, set the time, date, and place.  You and your co-leader also should think about the following details prior to the first meeting:

  • How often will the club meet and what are the meeting times?
  • Should members be notified of each subsequent meeting? If so, how?
  • How should members notify the leader if they cannot attend the meeting?
  • Does the leader need contributions from members to cover things such as refreshments?
  • How will financial arrangements be handled for the project?  Be prepared to estimate the cost.
  • Plan to have each member be responsible for something during the club year.
  • Think of ways to involve all members.  Do something different at each meeting to make it fun.
  • Members will be making many of these decisions and will need your guidance and suggestions.

Involve Parents Early

  • Invite parents to the first meeting.  They need to be informed directly about the 4-H leader's expectations and what decisions the group had made regarding the project.  Ask parents to sign up and take turns attending the meetings.  It is important that you have another adult present.

Discuss 4-H Projects

  • Discuss suitable projects with members to generate ideas about what they want to do and learn.  Use information from this discussion to organize future club meetings in a logical sequence (project work sessions, field trips, guest speakers, etc.).  Refer to the Pennsylvania 4-H Publications Guide.

Develop an Outline for the First Meeting

  • 10 Minutes - Get acquainted activity.  An example would be having members spell out their first and last names diagonally on a sheet of paper and then write a word that begins with each letter that reminds them of something they want to do in 4-H this year.  After five minutes, have them pair off and share their lists with each other. Below is a sample of what your first meeting agenda could look like:
Col 1 Col 2
5 minutes
4-H pledge and 4-H background
10 minutes
 Introduction to the project; completion of members' enrollments
10 minutes
 Roles and responsibilities of members, leaders and parents
5 minutes
 Leader's guideline and ground rules
15 minutes
Ideas generated about projects that members will take this year
15 minutes
 Group decision making on what members want to do/achieve during the year
5 minutes
 Review of assignments and plans for next meeting
15 minutes
 Recreation and refreshments

Plan Future Meetings

When planning future meetings, remember to include one or more of the following

  • Recreation
  • Learning exercise about 4-H
  • New skill related to the project
  • Leadership experience
  • Updates on county activities
  • Member presentation

Conducting Club Meetings

  • A key to a successful 4-H meeting is planning.  Identifying what will be included at the meeting and who will be responsible for each part of the meeting is very important.  Officers, a planning committee, or teen leaders could assist with developing a meeting agenda and recruiting different people to carry out the various tasks.

Additional Resources available from your Extension Educator:

  • The ABC's of Planning your 4-H Club Programs
  • Pennsylvania 4-H Leader's Program Planning Workbook
  • Handbook for Organizational Leaders
  • Handout for Parents of 4-H'ers