As a delegate of your church to the Annual Meeting of the Maine Conference - United Church of Christ, your responsibility is to represent your church, to inform yourself on the issues which will come before the Annual Meeting and to share that information with the members of your church both before and after the Annual Meeting.  Go to the meeting with the needs of your church in the forefront of your mind. Unless the by-laws of your church bind you, you go to the meeting informed but not instructed.

Before the Annual Meeting:
    You will receive registration material from your church office. Your office has been asked to duplicate the registration form, official call, child/youth care information, housing materials, meals information, etc and all materials needing to be voted by the delegates.
    If you have not received this information please see your minister. This will be the only mailing you will receive from the Conference office other than registration confirmation.
This packet includes:
   - a tentative agenda
   - parliamentary hints
   - annual reports
   - other materials relating to annual meeting.
   - rules of order

How to prepare for annual meeting:
· Familiarize yourself with all duplicated materials and items in this packet.
· Study the proposed Conference budget and business items when you receive them.
· Take responsibility to see that a meeting of the delegation of your church is held. This should include your minister, the delegates and members of your church who may be serving on Commissions of the Conference. You may wish to discuss business items and/or the budget during the meeting.

At the Annual Meeting:
    Please read the instructions included in this packet regarding registration, so when you arrive you will know where to go to register.
    The Conference will do all it can to make you feel welcome. Many people will be on hand to help you or to answer questions.
    Be sure to wear your nametag at all times. It identifies you as a delegate/visitor and allows you into the dining room (if you’ve signed up for meals).

   Please study the parliamentary hints that will help you if you wish to speak on the floor of the meeting.
   Be sure to stand close to the microphone.
   Clearly state your name and your church.
   Speak to the issue. Try not to repeat what has already been said.
  Don't be afraid to ask questions. If something is bothering you, chances are it is bothering others as well.

Take advantage of the fellowship. Get acquainted with people from other churches and share with them.

After the Annual Meeting:
Your delegation may wish you to report to the church membership either at a meeting or at worship.
Invite questions.
Prepare an article for your newsletter to share highlights of the Annual Meeting with your congregation. Notify the governing board of your church (church council, parish committee, trustees) of the decisions, which were made.