The modern postage stamp meeting

Here’s a detailed plan for the modern postage stamp meeting to ensure a lively and engaging members’ evening. This meeting example assumes there are 20 members. Of course it can be held with fewer or more members. It is best to replace the letters in the diagram with the Membership numbers.

Meeting Plan: The Modern Postage Stamp Meeting


  • To enhance mutual communication among members.
  • To know what the other members of the association collect
  • To encourage future collaborations and meetings.


  • Approximately 20 members, including the board.

Example of this setup

  • Tables:  5 tables, with 4 members each.
  • Name tags: Each member brings a name tag. This can be a bid number stating the first name.


-1- Welcome and Introduction (10 minutes)

  • Host Introduction: Briefly introduce the purpose of the meeting and the evening’s agenda.

– 2- First Round of Introductions (20 minutes)

  • Groups: Members sit at their designated tables (4 per table)
  • Introduction: Each member takes about 2-3 minutes to introduce themselves and describe their collecting interests.
  • Discussion: Members engage in a brief discussion about their collections.
  • If necessary, make arrangements to bring interesting stamps to the next meeting.

-3- Group Rotation (5 minutes)

  • Movement: Members rotate to a new table.
  • New Groups: Ensure that members sit with different people in each round.

-4. Second Round of Introductions (20 minutes)

  • Groups: Members introduce themselves to the new group.
  • Discussion: Continue discussions about collecting interests and experiences.

-5. Break (10 minutes)

  • Refreshments: Light snacks and drinks provided.
  • – **Networking: Informal conversation and networking.

-6. Third Round of Introductions (20 minutes)

  • Groups: Final rotation to a new table.
  • Introduction and Discussion: Repeat the introduction and discussion process.

7. Wrap-up and Future Planning (15 minutes)

  • Feedback: Quick feedback session where members share their thoughts on the evening.
  • Next Steps**: Discuss potential themes or activities for future meetings.
  • Networking**: Encourage members to connect with each other after the meeting.



  • Tables and Chairs**: Arrange 5 tables with 4 chairs each.
  • Name Tags and Introduction Cards**: Prepare and distribute upon arrival.
  • Refreshments: Arrange for light snacks and drinks.
  • Materials: Provide pens and paper for note-taking.

Rotation Plan

  • Create a rotation schedule to ensure members meet different people in each round. Here’s a sample rotation plan:

| Round | Table 1 | Table 2 | Table 3 | Table 4 | Table 5 |
| 1 | Members A, B, C, D | Members E, F, G, H | Members I, J, K, L | Members M, N, O, P | Members Q, R, S, T |
| 2 | Members E, I, M, Q | Members A, J, N, R | Members B, F, K, S | Members C, G, O, T | Members D, H, L, P |
| 3 | Members J, N, R, T | Members B, K, O, Q | Members C, H, L, M | Members D, F, G, I | Members A, E, P, S |


Post-Meeting Communication

  • Email Summary: Send a summary of the meeting to all members, including any important points discussed and future meeting dates.
  • Contact List: Share a contact list (with permission) to facilitate further communication.

By following this plan, the modern postage stamp meeting should be interactive and effective in improving communication among members. The structured rotations ensure everyone gets to know multiple members, fostering a more connected and lively community.