1. Guidelines Best Practice 2023

Welcome
• As the members arrive the monthly registration form will need to be completed by each
person attending the meeting – a volunteer can be at a table to assist with this. New members
will have the membership form to fill in on the first meeting they attend, one form for each
person - there may be time at the beginning for this or it can be finished later in the evening
as is appropriate on the night.
• As the meeting is opened give a welcome and aims of the meeting for that evening if needed,
introduce yourself.
• Reiterate the aim of the charity.
*To support anyone who has been affected by Head and Neck Cancer. We are here to listen
and maybe answer all those unanswered questions you still have. We cannot give you medical
advice, but we can tell you where to find it.
• If there are new members explain how the meeting will run to allay and fears and concerns.
• The atmosphere in the meeting should be positive and fun whilst showing genuine concern
for their needs and challenges. Laughter is the best medicine.
Health & Safety
• Check if everyone has signed the register-it will be needed if there is a fire alarm, and the
building needs to be evacuated as group led you will need to check that everyone has made it
to the assembly point
• Run through the fire evacuation procedure for the venue.
• Give/remind of directions to drinks and toilet facilities.
• Remind people to be respect other guests in the venue when leaving.
Announcements
• Remind guests to sign up for the mobile phone App, Community Platform, Whats App Group.
• Highlight the display table and offer samples to take as they need.
• Quick summary of past events especially fundraising totals.
• Upcoming events if any, have leaflets and ask the attendees to spread the word - if volunteers
are needed for the event someone may offer.
• Promote the Annual Head and Neck Cancer Conference at every meeting.
• Remind attendees to fill out the suggestion form if they have any ideas.
Guest Speaker
• Introduce the speaker and invite them to take the floor.
• If the speaker will take questions advise that that will happen after the presentation r in open
session at the end
Split Discussion (Patients & Caregivers)
• Introduce the split discussion if needed to help new members understand the reason behind it.
• This should begin at approximately 19:45 to allow 30mins of time for the group to split into
patients and caregivers separately, this is to allow the freedom of speech and the flow of honest
discussion in the two groups.
• If there is only one caregiver at the meeting clearly this will not be possible – if there are two
caregiverx from separate patients still offer the split discussion session.
Doc 1 *Updated: 12 th January 2023 cc
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