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(Not to be confused with the leader. The Host/Hostess is primarily concerned with the physical surroundings and the comfort of the group)

What are guidelines about the meeting place?

You need to find a place to meet where everyone feels comfortable and with as few distractions as possible. These are some important guidelines:

1. Protected Space-

For the group to function well it must meet in a place where people feel safe. The room should not be too large or too small. People should not be walking through the space. People should not be able to look in at the group through a window or door.

2. Protected Time-

(this pertains more to the leader than the host/hostess, but the host/hostess is the one to make sure a space is available for the appropriate time and a clock/watch is on hand)

The leader is responsible to protect the time of the group. This means starting on time and ending on time. If for any reason there seems an urgent need for some people to continue talking past the designated closing time, take a break, which allows some to leave, and then continue with those who would rather stay. A timekeeper is handy. Have a timer or clock visible to the leader or assistant, so that closing thoughts can begin about ten minutes before the end of the time.

During group time, be conscious if one person seems to be going on too long and do something about it.

If you break up for small discussions, use a timer and keep within the time. For example say, we will break into groups and discuss this for five minutes. Then be sure to notify people when the time is up. Refreshments, if they are included, should be before or after, not during the group.

3. Seating-

As much as possible arrange chairs in a circle. This is so that everyone can see everyone else. Try to stay at the same eye level. Do not have objects in the middle that block the view of the people in the group. Leave an empty chair as a reminder that the group will grow.

4. Lighting-

Keep lighting low, but not too low. Everyone should be able to see the other faces clearly, not in silhouette. If you use candles, you may want to make a rule that only one designated person deals with the candles.

5. Protect the Group-

Make sure that the group is not interrupted by phone calls, TV or other intrusion.