Collect All Necessary Background Materials

After settling on a discussion topic, it's time to assemble the materials that your advisory board members will require.
Given that this is the first meeting include a business plan and other essential materials, such as charts, graphs, and information sheets, that shed light on the discussion topic's background. Send a copy of these documents, along with a copy of the meeting agenda, to all advisory board members at least two weeks in advance, if possible.

Create the Agenda for the Meeting

A meeting agenda is nothing more than a summary of the topics discussed during the meeting and the amount of time allotted to each—establishing and adhering to a time plan in your agenda guarantees that your session does not become stale and stimulates on-topic discussion.

Prepare a Plan for Recording Meeting Minutes

Additionally, you'll want to make preparations for the meeting's minutes to be recorded. Avoid attempting this alone, as you must be able to participate fully through listening and contributing. If you do not have someone who can attend and act as secretary, request permission from your advisory board members to record the meeting.

Provide Refreshments

It's a beautiful idea to provide refreshments. Coffee, tea, water, juices, and nutritious snacks like fruit and muffins are always welcome to meetings. Following your first meeting, you'll feel guests' beverage and snack preferences and may organize accordingly for the subsequent discussion.

Attempt to relax

Above all, do not be concerned with your presentation. You're there to discuss your Company's vision and goals and solicit advice, not to amaze anyone with multimedia presentation effects and the like.
Your long-term goal is to develop a trusting working relationship with your advisory board members; thus, focus on ensuring that they leave the meeting feeling heard and have made a meaningful contribution to your Company's management—and looking forward to the next board meeting.

Step 6: Agenda Sample

Examine the sample agenda, which includes suggested tasks and notes to assist you in running an efficient meeting. Then print it and customize it to your specifications. You can paste it right into a Word, Excel, or similar document by selecting, copying, and pasting the content.
If your meeting occurs in the morning, the time immediately following adjournment is ideal for taking your advisory board members out to lunch (mainly if snacks were not offered during the meeting). Bear in mind that the session is done and that lunch should be primarily a social event.