I think Prism is correct, that your group's by-laws state that this annual meeting is required, and that this was part of the plan to get non-profit status. There are many reasons why even a small guild would want to be designated as a non-profit. One reason is that it enables donors to write off their donations to the group. I've belonged to a number of guilds in different areas, and all were involved in charitable works and had non-profit status. Even the smallest guild (fewer than 30 members) applied for this status and received it while I was a member. It was not expensive, required no lawyers, and was based on the quilt education that the guild provided to the community (teaching children to quilt, quilting workshops for adults, etc.) This guild also provided a large number of quilts to members of the community, but my point is that the non-profit status does not have to be based on making and giving away quilts; it can be based on other types of activities, and the real requirement is to show that the group has a purpose that does not include making a profit.