MeetingChecklist: Difference between revisions

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This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.
This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.

== Presiding Officer ==
* The Chair or a board member appointment by The Chair who conducts the business at General User Meetings
* Call the business meeting to order and adjournment
* Calls on other board members and committee leads for their reports


== Duties of Host ==
== Duties of Host ==
* Arrive at venue at least 30 minutes early to being setup.
* Be responsible for the time management of the meeting.
* Be responsible for the time management of the meeting.
* Do announcements (upcoming events, introduce current speaker, tell people to turn all mobiles phones off, etc.)
* Do announcements (upcoming events, introduce current speaker, tell people to turn off mobiles phones, etc.)
* Take care of any needs of the speaker and introduce the speaker
* Take care of any needs of the speaker and introduce the speaker
* Inventory consumable assets, make note if something is running low or missing.
* Inventory consumable assets, make note if something is running low or missing.
* Post upcoming event schedule.
* Write schedule on the whiteboard.
* Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
* Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
'''Note:'''
'''Note:'''
* May not be the speaker of the day or the presiding officer.
* May NOT be the speaker of the day or the presiding officer.
* Automatically part of the setup crew.
* Automatically part of the setup crew.
* Is responsible for holding a smooth and orderly meeting.
* Is responsible for holding a smooth and orderly meeting.
* Wears a name tag.
* Wear a name tag.


== Duties of Co-Host ==
== Duties of Co-Host ==
* Arrive at venue at least 30 minutes early to begin setup.
* Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
* Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
* Welcome all guests.
* Welcome all guests.
* Take attendance and submit the report to the Secretary or meeting scribe
* Take attendance and submit the report to the Secretary or meeting scribe.
* Make sure that host remembers all of the announcements
* Make sure that host remembers all of the announcements.
* Step in with the host's duties if the host needs to leave the room for a bit or forgets to do something.
* Step in with the host's duties if the host needs to leave the room for a bit or forgets to do something.
* Watch kitty. If it gets full empty it and give it to the Treasurer.
* Watch kitty. If it gets full empty it and give it to the Treasurer.
* Wears a name tag
* Wear a name tag.
'''Note:'''
'''Note:'''
* May not be the speaker of the day
* May NOT be the speaker of the day
* Is part of the setup crew
* Participate in the setup crew
* Informs the host as they depart the meeting.
* Arrives no later than 10am
* Read http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2008/June/Articles/SergeantatArms.aspx for more ideas on how to create a welcoming environment.
* Informs the host as they depart the meeting


== Duties of Setup Crew ==
== Duties of Setup Crew ==
* Arrive at venue at least 30 minutes early to being setup.
* Be present at 9:30am
* Setup of food table
* Setup of food table (if needed).
* Setup of room furniture
* Setup of room furniture (if needed).
* Hanging of signs by the entrances
* Post WPLUG signs to lead people to event room(s).
* Put cold beverages in the cooler
* Fetching ice
* Refrigerating pop
* Make coffee
* Make coffee
'''Note:'''
'''Note:'''
* May be someone who is new to WPLUG
* May be someone who is new to WPLUG.
* May be the speaker of the day
* May be the speaker of the day.
* If anyone shows up at 9:30am they are automatically part of the setup crew meaning they must participate in the general setup of the event.

== Duties of the Pizza Troll ==
* Collect money during announcements
* Note special topping requests, if any
* Record toping wishes and make a decision as what to order
* Calculate the amount of pizza needed total cash needed for order and tip
* Listen for the phone in case the pizza delivery person calls
* Keeps track of ETA for pizza
* Meets the delivery person outside
* Retrieves the pop from the fridge
* Setup the pizza buffet
* Informs everyone that the pizza buffet is open
* Accepts late pizza money and places it in the cashbox
* May not be the speaker of the day
* Must be able to communicate directions to the meeting location


== Duties of the Tear-Down Crew ==
== Duties of the Tear-Down Crew ==
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* Because there are several eager people to help with tear down this task practically takes care of itself
* Because there are several eager people to help with tear down this task practically takes care of itself


== Expectations of Veterans ==
== Expectations of Members ==
* Be friendly and mingle if so inclined
* Be friendly and mingle if so inclined
* Show new comers the water cooler and restrooms
* Show new comers around the building
* Check in with the Co-Host and encourage others to do so
* Open the doors upon request
* Sign in and encourage others to do so
* Be alert and report concerns to host or co-host
* Be alert and report concerns to host or co-host
* Wear a name tag if so inclined
* Wear a name tag if so inclined
* Be an asset to the business meeting. Arrive promptly at 10:30 A.M. so that the board can achieve quorum.
* Be an asset
* This is anyone who's been to a WPLUG meeting before
* This is anyone who is a dues paying member of WPLUG


== Duties of the Donut/Bagel Gopher ==
== Doughnut/Bagel Coordinator ==
* List yourself as Gopher on the event wiki page AT LEAST 24 hours before the event.
* List yourself as the "Doughnut/Bagel Coordinator" on the event wiki page AT LEAST 24 hours before the event.
* Arrive at event at least 15 minutes early.
* Arrive at event at least 15 minutes early.
* Provide receipt to host or other responsible party for reimbursement.
* Provide receipt to host or other responsible party for reimbursement.
* Check with ? to see if beverages (pop, coffee, coffee condiments or juice) need to be purchased.
* Consider the time of the day when planning the menu. Items that have worked well are breakfast pastries, cake, hard boiled eggs, granola bars, chips, fruit, and candy.
* Recent General User Meetings have been attended by 15 to 20 members and guests.

== Duties of the Meal Coordinator ==
* Collect money during announcements
* Note special order requests, if any
* Record the decision as what is ordered
* Calculate the amount of food needed total cash needed for order and tip
* Listen for the phone in case the food delivery person calls
* Keeps track of ETA for food delivery
* Meets the delivery person outside
* Organizes beverages in a convenient proximity to where food will be served
* Setup the food table as a buffet or deliver the items to who ordered them directly
* Informs everyone that the buffet is open
* Accepts late money and places gives it to the Treasurer (only do-able when setting up a buffet)
* May not be the speaker of the day
* Must be able to communicate directions to the meeting location
'''Note:'''
* Only needed for long meetings when the meal will take place at the meeting
* The above directions give you an idea as to the work involved in getting food delivered. If you choose to get take-out or plan a pot luck, adjust the directions accordingly.

Latest revision as of 16:11, 8 February 2012

This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.

Presiding Officer

  • The Chair or a board member appointment by The Chair who conducts the business at General User Meetings
  • Call the business meeting to order and adjournment
  • Calls on other board members and committee leads for their reports

Duties of Host

  • Arrive at venue at least 30 minutes early to being setup.
  • Be responsible for the time management of the meeting.
  • Do announcements (upcoming events, introduce current speaker, tell people to turn off mobiles phones, etc.)
  • Take care of any needs of the speaker and introduce the speaker
  • Inventory consumable assets, make note if something is running low or missing.
  • Post upcoming event schedule.
  • Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.

Note:

  • May NOT be the speaker of the day or the presiding officer.
  • Automatically part of the setup crew.
  • Is responsible for holding a smooth and orderly meeting.
  • Wear a name tag.

Duties of Co-Host

  • Arrive at venue at least 30 minutes early to begin setup.
  • Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
  • Welcome all guests.
  • Take attendance and submit the report to the Secretary or meeting scribe.
  • Make sure that host remembers all of the announcements.
  • Step in with the host's duties if the host needs to leave the room for a bit or forgets to do something.
  • Watch kitty. If it gets full empty it and give it to the Treasurer.
  • Wear a name tag.

Note:

Duties of Setup Crew

  • Arrive at venue at least 30 minutes early to being setup.
  • Setup of food table (if needed).
  • Setup of room furniture (if needed).
  • Post WPLUG signs to lead people to event room(s).
  • Put cold beverages in the cooler
  • Make coffee

Note:

  • May be someone who is new to WPLUG.
  • May be the speaker of the day.

Duties of the Tear-Down Crew

  • Clean up
  • Pack up
  • Because there are several eager people to help with tear down this task practically takes care of itself

Expectations of Members

  • Be friendly and mingle if so inclined
  • Show new comers around the building
  • Check in with the Co-Host and encourage others to do so
  • Be alert and report concerns to host or co-host
  • Wear a name tag if so inclined
  • Be an asset to the business meeting. Arrive promptly at 10:30 A.M. so that the board can achieve quorum.
  • This is anyone who is a dues paying member of WPLUG

Doughnut/Bagel Coordinator

  • List yourself as the "Doughnut/Bagel Coordinator" on the event wiki page AT LEAST 24 hours before the event.
  • Arrive at event at least 15 minutes early.
  • Provide receipt to host or other responsible party for reimbursement.
  • Check with ? to see if beverages (pop, coffee, coffee condiments or juice) need to be purchased.
  • Consider the time of the day when planning the menu. Items that have worked well are breakfast pastries, cake, hard boiled eggs, granola bars, chips, fruit, and candy.
  • Recent General User Meetings have been attended by 15 to 20 members and guests.

Duties of the Meal Coordinator

  • Collect money during announcements
  • Note special order requests, if any
  • Record the decision as what is ordered
  • Calculate the amount of food needed total cash needed for order and tip
  • Listen for the phone in case the food delivery person calls
  • Keeps track of ETA for food delivery
  • Meets the delivery person outside
  • Organizes beverages in a convenient proximity to where food will be served
  • Setup the food table as a buffet or deliver the items to who ordered them directly
  • Informs everyone that the buffet is open
  • Accepts late money and places gives it to the Treasurer (only do-able when setting up a buffet)
  • May not be the speaker of the day
  • Must be able to communicate directions to the meeting location

Note:

  • Only needed for long meetings when the meal will take place at the meeting
  • The above directions give you an idea as to the work involved in getting food delivered. If you choose to get take-out or plan a pot luck, adjust the directions accordingly.