MeetingChecklist

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Revision as of 00:42, 20 September 2008 by Vance (talk | contribs) (copied content of old meeting responsibilities page)
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This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.

Duties of Host

  • Being present at 9am to open the door.
  • Recruit donut troll (usually done ahead of time)
  • Recruit setup crew.
  • Recruit co-hosts.
  • Recruit pizza troll.
  • Recruit tear down crew
  • Delegate setup of food table
  • Delegate setup of room furniture
  • Delegate the hanging of signs by the entrances
  • Delegate the task of fetching ice
  • Delegate the task of cooling pop
  • Delegate making coffee
  • Delegate opening the door
  • Delegate a/v help
  • Provide a sign in sheet that asks for name, zip code, and comments
  • Do announcements (upcoming events, introduce current speaker, tell people to turn their cell phones off, etc.)
  • Take care of any needs of the speaker
  • Inventory consumable assets, make note if something is running low or missing
  • Write schedule on the whiteboard
  • Be vigilant and take action against any situation which may cause harm to the overall success of the meeting
  • Accept late pizza cash and place in cashbox

Note:

  • May not be the speaker of the day
  • Automatically part of the setup crew
  • Is responsible for holding a smooth and orderly meeting
  • Wears a name tag

Duties of Co-Host

  • Be vigilant and take action against any situation which may cause harm to the overall success of the meeting
  • Make sure people sign in
  • 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.
  • Accept late pizza cash and place in cashbox
  • Wears a name tag

Note:

  • May not be the speaker of the day
  • Does not necessarily need to be part of the setup crew
  • Arrives no later than 10am
  • Informs the host as they depart the meeting

Duties of Setup Crew

  • Be present at 9:30am
  • Setup of food table
  • Setup of room furniture
  • Hanging of signs by the entrances
  • Fetching ice
  • Refrigerating pop
  • Make coffee

Note:

  • May be someone who is new to WPLUG
  • 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

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

Expectations of Veterans

  • Be friendly and mingle if so inclined
  • Show new comers the water cooler and restrooms
  • Open the doors upon request
  • Sign in 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
  • This is anyone who's been to a WPLUG meeting before

Duties of the Donut Troll

  • Shows up at 10am with donuts
  • Informs the host that they will be doing so at least 24 hours before the meeting