MeetingChecklist

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

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:

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:

May NOT be the speaker of the day
Participate in the setup crew
Informs the host as they depart the meeting.
Read http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2008/June/Articles/SergeantatArms.aspx for more ideas on how to create a welcoming environment.

Note:

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

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

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.

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.