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

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:

• 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.

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.