MeetingChecklist

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

Duties of Host

• Arrive at event venue at least 30 minutes early to begin setup.
• If needed, recruit donut/bagel gopher.
• Recruit setup crew.
• Recruit co-host(s).
• Recruit clean-up crew.
• Delegate setup of food table.
• Delegate setup of room furniture.
• Delegate the hanging of signs by the entrances.
• Delegate making coffee.
• Delegate opening the door.
• Delegate A/V support.
• Provide a sign in sheet that asks for name, zip code, and comments.
• Do announcements (upcoming events, introduce current speaker, tell people to turn all mobiles 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.

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.
• Read http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2008/June/Articles/SergeantatArms.aspx for more ideas.

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/Bagel Gopher

• List yourself as Gopher 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.