Editing MeetingChecklist

Jump to: navigation, search

Warning: You are not logged in.

Your IP address will be recorded in this page's edit history.
The edit can be undone. Please check the comparison below to verify that this is what you want to do, and then save the changes below to finish undoing the edit.
Latest revision Your text
Line 1: Line 1:
 
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 off mobiles phones, etc.)
+
* Do announcements (upcoming events, introduce current speaker, tell people to turn all mobiles phones off, 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.
* Wear a name tag.
+
* Wears 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.
* Wear a name tag.
+
* Wears a name tag
 
'''Note:'''
 
'''Note:'''
* May NOT be the speaker of the day
+
* May not be the speaker of the day
* Participate in the setup crew
+
* Is part of the setup crew
* Informs the host as they depart the meeting.
+
* Arrives no later than 10am
 +
* 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.
 
* 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 ==
 
== Duties of Setup Crew ==
* Arrive at venue at least 30 minutes early to being setup.
+
* Be present at 9:30am
* Setup of food table (if needed).
+
* Setup of food table
* Setup of room furniture (if needed).
+
* Setup of room furniture
* Post WPLUG signs to lead people to event room(s).
+
* Hanging of signs by the entrances
* 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 ==
Line 51: Line 62:
 
* 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 Members ==
+
== Expectations of Veterans ==
 
* Be friendly and mingle if so inclined
 
* Be friendly and mingle if so inclined
* Show new comers around the building
+
* Show new comers the water cooler and restrooms
* 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 is a dues paying member of WPLUG
+
* This is anyone who's been to a WPLUG meeting before
  
== Doughnut/Bagel Coordinator ==
+
== Duties of the Donut/Bagel Gopher ==
* List yourself as the "Doughnut/Bagel Coordinator" on the event wiki page AT LEAST 24 hours before the event.
+
* List yourself as Gopher 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.
 

Please note that all contributions to WPLUG may be edited, altered, or removed by other contributors. If you do not want your writing to be edited mercilessly, then do not submit it here.
You are also promising us that you wrote this yourself, or copied it from a public domain or similar free resource (see WPLUG:Copyrights for details). Do not submit copyrighted work without permission!

Cancel | Editing help (opens in new window)