Editing 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 ==
* 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.
* Wears a name tag
'''Note:'''
* May not be the speaker of the day
* Is part of the setup crew
* 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.

== 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.