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− | This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.
| + | [http://www.wplug.org/pages/wplug-meeting Responsibilies document] |
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− | == Presiding Officer ==
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− | * The Chair or a board member appointment by The Chair who conducts the business at General User Meetings
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− | * Call the business meeting to order and adjournment
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− | * Calls on other board members and committee leads for their reports
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− | == Duties of Host ==
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− | * Arrive at venue at least 30 minutes early to being setup.
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− | * Be responsible for the time management of the meeting.
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− | * Do announcements (upcoming events, introduce current speaker, tell people to turn off mobiles phones, etc.)
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− | * Take care of any needs of the speaker and introduce the speaker
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− | * Inventory consumable assets, make note if something is running low or missing.
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− | * Post upcoming event schedule.
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− | * Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
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− | '''Note:'''
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− | * May NOT be the speaker of the day or the presiding officer.
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− | * Automatically part of the setup crew.
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− | * Is responsible for holding a smooth and orderly meeting.
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− | * Wear a name tag.
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− | == Duties of Co-Host ==
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− | * Arrive at venue at least 30 minutes early to begin setup.
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− | * Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
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− | * Welcome all guests.
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− | * Take attendance and submit the report to the Secretary or meeting scribe.
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− | * Make sure that host remembers all of the announcements.
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− | * Step in with the host's duties if the host needs to leave the room for a bit or forgets to do something.
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− | * Watch kitty. If it gets full empty it and give it to the Treasurer.
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− | * Wear a name tag.
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− | '''Note:'''
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− | * May NOT be the speaker of the day
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− | * Participate in the setup crew
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− | * Informs the host as they depart the meeting.
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− | * Read http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2008/June/Articles/SergeantatArms.aspx for more ideas on how to create a welcoming environment.
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− | == Duties of Setup Crew ==
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− | * Arrive at venue at least 30 minutes early to being setup.
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− | * Setup of food table (if needed).
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− | * Setup of room furniture (if needed).
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− | * Post WPLUG signs to lead people to event room(s).
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− | * Put cold beverages in the cooler
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− | * Make coffee
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− | '''Note:'''
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− | * May be someone who is new to WPLUG.
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− | * May be the speaker of the day.
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− | == Duties of the Tear-Down Crew ==
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− | * Clean up
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− | * Pack up
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− | * Because there are several eager people to help with tear down this task practically takes care of itself
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− | == Expectations of Members ==
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− | * Be friendly and mingle if so inclined
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− | * Show new comers around the building
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− | * Check in with the Co-Host and encourage others to do so
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− | * Be alert and report concerns to host or co-host
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− | * Wear a name tag if so inclined
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− | * Be an asset to the business meeting. Arrive promptly at 10:30 A.M. so that the board can achieve quorum.
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− | * This is anyone who is a dues paying member of WPLUG
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− | == Doughnut/Bagel Coordinator ==
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− | * List yourself as the "Doughnut/Bagel Coordinator" on the event wiki page AT LEAST 24 hours before the event.
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− | * Arrive at event at least 15 minutes early.
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− | * Provide receipt to host or other responsible party for reimbursement.
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− | * Check with ? to see if beverages (pop, coffee, coffee condiments or juice) need to be purchased.
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− | * 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.
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− | * Recent General User Meetings have been attended by 15 to 20 members and guests.
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− | == Duties of the Meal Coordinator ==
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− | * Collect money during announcements
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− | * Note special order requests, if any
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− | * Record the decision as what is ordered
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− | * Calculate the amount of food needed total cash needed for order and tip
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− | * Listen for the phone in case the food delivery person calls
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− | * Keeps track of ETA for food delivery
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− | * Meets the delivery person outside
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− | * Organizes beverages in a convenient proximity to where food will be served
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− | * Setup the food table as a buffet or deliver the items to who ordered them directly
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− | * Informs everyone that the buffet is open
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− | * Accepts late money and places gives it to the Treasurer (only do-able when setting up a buffet)
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− | * May not be the speaker of the day
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− | * Must be able to communicate directions to the meeting location
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− | '''Note:'''
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− | * Only needed for long meetings when the meal will take place at the meeting
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− | * 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.
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