Difference between revisions of "MeetingChecklist"
From WPLUG
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− | + | This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success. | |
+ | |||
+ | == Duties of Host == | ||
+ | * Being present at 9am to open the door. | ||
+ | * Recruit donut troll (usually done ahead of time) | ||
+ | * Recruit setup crew. | ||
+ | * Recruit co-hosts. | ||
+ | * Recruit pizza troll. | ||
+ | * Recruit tear down crew | ||
+ | * Delegate setup of food table | ||
+ | * Delegate setup of room furniture | ||
+ | * Delegate the hanging of signs by the entrances | ||
+ | * Delegate the task of fetching ice | ||
+ | * Delegate the task of cooling pop | ||
+ | * Delegate making coffee | ||
+ | * Delegate opening the door | ||
+ | * Delegate a/v help | ||
+ | * Provide a sign in sheet that asks for name, zip code, and comments | ||
+ | * Do announcements (upcoming events, introduce current speaker, tell people to turn their cell 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 | ||
+ | * Accept late pizza cash and place in cashbox | ||
+ | '''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 | ||
+ | |||
+ | == 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 Troll == | ||
+ | * Shows up at 10am with donuts | ||
+ | * Informs the host that they will be doing so at least 24 hours before the meeting |
Revision as of 00:42, 20 September 2008
This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.
Contents
Duties of Host
- Being present at 9am to open the door.
- Recruit donut troll (usually done ahead of time)
- Recruit setup crew.
- Recruit co-hosts.
- Recruit pizza troll.
- Recruit tear down crew
- Delegate setup of food table
- Delegate setup of room furniture
- Delegate the hanging of signs by the entrances
- Delegate the task of fetching ice
- Delegate the task of cooling pop
- Delegate making coffee
- Delegate opening the door
- Delegate a/v help
- Provide a sign in sheet that asks for name, zip code, and comments
- Do announcements (upcoming events, introduce current speaker, tell people to turn their cell 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
- Accept late pizza cash and place in cashbox
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
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 Troll
- Shows up at 10am with donuts
- Informs the host that they will be doing so at least 24 hours before the meeting