Difference between revisions of "MeetingChecklist"
From WPLUG
Curlynoodle (Talk | contribs) (→Duties of Setup Crew) |
(Deleted misplaced edit that should have gone on 11Feb2012 installfest meeting page) |
||
(8 intermediate revisions by 3 users not shown) | |||
Line 7: | Line 7: | ||
== 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 | + | * 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 | * 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. | ||
Line 14: | Line 15: | ||
* 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 | + | * 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. |
== 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. |
'''Note:''' | '''Note:''' | ||
− | * May | + | * May NOT be the speaker of the day |
− | * | + | * Participate in the setup crew |
− | + | * Informs the host as they depart the meeting. | |
− | * 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. | ||
Line 45: | Line 46: | ||
* May be the speaker of the day. | * May be the speaker of the day. | ||
− | == Duties of the | + | == Duties of the Tear-Down Crew == |
* Clean up | * Clean up | ||
* Pack up | * Pack up | ||
Line 59: | Line 60: | ||
* This is anyone who is a dues paying member of WPLUG | * This is anyone who is a dues paying member of WPLUG | ||
− | == | + | == Doughnut/Bagel Coordinator == |
− | * List yourself as the " | + | * 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. | * 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 | + | * 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. | * 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 == | == Duties of the Meal Coordinator == |
Latest revision as of 16:11, 8 February 2012
This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.
Contents
Presiding Officer[edit]
- 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[edit]
- 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[edit]
- 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.
- 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.
- Wear a name tag.
Note:
- May NOT be the speaker of the day
- Participate in the setup crew
- 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[edit]
- 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[edit]
- 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[edit]
- 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[edit]
- 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[edit]
- 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.