Difference between revisions of "MeetingChecklist"

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(Duties of Host)
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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 event venue at least 30 minutes early to begin setup.
+
* Arrive at venue at least 30 minutes early to being setup.
* If needed, recruit donut/bagel gopher.
+
* Be responsible for the time management of the meeting.
* Recruit setup crew.
+
* Do announcements (upcoming events, introduce current speaker, tell people to turn off mobiles phones, etc.)
* Recruit co-host(s).
+
* Take care of any needs of the speaker and introduce the speaker
* Recruit clean-up crew.
+
* Delegate setup of food table.
+
* Delegate setup of room furniture.
+
* Delegate the hanging of signs by the entrances.
+
* Delegate making coffee.
+
* Delegate opening the door.
+
* Delegate A/V support.
+
* Provide a sign in sheet that asks for name, zip code, and comments.
+
* Do announcements (upcoming events, introduce current speaker, tell people to turn all mobiles phones off, etc.)
+
* Take care of any needs of 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.
* Write schedule on the whiteboard.
+
* Post upcoming event schedule.
 
* 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.
+
* 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.
* Wears a name tag.
+
* Wear a name tag.
* Read http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2008/June/Articles/SergeantatArms.aspx for more ideas.
+
  
 
== Duties of Co-Host ==
 
== Duties of Co-Host ==
* Be vigilant and take action against any situation which may cause harm to the overall success of the meeting
+
* Arrive at venue at least 30 minutes early to begin setup.
* Make sure people sign in
+
* Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
* Make sure that host remembers all of the announcements
+
* 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.
 
* 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
+
* Watch kitty. If it gets full empty it and give it to the Treasurer.
* Wears a name tag
+
* Wear a name tag.
 
'''Note:'''
 
'''Note:'''
* May not be the speaker of the day
+
* May NOT be the speaker of the day
* Does not necessarily need to be part of the setup crew
+
* Participate in the setup crew
* Arrives no later than 10am
+
* 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.
  
 
== Duties of Setup Crew ==
 
== Duties of Setup Crew ==
* Be present at 9:30am
+
* Arrive at venue at least 30 minutes early to being setup.
* Setup of food table
+
* Setup of food table (if needed).
* Setup of room furniture
+
* Setup of room furniture (if needed).
* Hanging of signs by the entrances
+
* Post WPLUG signs to lead people to event room(s).
* Fetching ice
+
* Put cold beverages in the cooler
* 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 72: Line 51:
 
* 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 Veterans ==
+
== Expectations of Members ==
 
* Be friendly and mingle if so inclined
 
* Be friendly and mingle if so inclined
* Show new comers the water cooler and restrooms
+
* Show new comers around the building
* Open the doors upon request
+
* Check in with the Co-Host and encourage others to do so
* 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
+
* 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's been to a WPLUG meeting before
+
* This is anyone who is a dues paying member of WPLUG
  
== Duties of the Donut Troll ==
+
== Doughnut/Bagel Coordinator ==
* Shows up at 10am with donuts
+
* List yourself as the "Doughnut/Bagel Coordinator" on the event wiki page AT LEAST 24 hours before the event.
* Informs the host that they will be doing so at least 24 hours before the meeting
+
* 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.

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.

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:

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.