Role Objective

Ensure that club facilities are organised for each meeting and that meetings are called to order on time.

Description of Role

Unload the club's White Box (WB) and set up stopwatch and lights, Hospitality Desk (Visitor Book, Visitor Packs attendance sheet and badges), banner, lectern gavel and seating arrangements.

Use the gavel to call the meeting to order at 7:00am and at the end of the refreshment break. Repack equipment at meeting end. Occasionally organise rounding up of trophies and arrange for the engraving of same.

Preparation

Arrive at the meeting in time to carry out the above (literally, but it isn't too onerous), 6:40 works well.

Timing

See Preparation

Procedure

The exercise of setting up can be reduced to a fine art with a little practice. Making sure the Hospitality person sets up properly whilst they're still confusedly regretting swapping out of their PJ's is sometimes an issue.

Usually other early arrivers offer assistance. Similarly, the packing up at meeting end is usually assisted by late stayers.

If personpower is an issue refer to the Club President.

The trophy exercise should be conducted in October. Until recently it has been a mystery at award time as to <a> who won the contests in the current year and <b> who has the trophies from last year. Nowadays, the S@A has a record of these and a record is stored on the website resources page

Key points

• Setting up should be done early.

• A record should be kept of contests and awards so that the annual engraving is straightforward

Check List

Venue:

• Banner

• Gavel

• Speaker's aids

• Lectern

• Lights

• Seating

• Host Desk

  1. Attendance Register

  2. Badges

  3. Guest Packs

Desirable Outcome

The show should get on the road seamlessly and retire similarly.