Western Pennsylvania Linux Users Group

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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 ======

  * Arrive at venue at least 30 minutes early to begin setup.
  * Be responsible for the time management of the meeting.
  * Do announcements (upcoming events, introduce current speaker, tell people to turn off mobile 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 ======

  * 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 [[https://www.toastmasters.org/magazine/magazine-issues/2022/feb/sergeant-at-arms|Sergeant at Arms Tips]] for more ideas on how to create a welcoming environment.

====== Duties of Setup Crew ======

  * Arrive at venue at least 30 minutes early to begin 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 ======

  * 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 ======

  * 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 ======

  * 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 ======

  * 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.