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--- wplug:organization:bylaws:meeting_checklist [2026/04/08 19:56] – created generaliroh
+++ wplug:organization:bylaws:meeting_checklist [2026/07/26 20:50] (current) – removed - external edit (Unknown date) 127.0.0.1
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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 [[http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2008/June/Articles/SergeantatArms.aspx|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.