5.15pm in time to set up before regular meeting.

Plus after the close of the meeting

 

 

Set up attendance table.

Place name badges so members can recover them as they arrive.

Arrange placemats on each table. Put out plates, utensils, etc on end of bench to left of servery.

Set up lectern and join 2 tables to create a top table. Data projector turned on by remote in draw and HDMI cable ready for speaker’s computer.

Place sergeant’s paraphernalia on top table (shrapnel box, fines box, raffle numbers, bell and hammer). Microphone to be placed by lectern.

Turn on sound system in right cupboard, turn on 3 power switches.

Place Presidents paraphernalia on top table (chain of office).

Place blind banner by top table behind lectern.

After the meeting return all equipment, including name badge box where you found it in cupboard. Venue should be left as it was found.

 

Name badges

Rotary Banner

Lectern

Placemats

Dinner plates, utensils

 

 

Turn as many lights off as possible, turn off heating.

Last one out lock bollards and shut outside door

5-5.15pm in time to assist with set up before regular meeting.

 

 

Set up bar - sell drinks - clear up afterwards & restock for next week.

 

 

Key to Bar fridge is in top left pigeon hole.

Glassware in cupboards out back by pigeon holes, only in right cupboard.

Display name of Duty Manager and licence

Serve at bar before meeting from 5.30pm.

Serve members after business sessions and before meal.

Place empty bottles in recycling bins.

Return unused and part used bottles to fridge. Reds to cupboard out back

Stock up fridge for following meeting.

 

 

 

Glassware (wineglasses) 

Return any unused drinks to fridge or cupboard and lock fridge.

 

 

 

Before meeting.

 

 

Welcome speaker - introduce to President and Club.

 

 

Be in time to welcome the evening's speaker.

Introduce to President.

Ensure they are set up for any PowerPoint presentation they have with them - ask if they have a USB to use (IT duty person will take over setting up IT equipment).

Confirm that talk should be about 20 minutes with 10 minutes for questions.

Provide with drink from bar (Club pays for this).

Help guest socialise with members once set up.

Sit with guest for the meeting at the top table.

Introduce the speaker to the club with brevity.

If you have looked them up on Dr Google before the meeting make sure you have the right person.

 

 

 

After Speaker

 

 

Thank speaker and present with small token of appreciation (if there is one).

 

 

Obtain thank you gift from Sergeant.

Thanks should be extremely brief and ask the club to show its appreciation.

 

During Meeting

 

 

A short speech or presentation with a focus on a Rotary Subject - particularly District or International

5-6 Minutes on how Rotary contributes outside of out immediate club which our club members may not know about.  – RI website is good place to go for research. (Happy for you to include a Power Point of short Video if needed). Club president happy to assist and advise as needed.

 

 

The topic may be requested from the president. If technology is needed it is important this is arranged and setup prior to meeting.

 

Follows regular meeting.

 

 

Wash and dry bar glassware.

 

 

Tables should clear glassware into kitchen.

Clear tables of crockery so caterer can wash.

Hand wash glasses and packed into boxes and return to back cupboard.

Provided in kitchen

Leave with those on equipment

5.20pm in time to welcome people as they arrive at venue – currently at Cambridge High Staff room

 

 

Welcome members and visitors alike.

 

 

Record attendance and apologies on attendance sheet.

Complete name cards for all visitors to wear and record names.

Record make ups and receive attendance cards.

Provide attendance cards to visiting Rotarians. Charge $23.50 for meal unless guest of a member.

Encourage members to buy raffle tickets.

Give President list of all visitors including member’s partners and visiting Rotarians. 

Prepare summary of attendance numbers.

Hand attendance sheet to treasurer for charging of meals.

 

 

 

Members Badges stored in cupboard meeting venue.

Raffle tickets and cash box stored in cupboard. Key to cupboard in top left pigeon hole at rear of staff room.

Attendance sheet received from attendance officer any time after midday on Wednesday.