Attendance Duty
Time: 5.25pm in time to welcome people as they arrive.
Duty: Welcome members and visitors alike.
How:
- 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.
- Sell raffle tickets.
- Give President list of all visitors including members partners and visiting Rotarians.
- Prepare summary of attendance numbers.
- Hand attendance sheet to treasurer for charging of meals.
- Hand cash to Treasurer for banking.
Materials:
- Members Badges stored in room by kitchen.
- Raffle tickets and cash box stored in cupboard beside Badge box.
- Attendance sheet received from person receiving apologies.
- Key (labelled 'General Use') for locked cupboards are in kitchen - second drawer next to sink facing into meeting room.
Welcome Duty
Time: 5.25pm in time to welcome people as they arrive.
Duty: Welcome members and visitors alike.
How:
- Stand by the entrance and greet everyone as they arrive (a great way to learn members names).
- Introduce the visitor to the President if possible (he/she may be otherwise engaged).
- Introduce the speaker to the person rostered to introduce them later in the evening. You will need to know who the speaker is and who is introducing them.
- Introduce other visitors to one or more members and ask them to host the visitor for the evening.
Materials:
- A handshake and a welcoming smile.
Equipment Duty
Time: 5-5.15pm in time to set up before regular meeting.
Plus after the close of the meeting
Duty:
- Set up attendance table.
- Storage is in the room next to the kitchen.
- Key (labelled 'General Use') for locked cupboards are in kitchen - second drawer next to sink facing into meeting room.
- Return equipment to storage after meeting.
How:
- Please make sure you unlock table wheels before moving them and lock when in place.
- Place name badge box in entry so members can recover them as they arrive.
- Place lectern at end of room opposite entrance.
- Place Sergeant's paraphernalia on table near lectern (shrapnel box, fines box, raffle numbers, bell and hammer, microphone).
- Place roll out banner(s) behind lectern.
- After the meeting return all equipment, including name badge box where you found it and lock cupboards.
- Tables are to be located around edge of room and chairs placed as per the plan in the kitchen.
Locking up:
- Ensure doors are locked (back door to outside bins; office door providing access for caterers).
- Ensure all lights and the air-conditioning system are turned off close front door and ensure locked.
IT Equipment Duty
Time: 5.30pm in time to set up before regular meeting.
Plus after the close of the meeting
Duty: Set up audio visual equipment and assist speaker use it.
How:
- Use control pad to lower projector screen and assist speaker to set up laptop for their presentation. Connecting cables are in drawer of small table by control pad.
- Place microphones on lectern for use by speakers. Microphones are stored kitchen cupboard above extractor fan. Push spring release to open
Bar Duty
Time: 5-5.15pm in time to set up before regular meeting.
Duty: Set up bar - sell drinks - clear up afterwards.
How:
- Unlock fridge using key in locked cupboard (key for this is ...)
- Serve at bar before meeting from 5.30pm (if members can wait that long!)
- Be familiar with our Host Responsibility Plan, found on club runner website.
- Use Blue-tac to secure Liquor Licence on wall near bar.
- Serve members after business sessions and before meal.
- Place empty bottles in recycling bins outside back door (turn right and place in correct bin).
- Bottle tops into receptacle provided (kiddney tin). Cardboard into recycling bin.
- Return unused and part used bottles to fridge along with float and lock.
- If using extra table ensure wheel locks are off before moving.
- The treasurer will collect proceeds of sale and leave float for next time.
- Place bar licence with float for next time.
- Wipe down all surfaces used in serving alcohol.
- Replace table where found (take wheel locks off before moving).
Materials:
- Drinks and float in metal cash box used by attendance then locked in cupboard.
- Key (labelled 'General Use') for locked cupboards are in kitchen - second drawer next to sink facing into meeting room.
- Glassware from fridges and/or kitchen cupboards.
Speaker Introduction
Time: Before meeting.
Duty: Welcome speaker introduce to President and Club.
Host speak for dinner obtain drink from bar (club's expense.)
How:
- 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. (See IT Equipment duty person.)
- 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.
- 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.
Thanking Speaker
Time: After Speaker
Duty: Thank speaker and present with small token of appreciation.
How:
- Obtain thank you gift from Sergeant.
- Thanks should be extremely brief and ask the club to show its appreciation.
Kitchen Duty
Time: Follows regular meeting.
Duty: Wipe down all tables and serving areas used by members and caterers.
Wash and dry bar glassware and store in cupboard or fridge.
Drain dishwasher(s) after use.
How:
- Tables should clear glassware into kitchen.
- Glasses are placed upside down on glass racks (they have prongs for fitting glasses over to help stabilise them during washing.
- Once Caterers are clear of kitchen use dishwashers to sterilse glassware.
- Read instructions for use of dishwasher on kitchen wall.
- Put glassware away. Clean and drain dishwashers as per instructions on kitchen wall. Turn off dishwasher.
- Dishwasher only takes about two minutes to clean and sterilise.