Before the meeting
- Print a copy of the agenda to take with you.
- Arrive 45 minutes before the meeting. (Be sure you know which room the meeting will be held in.)
- Get the club’s supplies and the room key from our locker.
- Open the window to let some fresh air into the room, if needed.
- Arrange the room appropriately. Count on the attendees that you see on the agenda, plus three or four guests.
- Set out name tags of those who have said they will be attending (see agenda). Have some blank name tags on hand for guests to use, as well.
- Seat the evaluators on the left (if you arestanding in front, facing the audience).
- Seat the Timekeeper in the middle in the back.
- Seat the President, Toastmaster of the evening, General Evaluator, and Table Topic Master on the right.
- Distribute evaluation forms – at least one per scheduled speaker – at each seat. (Let the VPE know if these are running out, or print more yourself.)
- Hang our club’s banner in a prominent position.
- If any of the speakers need the projector, set it up and test it.
- Put our club’s sign (“Toastmasters Meets Here”) on the front door of the school.
- If the room has a whiteboard, put out whiteboard markers for the Word of the Day and for anyone else to use.
- If there is a whiteboard, hang our club’s progress charts on it with magnets. (There are three charts, found in the cardboard tube in the locker.)
- If guests are expected, prepare some materials for them, for example Toastmaster magazines.
- Every 3 to 4 weeks, display the advanced manuals that the club has in stock. This will allow members to see what the advanced manuals look like and get them thinking what they can do after they finish their CC/CL manuals.
After the meeting
- Collect and pack away name tags, charts, projector, unused evaluation forms, and all other materials.
- Retrieve the Toastmasters sign from the front door.
- Return the room to the condition you found it in. (Recruit others to help you, if they don’t volunteer.)
- Close windows, turn off the lights, and lock the door when you leave.
- Return our banner, bag, etc. to the locker. Put the key in there, as well.
Miscellaneous
Keep track of the materials (DVDs, etc.) in our club’s “library”. When members borrow material, ensure that we get it back.
Arrange for a substitute or assistant to do these things if you will not be attending the meeting, cannot be there in time to do it all yourself, or for any other reason wish to share the responsibility. Delegate!
(There is a Knowledge Base article for this role.)