NOTES FOR GUIDANCE OF OFFICERS AT
BREAKFAST MEETINGS.

 The smooth running and success of our breakfast meetings, is to a certain degree, dependent on the input of the members responsible for organisational details on the morning.

 ·         For general information and to help newer members, the following expectations apply. Please check your Bulletin (there is a link to the website for duties and colour group) and/or if you are asked to help out, carefully note your duties.

·          If you can't make it, the onus is on YOU to arrange a replacement. Just ring and ask someone to stand in for you - there are plenty of willing helpers. Phone numbers are available on the membership list on our website, which is up-dated from time to time by our Webmaster, Bill Pavey, who is also the contact person.

 

List of duties:

  1. Equipment
  2. Registration
  3. Welcome badges
  4. Host and introduce Guest Speaker
  5. Sergeant at arms
  6. Toast to another Rotary club
  7. Vote of Thanks

 EQUIPMENT (responsibility of the appropriate colour group)

 ·         If you are rostered for equipment, you should arrive first at 6.40am or before in order to prepare for our 7 am start.

·           Place the Rotary meeting sign/stand outside the meeting venue entrance.

·           Place and display the membership badges case on a small table at the entrance to the venue.

·           Arrange banner and flag displays; place rostrum and microphone in position; display the Rotary Charter; display the photo of the Queen

·         Set up laptop, projector and screen (if required)

·         At the registration table:

o    put out the registration sheets

o   visitors' book

o   dinner meeting sign

o   petty cash tin

o   biros

o   make-up cards

o   visitors' cards and any other necessary stationery.

·         On the Head Table:

o   heads and tails equipment

o   raffle barrel

o    lucky door prizes

o    Heads and Tails prizes

o    dinner gong

o    guest speaker's gift

·          Place 1 sheet per table of the words of "Rotary Grace" and the
 " Rotary 4 way Test” (this will be of assistance to any guests/visitors).

 

REGISTRATION (BREAKFAST FEES $15 PER PERSON INC.)

 ·         Our meeting is advertised as starting at 7 am, therefore you should be there and ready to start by say, no later than 6.45 am.

·         Check the change float in the petty cash tin;

o   On the registration sheet enter details for payment

o   Attendance

o   Apologies

o   Visitors

o   reports and guests

o   write out make-up cards

o   and visitors' name badges as necessary

·         Balance the money received against attendance records and hand to treasurer.

·         Complete the attendance sheet and place same at official table for Chairman/President.

 WELCOME/BADGES

 ·         This is a most important function. Ideally, the person on duty should attend at 6.40 am and remain at the entrance near the table where badges are available.

·          Besides the usual cheery greeting and handing out of badges to members, any visitors, guests, or visiting Rotarians should be made to feel especially welcome

·         It is suggested that they be introduced to someone who should then - "take him or her under their wing" and introduce them around.

·         Ensure that guests/visitors are made aware of location of the refreshment area, toilets, seating arrangements etc.

·         Arrange with selected members for unaccompanied guests to be seated at the dining table and generally make them welcome. This is an area where we can obtain recognition for being a warm and friendly club.

  

HOST AND INTRODUCE GUEST SPEAKER

·         Preferably, you should contact the guest speaker prior to the meeting to introduce yourself, give directions to the venue if required, and ascertain any special requirements.

·         Check if laptop and projector/screen is required (advise President if laptop and projector/screen is required).

·         Ask the speaker for brief background information to help you with your introduction.

·         You should arrive by 6.40 am to greet the guest speaker. The role involves the usual welcoming and introduction to President and members, the offer of refreshments, explanation of seating and meals procedures, plus ensuring that any special requirements are met regarding, for example, - lighting; slides; TV presentations; microphone; lectern suitability; glass of water etc.

·         If presenting slides test presentation on laptop/projector.

·         Show them the toilets, the lectern, and advise them of the general format and protocol of the meeting; e.g. allow a maximum of say 15-20 minutes for the talk, plus maximum of 5 minutes for questions. Indicate when they will be called on for their address; if they are prepared to answer questions etc. (e.g. Speak at 7.30 am. Questions at 7.50 am)

·         Check for any prepared information handouts for person doing introduction, or for notes suitable for the Bulletin.

·         Important: any handout material should be distributed after, rather than during the talk, to ensure interest is not diverted.)

·         Ensure that person responsible for the vote of thanks has sufficient information about the speaker and subject and that the usual gift is available and at hand.

 SERGEANT AT ARMS

.

  • The Rotary Manual of Procedures states that the Sergeant should ensure the correct procedures are followed and should assist the President as required.
  • To ask a question or make a point, members should raise a hand and await recognition from the head table, rather than engage in random calling out from around the room.
  • The Parkwood Rotary Club appoints a different Sergeant at Arms each week and he/she should wear the Sergeant’s Red Jacket and appropriate Badge.
  • The Sergeant at arms is responsible for calling the meeting to order promptly at 7 am. and the introduction of President.
  • Other responsibilities of the Sergeant include; conducting the fine sessions, including brags and cross fines; conducting the Heads and Tails competition; arranging numbering off and drawing of the lucky door prize (refer to the agenda).

 

TOAST TO ANOTHER CLUB.

 

  • If rostered for this duty, the member should stand, ask everyone if they have a drink for the toast and wait a few minutes if necessary.
  • Give a brief summary of the activities etc. of the club being toasted.
  • While standing, the member then asks other members to rise and then proposes a toast to the other club and asks members to join in the toast.

 

VOTE OF THANKS

 ·         As a guide, if you are called on to move the vote of thanks, it is suggested that you make brief comments, perhaps on any highlights; thank the speaker for attendance; present the gift (which is on the head table); then invite members to join applause.

·          Remember that the focus must be on the speaker, so don't deliver a speech yourself; add comments of your own on the subject; or make remarks that will in anyway detract from the speaker's presentation.

·         (Stand up straight - speak out loud - sit down quick).

  

PLEASE NOTE ALL MEMBERS ARE EXPECTED TO HELP WITH EQUIPMENT AT THE END OF THE MEETING.

 

 

 

11 August 2010