(up-dated 4th June 2008)
THE ROTARY CLUB OF PARKWOOD.
NOTES FOR GUIDANCE OF OFFICERS AT DINNER MEETINGS.
· The smooth running and success of our dinner meetings, is to a certain degree, dependent on the input of the members responsible for organisational details on the night.
· For general information and to help newer members particularly, the following expectations apply. Please check your Bulletin 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 or contact your co-ordinator - there are plenty of willing helpers. Phone numbers are available on the membership list, which is up-dated from time to time by our Webmaster, Bill Pavey.
EQUIPMENT.
· If you are rostered for equipment, you should be first there - 5.45 PM would be the appropriate time to prepare for our 6 PM 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.
· At the registration table, put out the registration sheets, visitors' book, dinner meeting sign, petty cash tin, biros, make-up cards, and visitors' cards; and any other necessary stationery.
· Arrange banner and flag displays; place rostrum and microphone in position; display the Rotary Charter; display the photo of the Queen.
· Place raffle barrel, Heads and Tails equipment, lucky number prizes, Heads and Tails prizes, dinner Bell, gavel, and guest speaker's gift, on the head table.
· Place 1 sheet per table of the words of "Advance Australia Fair" and "Rotary Grace" (this will be of assistance to any guests/visitors).
REGISTRATION. (DINNER FEES $25 PER PERSON INC.)
· Our meeting is advertised as 6 for 6.30 PM, therefore you should be there and ready to start by 5.55 PM.
· Check the change float in the petty cash tin; enter details for payment, attendance, apologies, visitors, reports and guests, as appropriate, on the registration sheet; write out make-up cards 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.
ASSISTANT REGISTRATION.
· Attendance at 6 PM is appropriate. Generally assist with registration and with filling in make-up cards and visitors' name tags.
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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.
· Ask the speaker for brief background information to help you with your introduction.
· You should arrive by 6 PM to greet the guest speaker. The role involves the usual welcoming and introduction to President and members, the offer of refreshments, plus ensuring that any special requirements are met regarding, for example, - lighting; slides; TV presentations; microphone; lectern suitability; glass of water etc.
· Show them the toilets, the lectern, and advise them of the general format and protocol of the meeting; e.g. allow 15-20 minutes for the talk, plus maximum of 5 minutes for questions; when they will be called on for their address; if they are prepared to answer questions etc. (e.g. Speak at 7.25 PM. Questions at 7.50 PM)
· 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.
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; 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).
WELCOME/BADGES
· This is a most important function. Ideally, the person on duty should attend at 6 PM 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.
PLEASE NOTE ALL AVAILABLE MEMBERS ARE EXPECTED TO HELP WITH EQUIPMENT, PARTICULARLY AT THE END OF THE MEETING.