Club Role - Assistant Sergeant at Arms

There are a number of roles for the ASAs.

Ensure someone has the access key so that you can get into the building early to set up. Liaise with the Chairman of the day.

Arrive early!!

One located at the front door to facilitate entry and to activate the lift. Should the chairman arrive early get copies of the agenda and hand out to members arriving on ground floor. Stay down there till 7.05 to pick up those that arrive late i.e. after 7 am.

Make coffee and prepare breakfast trolley in the kitchen for approximately 20 people. Turn dishwasher on as per instructions displayed on the kitchen wall.

Lead setting up room. Co-opt others to help as they arrive.

Get the box of supplies and banner from corner cupboard. The overhead is usually kept in one of the other rooms.

Set up chairs, lights, banner and chairman's table. Allow seating for 15-20 people. Consult with chairman as needed.

Be at the door to welcome members and guest as they arrive.

Welcome guests and ask them to record their name and phone number in the visitor's book. Prepare a name label for them.

Make sure visitors have a support person to talk to, explain the meeting process and make feel welcome.

After the chairman opens the meeting, you maybe asked to announce and welcome guests. Use the visitor's book to help you do this.

As soon as the chairman breaks the meeting for breakfast, bring the coffee trolley into the room. After the break is finished either remove the trolley and empty the dishes etc in the kitchen dishwasher, or do this at the end of the meeting. Please leave the kitchen clean and tidy.

At meeting end, help reset the room to the standard layout/as it was before the meeting.

Return items to the storage cupboard.

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