Club
Role - Chairman
The
following is a guide for preparing and running a normal meeting
(not a contest or special meeting).
From
the programme, check that all roles are assigned. The roles to be
filled are:
General
Evaluator
Speeches - usually two
Speech Evaluators (for the two speeches)
Table Topics Master
Table Topics Evaluator
Grammarian
Timekeeper
ASA (2 or 3)
Before
the meeting call each person with a role to confirm their participation.
It is usually good to talk to the speakers before the weekend so
that any replacement required has extra time to prepare a speech.
Otherwise Sunday night is a good time to confirm the other roles.
If someone cannot perform their assigned role it is their responsibility
(not the Chairman's) to find and advise the Chairman of the replacement.
However do not rely on this happening.
It
is imperative that you confirm with the two main speakers of the
morning the amount of time they each need. It could be lights at
4,5,6 minutes through to 10,11,12. minutes for some advanced speeches.
Confirm if the overhead projector or other equipment or special
Room layout is required by speakers..
Prepare
an agenda. This typical agenda is a useful
starting point. Note that extra time has been added for the transition
between speakers.
It
is usual to print this as a handout at the meeting (run off up to
20 copies) although other methods could be used e.g. whiteboard
or flip chart. Consider also emailing a copy to members before the
meeting to view who is speaking.
On
the morning of the meeting, arrive early (10 to 15 minutes) to ensure
everything is going smoothly and to improvise changes where needed
to ensure a fun and productive meeting. Ensure that any special
props or overhead projector are available if needed.
Check
that key people have arrived and delegate tasks if necessary. You
or one of the ASA's must have the key to access the building (you
need to turn off the alarm if arriving before 6.30am).
Start
the meeting at 7.00 am sharp and guide the meeting through your
programme. Keep an eye on the time to ensure an 8:00 to 8:15 am
finish.
Lead
the clapping to welcoming members to the front of the room.
Facilitate
the transition between speakers with linking comments.
Top
|
