SERGEANT-AT-ARMS FUNCTION
The Sergeant at Arms (SAA) is responsible for maintaining Club properties, arranging the meeting room, and welcoming members and guests at each meeting. Remember, you are the first person visitors will meet when they enter the room! See the full Toastmasters Officer manual for details. If you are the elected SAA, form a committee to assist you and back you up if you cannot attend a meeting.
Arrange the Room and Equipment for Each Meeting:
* Arrive at least 20 minutes before the meeting begins
* Arrange the tables and chairs
* Help the speakers using special equipment set up
* Set up the lectern at the front of the room
* Place the gavel on the lectern
* Hang the Club banner behind the lectern to the right (stage left).
* Display the national flag at the front of the room to the left of the lectern
* Set up timing lights toward the rear of the room, near the electrical outlet, where they are visible to the speaker
* Set the guest book, pen, and nametags on the table near the door
* Place ballots, evaluation forms, and agendas on tables
* Display trophies, and ribbons in front of the lectern
Greet Guests and Members at Each Meeting:
Stand or sit by the door and remain there until the meeting begins. Smile and welcome everyone as they enter. Pay special attention to guests and new members and arrange for them to sit with experienced Toastmasters. Have all guests sign the guest book.
Ensure the Meeting Starts on Time:
Make sure that everyone is seated and ready to start the meeting at the appointed time. The Toastmaster of the day will indicate when to close the doors, a minute or two before the meeting start time.
Collect Ballots and Tally Votes for Awards:
When members have marked their ballots, collect them and count the votes for each award (Best Table Topics, Speaker and Evaluator). Place the results by the trophies.
After the Meeting:
* Replace all club items in the club box
* Return the room to its original configuration and state of cleanliness
* Pickup and reuse any unused ballot slips
* Check the number of evaluation slips and ballots and make copies if required
Inventory:
Inventory the number of basic and advanced manuals, new member pins, officer pins, ribbons, and request treasurer to order more from TM headquarters.
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