Updated 20 02 20 RJ

Items in blue are provisional or subject to confirmation

This is a dynamic Club  document maintained on the Club website

Please note the dates you have been allocated in your diary. If, for any reason, you are unable to attend on the date(s), please arrange an exchange with another member and advise the Secretary as soon as possible.

Guidelines for Host duties are as follows:    The Visitor Host should arrive in good time to meet any visitors and ensure they are made welcome to the Club. Please arrange for all visitors to sign the Visitors Book. Information on the name(s), Club, and Rotary office of all visitors together with a note if they wish to say a few words or present a banner, should be passed to the President, before the meeting starts.

Visitors are expected to pay for their meals unless they have been invited as guests of the Club. Normally, visiting senior District officials are not expected to pay. If the visitor is a current President of another Club, our President may wish to invite the visitor to sit at the same table as himself.

The Visitor Host should ensure that newer members in the Club are also made welcome and are introduced to Club members.  The final duty is to encourage members to pay for their meals before going to the bar to avoid long queues prior to the start of the meeting.  Members should be encouraged to vacate the bar in good time to be seated to allow the meeting to start at 6.30 pm prompt.  The Visitor Host will also be asked to say a Grace before the meal.

The Speakers Host should also arrive in good time, say no later than 17.45, to meet the speaker for the evening, to introduce the speaker to the President and to get them to sign the Visitors Book. Visiting speakers are guests of the Club and do not pay for their meals.

The Speakers Host should advise the speaker of the procedures for the evening and ensure all facilities required are present and working. Please remind the speaker that their presentation should last for fifteen to twenty minutes and ask if they are prepared to answer questions at the end.  After the talk, the President will ask the Speakers Host to give a short vote of thanks and, at the end of the meeting, should assist the speaker to pack away any equipment or other material they have provided and escort the speaker from the building. 

See below for guideline for set up and door duty.

Guidelines for Door and Set Up duties are as follows. Read these and try to understand before you need to do the job.

Our intention is to project a positive welcoming well organised Club.

Arrive at the Club for 17.40. - There are videos on the Club web site, left hand drop down, that will assist in the set up of the various items, if in doubt view these.

The key to the downstairs cupboard should be left out by the hotel on the ‘door duty’ table, if it is not there ask the hotel.  The key will open the cupboard where you will find:

Attendance laptop : take to door duty table, plug in adaptor under the radiator and switch on.  You will be provided with a memory stick, in file explorer click on the stick and find ‘today’s’ date file – open this and use it for tonight.  Welcome each Member as they present to pay take their money and issue change,  Reconcile cash and pay hotel, number of members, speaker free / guests at cost to hotel (£13)  Advise hotel when paying how many meals to take from Club fund usually  1 speaker (ask secretary or other for assistance with this if unsure)

Once completed save to the stick and close down the computer.

Visitor Book: Ensure all visitors complete their details and President gets the details.

Club Pop Up Banners: Take care putting these up, just think how it goes together, they are sprung and will break if not securely erected.  If you are not tall enough – get help.

Portable PA system: take up and place on cabinet to rear of door duty table and plug into mains and switch on top knob. Ensure all other knobs are fully left.  Extend the ariel.  Switch on radio mike/s and set volume with top two knobs only, check with president that he is happy with volume.  After meeting Switch it off,  ariel down, Mike off, check they are all OFF. Return to cupboard.

Power for Projector: by the curtain there is a 4 way adaptor, make sure it is plugged in and switched on.

Projector: With the projector remote (the white one with lots of buttons) press the blue on switch while pointing at the projector.  The projector should start to have flashing lights.

Screen: With the screen remote (white with 2 buttons) press the down button pointing the remote behind the beam holding the screen close to the wall.  The screen should come down

Projector laptop bag (white) bring from the cupboard, take out laptop and open and plug in adaptor and switch on.  When booted up enter the password on the label on the laptop.  Now go to the bottom tray and find the projector app and click on this.  Give the computer a moment then click on the projector that has been found, then ‘Connect’

Now the computer screen should be seen on the big screen.  You can now get the memory stick from the speaker and plug into the laptop and the go into file explorer and click on the presentation which should appear on the screen.

After the meeting ;  Switch off all equipment and store as you found it, if any batteries have expired, replace them from the bag and get a replacement for next week.