This page outlines the duties of the meeting Chairperson.

Summary of the Chairperson role

• Organises and manages the meeting.
• Confirms the speakers rostered for that night.
• Confirms the speech evaluators.
• Confirms the other meeting roles e.g. Grammarian, Timekeeper.
• Prepares the agenda.
• Introduces a theme for the meeting.
• Keeps the meeting running to time.
• Ensure the venue is left clean and tidy at the end of the meeting.

Before the meeting

• One week before the meeting email Club members to remind them of their scheduled role.
• If speakers are not available ask for volunteer speakers.
• Contact the VP Education if no speakers are available. They may be able to run a Club educational session.
• Check and arrange for any special equipment required by any of the speakers.
• All members (except those with speaking roles) are responsible for organising their own replacements. They should tell the chairperson of the replacement.
• Prepare the agenda. Use the template in the Meeting Resources section. Allow time for speaker introduction as well as speech.
• Allow one minute extra on each item (for example allow eight minutes for a seven minute speech).
• Select a meeting theme.
• Email the final agenda to Club members.
• Print or photocopy at least 20 copies of the agenda.

Before people arrive

• Arrive at least 20 minutes before the start of the meeting.
• Set up chairs, visitors book and chairperson table.
• Help the meeting Host greet any guests.
• Place an agenda on each chair for people to pick up on arrival.

At the start of the meeting

• Start the meeting on time.
• Greet everyone and introduce the theme of the meeting.
• Outline any last minute changes to the meeting agenda.
• Give a general overview of the meeting including number of speakers.

During the meeting

• Manage the flow of the meeting
• Provide continuity between speakers.
• Lead the applause between speakers.
• Keep an eye on the time. Ensure that the meeting is progressing through the agenda as planned.

After the break

• Restart the meeting on time.

At the end of the meeting

• Help farewell guests.
• Help make sure that the room is left clean and tidy.