This page outlines the duties of the meeting Host.

Summary of the Meeting Host role:

• Hosts the evenings meeting and provides support for the Chairperson.
• Ensures the venue is set up before the meeting.
• Confirms any special equipment for speeches is available.
• Welcomes guests and records contact details in the visitor’s book.
• Looks after guests during the meeting and supper break.
• Provides supper for the break (milk, tea, coffee, biscuits).
• Checks the venue is left clean and tidy after the meeting.
• Turns lights off and locks doors.

Before the meeting

• Buy milk to bring to the meeting.

Before people arrive

• Arrive at least 15 minutes before start of meeting.
• Arrange the chairs into rows. Leave an aisle down the middle of the floor.
• Assemble any special equipment needed by speakers.
• Get equipment boxes from cupboard in kitchen.
• Hang up Club banner on wall.
• Arrange visitor’s book, pen and name tags by the door.
• Place charter certificate and Chairperson’s gavel on Chairperson desk.
• Unpack and test Timekeeper’s lights.
• In the kitchen set out tea, coffee, milo, sugar, milk, cups, and biscuits.
• Tell the Club committee if supplies are low.

At the start of the meeting

• Greet guests at door.
• Invite guests to enter their contact details in the visitor’s book.
• Hand out member name tags to those who have them.

During the supper break

• Bring the hot water kettle to the supper table.
• Unwrap biscuits and serve the supper.
• Ensure that guests are being looked after.

At the end of the meeting

• Farewell guests.
• Tidy venue and restack chairs.
• Pack up the equipment box (including Timekeeper lights and name tags).