Resources | How To...

When You’re the Sergeant at Arms

by Penny Post, DTM, PDG

1. Arrange room and equipment for each meeting.
2. You are in charge of managing the logistics of your Club’s meeting place. Make sure the room is reserved, and that the following tasks have been completed to prepare for the club meeting:
   • ____ Arrange tables and chairs
   • ____ Check room temperature
   • ____ Set up lectern at the front of the room
   • ____ Place gavel on lectern
   • ____ Hang club banner behind the lectern to the left or right
   • ____ 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 to the right or left where they are visible to the speaker
   • ____ Set guest book pen and name tags for guests on a table near the door
   • ____ Set out promotional brochures, Club Reference File, club bulletins, guest book, Toastmasters International Supply Catalog, order forms, TIPS, The Toastmaster magazine, Club charter and other materials on a table near the door
   • ____ Place ballots at each seat
   • ____ Display trophies, ribbons, buttons, etc. at the front of the room near the lectern so they are visible to the audience
3. Greet all guests and members at each meeting. Make sure new members and guests sit with experienced members. Have all guests sign the guest book, and give them name tags to wear for the meeting.
4. Arrange for food service at meal meetings. If breakfast, lunch, or dinner is usually served, you are in charge of the arrangements with restaurant management. If you don’t normally have a meal, you can supply snacks and coffee, tea or water, and arrange through the business meeting to have the club pay for it.
5. Collect ballots and tally votes for awards.
6. Maintain all Club materials and equipment between meetings.
7. Chair the Social and Reception Committee.
8. Attend and participate in Executive Committee meetings

* * *