When you are appointed as Chairperson at our Club's meeting, where a guest speaker is involved, the following procedure should apply.
The following sheet SHOULD, be supplied to you, at least 14 days prior to the meeting, by a member of the Program committee.
Rotary Club of Glenorchy
Guest Speaker:
Subject:
Date of meeting:
You have been selected as the Chairperson, for the above meeting to be held at the Croatian Club, on the abovementioned date.
The following is a check-list, which will enable both the guest speaker and yourself in preparation for the night.
Contact Guest Speaker - Phone number:
( Provided by Program Committee )
Obtain current CV etc., either by electronic means or post.
Establish the speaker knows the location and time of meeting.
Does he/ she require transport.
Any aids required on night, i.e. Screen, Powerpionts, Projector, Sound,
Chairs, Tables etc.
Explain to speaker details of meeting, i.e. Procedure of our meeting, Grace, Loyal Toast etc.
Should they require aids for their presentation, it is your responsibility to arrange, by contacting the Croatian Club, or arranging with another Rotarian.
If you cannot obtain equipment required, contact Guest Speaker and they will have to make other arrangements.
Should you have problems contacting the speaker, please contact me.
Arrive no later than 6.15pm for the meeting. introduce yourself to the guest speaker, introduce to other Rotarians, including the President and entertain until meeting starts.
Ensure you have a gift for the Guest Speaker. This should be provided by the Sergeant At Arms.
Explain details of his address
Introduced to meeting - 7.20pm
Close Presentation - 7.45pm
Questions : Taken through you as Chairperson ( No more than 5 minutes, otherwise they can speak with speaker after the meeting )
Presentation: Explain a small presentation will be made and to REMAIN at the podium.
If there is no clock available arrange a signal at 7.43pm with Sergeant at Arms, to advise speaker there is 2 minutes remaining.
Remain with them until they leave the premises and assist with removal of any equipment.
Make the presentation of our Club, as professional as possible.
Yours in Rotary
John Kingston
( President )