As the Sergeant at Arms in Toastmasters, you are instrumental in ensuring the smooth setup of the meeting. Your responsibilities include preparing the meeting space and facilitating a positive atmosphere. Your attention to detail and warm introduction create a sense of community among members and guests. Right before the meeting the role can get quite busy, so do not hesitate to delegate and ask for help.

Guidelines:

Prior to the Meeting:

1. Printing Agendas:
   • Coordinate with the Toastmaster of the Day to determine if there are any last-minute role changes.
   • After confirming with the Toastmaster, please print agendas on your own (at home/work/copy center) on the day of the meeting. There is no printer in the meeting place.
   • Number of copies: 30
2. Digital Voting:
   • Set up digital voting with Slido (see below in resources).
3. Feedback Forms:
   • Print 3-5 feedback forms for each participant. See the template in the Resources below, or you can create one yourself (it can be as simple as a blank piece of paper)

Before the Meeting Starts:

1. Arrival Time:
   • Please arrive at 6:45 pm.
2. Collecting Club Signs and Keys:
   • Collect the club signs (4 laminated papers), two pairs of keys, and the TV accessories from the reception.
3. Placing Club Signs:
   • Place signs:
     • In front of the elevator.
     • On the main doors on the 5th floor.
     • In the corridor (with an arrow).
     • By the door of the meeting room 545/549.
4. Preparing the Meeting Room:
   • All ballots and other materials are in the locked cabinets: one in the kitchen and second in the corridor.
   • Place voting ballots, agendas, and name holders on the tables.
   • Place timekeeper instruments and the club banner in front of the room.
   • Place glasses and pitchers of cold water on the table.
   • Ensure proper ventilation.
   • Place the ring bell on the lectern.
   • Sit near the door to welcome late arrivals and help them be seated.
5. Opening the Main Floor Door:
   • Open the main door on the floor by pressing "00" on the phone each time someone calls.
6. Award Ribbons:
   • Prepare awards ribbons for the person who handles the Club Business & Awards part (usually the Club President, but recheck the agenda).

Right Before the Meeting Starts

1. ‼️ Please put the doorbell ringer on mute. There is a mobile number to call mentioned on the Club Signs, that people can call when they are late.
2. Close the door to the main meeting room. I.e. the door to the kitchen will be closed. This is the requirement of the building management.

Starting the Meeting:

1. Advise the Toastmaster:
   • Inform the Toastmaster of the Day when to start the meeting.