How to SAA the RDG Way

1. What is the SAA?

The Sergeant at Arms (SAA) is often described as the "Chairs and Lights" person. There is more to it than that, of course, but managing the meeting space and club supplies are the primary tasks of the SAA, and it makes this office a good starting point for inexperienced Toastmasters.

In this lesson series, you'll learn about what the SAA is and what your common tasks are, some tips & tricks, and more.

2. SAA Roles & Responsibilities In-Depth

In this section, we'll go over SAA-specific responsibilities more comprehensively. In-depth treatment of tasks common to all officers will be covered elsewhere.

• Arranges room and equipment for each meeting before meeting starts
• Post directional signs
• Banner setup including ribbons

A good SAA arrives 10-15 minutes early to get the room setup so that it's ready to go. It helps to have a checklist on hand for this; a sample checklist is available in the resources section. A RDG SAA checks with the speakers and Toastmaster to see if any special setup needs to be performed, such as audio-visual, special table/chair arrangements, etc.

The resources section has some printable signs you should print on card stock and laminate. For clubs with hard-to-find rooms, these can make sure you get potential guests in. If a guest can't find your room the first time, it may be the last time they try coming to your club. You want your new guest experience to be as smooth as possible; remember that many of these people are already nervous about a new experience, especially when many are there to confront their fears of public speaking. Don't make it harder than it has to be for them, or they'll go elsewhere.

• Maintains all club equipment and materials
  
• Keeps club materials bag(s) organized

Many clubs have a supplies bag (or bags) that needs to be brought to the meeting, as well as a banner and award ribbons. You need to make sure this bag (or bags) are well-stocked and taken care of. If you know you can't make it to a meeting, you either need to get the supplies bag to someone who will, or have a backup bag.

Once a month (see the Month-by-Month guide), you should clean up and inventory your supplies, then make a request to the Treasurer for any needed items.

• Work with Treasurer to purchase supplies as needed
  

As mentioned with the previous point, if your club is running low on supplies (ribbons, ballots, etc.) make contact with the Treasurer to get more.

• Chairs the Social and Reception Committee
  

This is likely not something that currently exists at your club. Since you are generally the first person that arrives at the club, you are likely the first person to meet with guests. If you aren't available, you need some others that can be there in your stead. It's important to have at least one person that can greet guests and ensure their first time experience is a quality one.

• Arranges for food service at meal meetings
  

You may work with your committee for this, but otherwise this is your responsibility.

• Arranges special club meetings, such as awards banquets
  

Does the club need to secure a special venue? That's something you need to do. You should make a list of alternate venues that are available in your area that includes points of contact for each.

• Responsible for room tear down & clean up

The resources section has a sample checklist you can modify and use to make sure you and your team gets everything taken down. Often you're using a room that's donated, so making sure your members leave it clean helps make sure you can keep using it.

• If SAA cannot attend the meeting, arranges to hand off supplies to another officer
  

Mentioned above. Try to give as much advance notice as possible. Try to do something nice for those who consistently cover for you when needed. 

3. What's in it for me as an SAA?

Being an SAA can teach you skills and values such as:

• Meeting setup & logistics. Sometimes just being able to secure a meeting room is a challenge in itself.
• Working with committees. You'll need to work with the executive committee. 
• Event planning & coordination. You'll be integral to getting meetings setup and torn down.
• Personal accountability and integrity. You'll need to take responsibility for club supplies.
• Organization. Keeping the club supplies in order.
• Customer service. How are you making it easier for members and guests to enjoy the Toastmasters experience?

4. Your Two Week Startup Plan

Here's a sample list of what to get done in the month before your term starts that's specific to the SAA role. Don't forget the All Officers two week plan as well.

1. Take an inventory of club supplies and provide a report to the other officers. Ask the treasurer to order any needed items (e.g. ribbons, pins, ballots, etc.). 
   
2. Create a backup supplies bag if needed.
3. Create laminated directional signs and cheat sheets if needed (see the RDG TM Meetings course for samples).
4. If there isn't a list of alternate meeting spots with contact information, create one. This list should include the location's name, address, point of contact name, phone number, e-mail address, and website. If your club uses Easy Speak, you can give the list to the administrator so they can update the location list in the Club Control Panel.
5. Get to know your meeting room's contact. Let them know you and the president are the points of contact for your club.