2. 15 Minutes Before

  • SAA (and crew) arrives and begins setting up the room (use your SAA Checklist). This includes:
    • Arranging tables, desks, chairs, etc.
    • Adjusting climate controls, lighting, and sound.
    • Setting up banner and ribbons.
    • Setting out ballots/evaluation forms.
    • Setting out timer's materials (flags/light, stopwatch, timer counter sheet).
    • Setting out WAG materials (WotD, WAG counter sheet)
    • Setting out any other worksheets the club uses.
    • Setting out name badges.
    • Setting out role cheat sheets.
    • Setting up lectern (if club has one).
    • Sets out the gavel.
    • Posting directional guide signs (if needed).
  • Members begin arriving.
    • If any key role holders are going to be late, they need to notify the Toastmaster so they can make substitutions.
  • Toastmaster arrives and sets out agendas.
    • The detail agenda and speaker introductions should be kept up front.
  • Greet any guests, have them sign the guestbook, and give them a New Guest Packet if it's their first time at the club.
  • The VPE brings the sign up sheet and begins passing it around.
  • At the meeting start time, the presiding officer opens the meeting using the gavel.