1.            Catering member or his/her representative to monitor meal service and ensure that Guest Speakers main fare is served in time to be consumed before the scheduled time to speak.  This may require some degree of flexibility with and by the Staff.  Meal service timings guidelines as follows:

6:35 or 7:05 - First Course service starts (if soup is first course, Presidents table served & cleared first & the main course served to Guest Speaker to ensure completion by him/her no later than 7:00 or 7:30)

6:55 or 7:25 - Second course service starts (See notes above if second course is main fare)

2.            Catering member or his/her representative to monitor arrivals and ensure additional seating is arranged for any extras as far as possible no later than 5 minutes into the meeting.

3.            Chair to manage activities in blocks to ensure completion within time frames noted.

4.            Should a particular Guest Speaker be holding members’ attention to a high degree, extension to his/her address and/or questions to be agreed by assent between Chair, President and Sergeant.

5.            Members are requested to keep private conversations to a minimum and sotto voce during all Club business and to not converse while the Guest Speaker is delivering their address.

6.           The Sergeant is to keep order and to quietly remind any members after the meeting if they have been at odds with the previous point to any great or continual degree.  Members so reminded are requested to take the comments in good spirit and remember that mutual respect is a key note of any meeting and particularly when Guests are being hosted.

7.            Chairs introduction of the Guest Speaker not to exceed two minutes and limited to a synopsis of any CV and/or other details provided concentrating on his/her relevant background and experience and the subject and perhaps its particular relevance to Rotary and/or the Club.

8.            Questions to Guest Speaker to be kept brief and to the point and should not indicate a personal opinion or criticism.

9.            Vote of Thanks not to exceed one minute and to be limited to the address and its relevance and not to offer any personal opinions or summary or comment.

10.         Notwithstanding any of the above points, it is expected that meetings will proceed with good fellowship and humour and members will participate in a lively and friendly manner whilst showing restraint, flexibility, tolerance and respect when and where necessary.

• The members rostered on Fellowship are responsible to ensure that everything required to facilitate the efficient conduct of the meeting is put in place before Registration commences at 6:00PM (or 6:30PM on scheduled Partners Evenings).  They work in partnership with the Registration team in putting out and recovering the various items
  

• The following items are required to be set up
• The Queens portrait and National Flag (the Flag "drapes" to the right)
• Lectern(s) and microphones (ensuring that the latter is tested and is working)
• AV equipment (requirement as advised and assisted by the Chair/Program Manager)
• Gong & gavel (at the President's table in proximity to the Sergeant)
• Sergeant's fines pots (at the President's table in proximity to the Sergeant)
• Raffle prizes and aids (at the President's table in proximity to the Chair)
• Guest Speakers token of appreciation (at the President's table in proximity to the Chair)
• Youth Exchange table flag display on the President's table
• Club Banner displays - about 5-6 on normal Club nights
• The Clock (on the hook near the door to the toilets)
• Members' Dinner badges - taken out of the box and arranged sequentially
• Visitors and make up cards
• Attendance sheets (with carbon inserts)
  

• Issue Dinner badges and guest cards as they welcome all attending the meeting.

• Ensure all visitors are welcomed and passed on to their hosts or, if no specific host is in attendance, to a suitable Rotarian to look after them for the evening.

• Manage the set up and operation of the Registration desk.

• Collect and record attendance and pass copies of the attendance sheet to the President and Attendance officer.

• Acquit all money received and pass the cash and Attendance sheet to the Treasurer.

• Keep a progressive tally of attendance for meals and advise the Catering Officer and/or kitchen of the progressive and final tally of meals required.

• Assist the Fellowship team with the recovery and securing of all items at the end of the meeting.
  

• Contact the speaker one week ahead and confirm availability, reception arrangements and any support required.  Advise the Program Manager of any AV or other equipment required and ensure that this is provided and is working.

• Obtain any additional information necessary for a brief effective introduction.  This includes background, experience and topic - including any particular relevance to the Club and/or Rotary.  Ensure that they are aware of the parameters of their role in the meeting (20 mins speaking and 5 mins for questions).
  

• Meet, greet and host the Speaker before, during and after the meeting ensuring that introductions are made and that they are not left on their own at any stage. 

• Manage the questions segment with respect to time and relevance.

• Call on the rostered Rotarian to propose the Vote of Thanks and manage this if it gets too lengthy.
  

• Conclude the Guest Speakers segment in time to conduct the final procedures and hand back to the President in time to close the meeting in a timely fashion.