Sergeant at Arms

Sergeant at Arms – Terry Kelley and Joe Glenn

This is a big job, so Airpark Toastmasters has done the smart thing and found itself co-Sergeant at Arms!

The Sergeant at Arms has a very important job in the week-to-week running of a successful Toastmasters club, as they are responsible for maintaining all of the club properties, brining the necessary supplies to each meeting, setting up the meeting room, and welcoming members and guests at each meeting.

Outside of the Club Meeting

Maintain the club’s equipment in working order and, after every meeting, ensure that adequate supplies are available for the next meeting (e.g., evaluation forms, ballots, ribbons, visitor cards, etc.).
Ensure that the club’s stop watch is working properly, its battery is good, and that you are able to instruct the Timer on how to use it.
Check that the timinh lights are in working order. If one of the light bulbs burns out, it is your job to replace it before the next meeting.
Attend the club’s Officer meetings.
Attend district-sponsored Club Officer Training twice each year.
Arrange for assistance if necessary, and find a replacement if you are not able to attend a given meeting.
At the end of your term of office, prepare and train your successor.

In Preparation for Each Club Meeting

Confirm that the club’s membership list is up to date, and verify that you have contact information (including cell phone numbers) for each member.

At Each Club Meeting

Before Participants Arrive

Allow 30 minutes to arrange the room and the club’s properties and plan to be fully set up 15 minutes before the President calls the meeting to order.
Check the room temperature and adjust it, if necessary.
Arrange the club banner at the front of room.
Make sure the lectern is equipped with the gavel.
Lay out the ribbons for Best Speaker, Best Evaluator, and Best Table Topic. (Pay attnetion to the agenda to note if there will be special ribbons, such as Ice Breaker or Competent Communicator awarded at any given meeting.)
Provide each seat with evaluations, and ballots.
Near the entrance to the room, lay out the guest book, with a pen and blank name tents with markers.
Also lay out appropriate educational materials and Visitor Packets, which contain information about Toastmasters International, as well as info about our club, and – of course – an application.
Set up the timing lights.
If necessary, arrange tables and chairs appropriately.

As Participants Arrive

With room preparations completed, your job is to greet participants as they arrive. Stand by the door, and remain there until the meeting begins.

Greet each club member, guest, and Toastmaster visitor with a smile and a welcome.
Ask guests to sign the guest book and complete a Visitor Card.
Dispense name tags to each person, including guests.
Arrange for each guest to sit near a veteran member.
When distinguished guests (such as the Area Governor) visit, greet them and introduce them to the club President. (Expect a visit at least twice each year from your Area Governor, who will observe the meeting and talk with officers.)

During the Meeting

Prompt the President to be sure the meeting starts on time.
Remind participants to turn off all cell phones.
Sit near the door so you can greet latecomers, prevent unnecessary interruptions, and perform needed errands.

After Each Meeting

Provide the club VP Membership with information from the Guest Book for followup.
Put away all club properties, making note of any materials that may require replenishing.
Restore the room to its original configuration and state of cleanliness.