One of the key factors allowing our meetings start and end on time is the preparation of the meeting room. Here is a checklist of items that need to be completed prior to every meeting. Generally, people who are willing to help setup the room start arriving around 6:40 PM. However, if you only can arrive 5 to 10 minutes early that is still very helpful. Helping us to get our room setup on time is yet another factor that helps our club be the "Best Damn Club on the Planet".

Front of Room

• Single Table should be setup in front of white board
  
  
• Lectern^F and Gavel^F - needs to be properly set up on front table
  
  
• Ribbons (Best Table Topics, Best Speaker, Best Evaluator) - should be taken out and put under lectern for easy access by Toastmaster
  
  
• Banner needs to be hung up in front of room or draped over the portable notebook/whiteboard.
  
  
• Magnets^F - need to be placed on whiteboard with names filled in
  (Toastmaster is usually the one who writes on the board)
  
  
• Unassigned Roles need to be filled (Grammarian, Timer, Speech Evaluators)
  
  
• Video Camera needs to be setup - Video Master usually does this.
  
  
• Extra chairs, tables (folded / unfolded) should be removed from front area.
  
  

Audience Seating

• Tables - Nine (absolute min. 6) tables need to be setup in auditorium style before the meeting.
  
  
• Each table should have three chairs to it., for a total of 20 to 30 chairs setup.
  
  
• Chairs - row of chairs should be against sidewall for latecomers
  (w/enough room for a walkway between chairs and tables)
  
  
• An Evaluation Form^F should be placed on a table in front of every chair.
  
  

Back of Room

• Single Table should be setup in back (approx centered) and aligned with table in front of room.
  
  
• Chairs - at least one chair should be placed at table for the Timer
  
  
• Chairs - a row of chairs should be against backwall for latecomers
  (away from main door).
  
  
• Bathroom Keys^F - need to be put out on Timer's table.
  
  
• Timer Lights^F w/extension cord^F - need to be setup on table.
  
  
• Record of Meeting^F - needs to be taken out and filled out by Timer.
  
  
• Meeting Attendance Form^F - needs to be taken out and filled in.
  
  
• Promotional Literature - needs to be put on display, usually in second window in kitchen (one closest to the main door)
  
  
• Toastmasters Door Signs^F - needs to be taken out and hung on
  the main Community Room door.