Meetings Organiser

Organise and arrange all aspects of the monthly club nights :

• Plan ahead and develop a schedule of meetings that reflects the diverse interests of club members and attracts people to our meetings. Seek assistance from various club members in advance if ideas or assistance is required in finding appropriate speakers.
• Arrange suitable venues for club nights and ensure these are booked in advance.
• Supply to the editor of the Auckland Climber in advance of deadlines details of upcoming meetings and a summary of the previous meeting, preferably in writing.
• At meetings, open the hall, arrange projectors, power cords and other audio visual equipment as required. Close the hall at the conclusion of the meeting. Organise a host for the meeting to introduce the guest speaker and maintain the continuity for the meeting. Segments should be included for announcements on upcoming trips and activities or issues of interest. Organise refreshments such as tea, coffee, biscuits, wine & cheese.
• Record numbers in attendance for each club night.
• Organise other special club nights such as photo competition, BBQ at the quarry, and the annual Section dinner.
• Prepare a report on for inclusion into the Section Report prepared by the Section Rep and Chairperson. The meeting report should include theme/title, name of speaker, numbers in attendance for each club night held during the reporting period and any other pertinent comments.
• Prepare an annual budget to cover activities within this portfolio and submit to the Treasurer for inclusion into the annual budget for the Section. Manage portfolio affairs to within the budget set by the Treasurer.
• On occasions certain guest speakers warrant opening up the meeting to the general public. Suitable venues of adequate size and with appropriate facilities should be organised for such public meetings. In order to attract public interest advertising and promotion such as posters need to be organised well in advance. It is normal for there to be a small cover charge for public meetings to cover extra costs and earn the club additional revenue.
• Keep all correspondence, documents and other material related to this position filed neatly together. Hand these on and brief the next person holding this position.