 
Helper Roles
Greeter-Collector
Set-up Person
Resource Table
Manager
Timekeeper
Clean-up Person
One of the responsibilities of
members is to take turns
performing the helper roles.
This is both a way to help the
program help others, and it's
necessary to keep the program cost
low and affordable.
Greeter-Collector Role
(Note: This role make be divided into two separate
roles.)
Duties:
- Help those attending feel welcome and comfortable.
- Have everyone sign in, get nametag, and give them a
copy of the Meeting Guide.
- Direct them to the circle of chairs of the next open
Goal & Growth group. (Some members may be in
closed groups)
- At the end of the meeting, collect materials as people
leave.
- Put materials away neatly in box.
At the beginning
of the meeting:
- Greet people who are entering the meeting (both members
and visitors)
- Have them sign the Sign-In sheet
- Give visitors a nametag to fill out, or let members find
their own tags.
- Give visitors a Meeting Guide sheet.
- When you have "collected" at least three
people—you can send them to the furthest circle of
chairs that’s not occupied.
In general: be friendly/ smile / ask if they have any
questions/ don’t ask anything too personal.
At the end of the
meeting:
- Collect nametags, Meeting Guide sheets, and
clipboards from people on the way out.
- Organize materials and place them neatly in the Greeting
box.
Timekeeper Role
Duties
- To keep the meeting on track
- To turn on the coffee pot at 8:45
Procedures
- Find the bell on the Mission Control table.
- At 7:35, walk around to the groups, telling them
"Excuse me, about 5 minutes left until the
break."
- Ring the bell at 7:45 to signal the end of the groups.
- Ring the bell at 8:00, 8:15, 8:30 to signal quarters of
the Action Hour.
- Plug in the coffee and ring the bell at 8:45 to signal
start of "Looking For."
- Remind the host if s/he starts to let "Looking
For" run over time. (It should end at 8:55.)
Set-up Person Role
Duties
- Arrive at least 15 minutes early
- You shares set-up tasks with the Host
- Lay out meeting materials
Procedures
- Place tables and chairs
- Lay out materials in order specified on the list below
Set-up List
- Set up outdoor signs, and bathroom signs if necessary.
- Greeter’s table by entrance.
- Action Hour easel beyond Greeters table and next to
Mission Control table.
- Café table by kitchen.
- Make a row of tables for Resources, Ongoing Garage Sale,
Networking and Mission Control, in that order.
- If the host didn't do it, put boxes on each table:
Greeting box on table by entrance
Resources box
Ongoing Garage Sale
Mission Control
Networking board (flat box)
Café Boxes
- Orientation sheets
- Lay out Member Nametags
- Guest nametags, markers, name cards
- Sign-in binder.
- Loaner pencils-pens.
- Hanging file of Project Tools and other materials
- Copies of "Climbing Gear"
- Receipt book
- What’s New display.
- Set Up Garage Sale - Donation Station
- Put out donation jar
- Put out garage-sale items
- Put out featured charity literature
- Take index cards, a pen, tape dispenser and business
card binder from box and put on Networking table.
- Helper Sign-up and pen
- Bell
- Timer (if needed)
- Feedback-Suggestion Box, pad and pen
- Host clipboard with host materials
- Roles binder
- Set up the Half Hour Café table
- Napkins, cups, plates, paper towels, etc.
- Set up coffee pot, prepped to go.
- Put cold drinks and foods in refrigerator
Resource Table Manager Role
Duties:
- Sit at table during the third or fourth quarter of the
Action Hour and the first 15 minutes of the Half-Hour Café.
- Collect membership dues from those wanting to join.
- Give new members their Climbing Gear Starter Kit and a
choice of one Project Tool.
- Display Project Tools and other materials for sale.
- Collect fees for Project Tools and other materials that
are purchased and note who purchased what Tool on the
Purchase List. (This is important feedback on the program.)
- Accept payments for garage sale items.
- Accept donations for charity.
- Give cash box, member applications, purchase list and
checks to the meeting host at the end of the meeting.
- Put away other materials neatly in box at end of the
period.
Procedures:
VERY IMPORTANT:
- Don’t leave cash box and receipt book unattended. Keep
them with you until you until you give them to the meeting
host.
- Put away Climbing Gear, Project Tools and other items
for sale during the times you are not at desk.
- Costs of materials:
Individual worksheets: 5 cents
Project Tools: $3-$5 (Initially all are $3)
Climbing Gear Starter Kit for nonmembers $10
For dues and new members:
- Witness the bottom of the Member Agreement by
signing your name at the bottom, on the ‘witness’
line.
- Accept cash or check.
- Write a receipt and give them the white copy.
- If they’re a new member, give then a copy of the
Climbing Gear Starter Kit and their choice of one Project
Tool. (over)
For purchase of Project Tools:
- The price is $3 unless otherwise marked on the back.
- Write a receipt and give them the material
- Note the name of the purchaser
and material
purchased and date in Purchase record. (Names are for
program feedback.)
For purchase of other materials:
- Just accept payment. Copies of forms are 5 cents each.
For Charity Bay purchases and donations:
- List the item and amount paid on the purchase list.
- Accept payment and put in the cash box.
- For donations, list on purchase list, but make sure
check and/or listing is marked "Donation."
At the end of the
meeting:
- Organize materials and place them neatly in the box.
- Give cash box, member applications,
purchase list and checks to the meeting.
Duties
- Collect and put away meeting materials at end of the
meeting.
Procedures
1. Put all table signs in the same box.
2. Put all other materials away neatly in the
appropriate box.
3. Move all boxes to the Greeter table, or by the door.
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