1. Welcome to the Club Officers Training Program – Sergeant At Arms
Presented By: A person who believes in his saying, “To become a great leader, first become a great team player!!”
Inception of becoming
a great leader…

2. AGENDA Role Description Role Responsibilities Case Studies
Before the meeting
Upon arrival at the meeting
During the meeting
After the meeting
At the Executive Committee meeting
Case Studies
Tips N Tricks
Self-Evolution

3. I KNOW YOU…
BECAUSE
ONCE I WAS YOU !!

4. Role Description
Inception of becoming
a great leader…

5. Who is the SAA? According to TI:
“The Sergeant at Arms is responsible for club property management, meeting room preparation, and hospitality. The Sergeant at Arms chairs the social and reception committee.”
According to Me:
“The Sergeant at Arms is the organizer, the ribbon cutter, the bottle opener, the first and last impression of a meeting.”

6. Responsibilities of the SAA
Inception of becoming
a great leader…

7. Logistics SAA Kit Contact details of members & various SPOCs Gavel
Ribbons
Feedback Forms
Ballots/Voting Slips
Timer Flags
Registers
Lectern*
Microphones*
Stationery
Contact details of members & various SPOCs

8. Before the meeting Confirm room reservation
Ensure there are club supplies
Role player requirements
Prepare your opening
Speech Titles
Share Theme to TTM and Grammarian
Collect the WOD and IOD from Grammarian*
Knowledge of all the roles
Optional: Circulate the nomination link regularly
Optional: Create an invite for the internal guests

9. Upon Arrival at the meeting
Reach at least minutes before the meeting starts
Remind the role players
Setup the room
Gavel, Ribbons, Registers, Stationery
Ballots and Feedback Form
Prepare the Board
Check the AC
Arrange Tables and Chairs
Projector*
Promotional Material*
Greet the guests

10. During the meeting Welcome and greet the audience
Announce the club name and meeting number
Declare the meeting as open
Set the 3 golden ground rules
Introduce the Presiding Officer* or the TMOD
Sit near the door to welcome late arrivals
Prevent interruptions
Coordinate food service
Collect ballots and tally votes for awards*
Pass the attendance and feedback* register

11. After the meeting Short-term (on a regular basis):
Book the next meeting venue in advance
Ensure there are enough supplies
Return the room to its original configuration
Pack up all materials and store them in a safe place
Pick up and dispose of any stray items or trash
Long-term (requires planning):
Arrange for a replacement
Prepare a successor for office

12. At the Executive Committee meeting
Book a venue to conduct the EC meetings
Arrange for the necessary logistics
Share the upcoming venues based on the meeting dates
Update the EC on the shortage in supplies

13. Connectivity with other EC Officers

14. CASE STUDIES
Inception of becoming
a great leader…

15. CASE STUDY – 1
Date of the Meeting: 25th of May, 2018 Time of the Meeting: 12:00PM to 1:15PM In today’s meeting you have all the roles filled. You have 3 speakers and following are their CC projects: CC2, CC8 and CC10. The CC2 speaker has informed that he will be using a chair. The CC10 speaker has requested to provide a whiteboard/flipchart. What are the additional things that you need to plan for this meeting as the SAA?

16. CASE STUDY – 2
Congratulations!! Your club’s VP-PR is doing an amazing job. She informed the EC that there are 15 members who are going to attend your meeting from TCS along with a few District officers. In addition, she also mentioned that a lot of freshers are showing interest to attend this meeting. What are the additional things that you need to plan for this meeting as the SAA?

17. CASE STUDY – 3
You are the SAA of your club. Unfortunately you were tied up with a lot of work for the past few days before the meeting and did not get a chance to speak to any of the EC officers. On the day of the meeting, you came directly to the venue 10 minutes before the meeting commencement. Based on the above situation, what are the things that may go wrong and could have been easily rectified?

18. CASE STUDY – 4
You are the SAA of your club. In most of the meetings you find that the guests have a tendency to come late. In addition, you found a member taking a call and another club member and an external Toastmaster (member of another club) connecting after a long time, during the proceedings of the meeting. Based on the above situation, what are the things that may go wrong and could have been easily rectified?

19. CASE STUDY – 5
As the SAA of your club, you act as the first impression of a meeting and also as the store-keeper of various materials. The most common feedback that you get are mentioned below: a. Your openings are monotonous b. There is always a shortage of some material What are the steps that you are going to take to work on the feedback provided?

20. CASE STUDY – 6
You are the SAA of your club. One of the primary responsibilities of the SAA is to book the venue. It so happened that two days before your club meeting there was a client visit and they required your venue. What are the next set of actions that you are going to take to ensure the smooth execution of your club meeting?

22. TIPS N TRICKS
Inception of becoming
a great leader…

23. Tips Attend district-sponsored Club Officer Training Program
Meet with outgoing EC, especially the SAA
Meet with current EC
Introduce yourself to key stakeholders
Always be prepared for any hiccups
Always have the phone numbers of key stakeholders handy
Special/Joint/Area/Division Meetings

24. Club Mission
We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

25. Self-Evolution

26. Discover the NEW you!!
I believe this role will teach you to be a few Steps Ahead of All !!

27. Thank you.
All the best !!