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The Sergeant-at-Arms (SAA) ensures the smooth running of the meeting by handling equipment and setup.
Responsibilities include:
- Storing and setting up club equipment (banner, lectern, gavel, timing devices, etc.).
- Calling the meeting to order and handing the gavel to the Club President.
- Assisting with meeting logistics, including refreshments.
The role of Sergeant-at-Arms (SAA) is very important for the image and smooth running of the club’s meetings.
The Sergeant-at-Arms is the officer in charge of the club’s meeting equipment. Ideally, the meeting equipment is stored at the meeting venue in our own cupboard. At times, this convenience may not be available, so then, the Sergeant-at-Arms will have to store the meeting equipment at his/her own home, or at another member’s home who has been approved to do so by the club executive, and bring it along to each meeting. If the Sergeant-at-Arms is unable to attend any meeting while personally storing the meeting equipment, he/she should arrange with another member to collect the meeting equipment prior to the meeting and arrange it’s setup at the venue.
Prior to the start of each meeting, the Sergeant-at-Arms sets up the room by putting into place the club banner, lectern, gavel, timing devices, dictionary, president’s board, speechcraft board, charter certificate and other meeting equipment that is required for the meeting. Also, the Sergeant-at-Arms must ensure that the chairman and the parliamentarian have a copy of “Rentons” for the meeting.
At times, the data projector and screen, and flip chart stand will be required by a member at a meeting, so the Sergeant-at-Arms must have the equipment set up and ready to use and check that the mechanical devices are operating. The Sergeant-at-Arms may seek assistance from other members with any part of the meeting room set up.
- Two minute warning - Prior to the scheduled starting time of the meeting, the Sergeant-at-Arms can announce that the meeting will commence in two minutes (optional).
- At the scheduled starting time of the meeting, the Sergeant-at-Arms calls the meeting to “order”
- Read the Toastmasters International 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. Toastmasters core values are Integrity, Respect, Service and Excellence."
- Use the Gavel to attract the gathering’s attention then say:
“Ladies and Gentlemen, please stand”
Allow a moment for all to stand and the room to become quiet
“My name is …………………… …………………….., I am the Sergeant-at-Arms of this club”
“I call this meeting to order and will now hand the gavel of authority to our club president
……………………..… ………..…………….” - Introduce the Club President who in turn introduces the chairman. The chairman will then call the meeting “open”. Walk forward and hand the gavel to the president, and return to your seat.
When asked by the chairman, the Sergeant-at-Arms will check that members and guests have something to drink, prior to the presentation of the Loyal and Second Toast.
The Sergeant-at-Arms stores all the equipment after the meeting concludes, with the assistance of other members.
NB. Members should note that the Sergeant-at-Arms is not a waiter or a servant, but a club officer assigned as the host to tend to the needs of the meeting. All members should be ready and willing to assist the Sergeant-at-Arms, particularly with the handling of the Club’s equipment, setting up of the room, and storing the Club’s equipment at the end of the meeting.