GXSA OOD and DOOD Duties

Prior to Duty evening

1. OOD – Agree with Host what time to arrive and what equipment is required by speaker.
2. OOD – Make sure that the DOOD knows what time they are needed, and can be there in time
3. Normally speakers arrive around 18.15 to allow time to set up and try their visuals, try the sound system and familiarise themselves with the hall prior to leaving around 18.45 for supper with host and allowing time to be back in the hall for 20.00 latest.   This means that the OOD/DOOD usually neet to be at Colston Hall around 18:00.
4. For member speakers, there is no pre-supper hence arrive around 19.15.
5. Make sure you have a key to the cupboard

On the evening:

Before you set off

1. You may want to being a packed supper, or eat before you depart, as you will be busy until 10:30pm
2. Remember to bring the key to the locker
3. Aim to arrive 15 minutes before the Guest.

At the Memorial Centre

Once the cupboard is unlocked, make sure that there is somebody in the hall at all times, for security.

1. Enter Centre through main door if Colston Hall exterior door not open – then open Colston Hall entrance.
2. Get out the equipment required by the speaker.  Usually this is:
   1. Computer
   2. Spare 9V batteries are usually in the computer bag
   3. Projector
   4. Laser Pointer
   5. Wireless microphone headset (in the Shure hard plastic box)
3. Locate the Community Association microphone equipment (usually on top of the amplifier cabinet, on stage – sometimes in a small fabric pencil case)
   1. Handheld microphone
   2. Wireless microphone transmitter
4. Connect the equipment together and switch is all on
5. You will probably need to install GXSA batteries in:
   1. Handheld Microphone (the base unscrews)
   2. The headset transmitter (there is a flip-lid on the transmitter body)
6. If required by the speaker
   1. Get out the lectern and connect to socket on stage

On Stage

1. Tie bottom of screen to object on stage and pull back to get good projection angle.
2. Get out and connect the wireless microphone according to the instructions in its case. The speaker should test for volume. Check the hall microphone used by host is working.

Kitchen / Bar

1. Get coffee, sugar etc out of GXSA cabinet and put into kitchen
2. The people on Coffee Rota should bring milk, but you may have to remind them to have 3-4 coffees ready to go at all times, to reduce queuing
3. Ensure bar float is collected for bar rota

Room

1. Arrange the reception tables near the door. Bring out the notice boards and easels
2. Bring out the caps/ties/burgees for sale, plastic stand with forms and programmes, name tags and sign in sheets.
3. Hang large GXSA burgee along back wall.
4. Put next meeting notice on hall notice board and on GXSA board in corridor to the bar.
5. Set the hall lights to pelmets and exits ON but main centre lights off to create atmosphere

Notices

1. Collect the ‘Parish Notices’
2. Update the Parish Notices Powerpoint on the computer
3. Make sure the host is familar with the Parish Notices

As Members Arrive

1. As members enter DOOD or OOD ticks off attendance sheet and ask them to pick up their name tag.
2. Collect visitor fees and record on sheet. Introduce any new members to member of the committee
3. Flash hall lights to get members to sit down at start of talk

Immediately before the talk begins

1. Dim sidelighe
2. Do headcount during evening to check sign in accuracy and record on sheet

At the End of the Meeting

1. At end of meeting, put everything away so as to leave things as you found them.
2. Remember to disconnect the GXSA headset
3. Remove GXSA Batteries from
   1. Handheld Microphone
   2. Headset Transmitter
4. Make sure that all the windows are shut in Colston Hall