Fall 2012 Convocation
Greeter Team
Greeters: What, where, how many needed?
Area, Schedule
1. Signage & Gym Set Up
(3-4)
Can set up on 8/10 or 7:00am
on 8/13; signs come down
throughout the day (latest
4:30?); gym breakdown after
morning plenary, done before
afternoon session
2. Welcome tables (3-4)*
Set up 7:00am 8/13;
breakdown after morning
plenary, done after lunch
handout
3. Info Table Monitors (3)*
Can set up on 8/10 or 7:00am
on 8/13; last check 4:30pm
Activity Notes
 Place signage where needed, as per criteria from “Maintenance” and take
down, recycle if possible
 Organize seat materials; gather and return leftovers, if needed1
 Set up stage for presenters, water, chairs, itty-bitty reading light, time piece at
podium
 Be liaisons with AV: TV monitors, sound checks, trouble shooting assistance
 Make greeter nametags/lanyards (?)2
 Lead: make a list of signs needed, order from duplicator by 8/6(?)3, pick up
materials from duplicator and OFSD
 Set the tone of the day for colleagues/guests with welcome
 Greet, make sure they sign-in & get a nametag
 Direct new info table guests to “Monitors” for assistance
 Set up/break down welcome table materials & return to OFSD
 Hand out sandwiches @ food stations for lunch (put some aside for ushers)
 Ensure bursar people are well-provided for (water, breaks)
 Lead: Pick up “welcome table materials” from OFSD, ensure sign-in sheets are
collected and hand back in to OFSD, thank you notes(?)4
 Match table requests with equipment provided, notify DLIT of needs
 Set out table tents, attendance sheets and feedback forms (?)
 Look for and show info table guests where they need to go
 Assist guests w/ set up & breakdown if needed
 Monitor throughout the day, as practical
 Lead: Get materials from OFSD, communicate last minute changes, ensure
materials are gathered, return to OFSD5
1 Programs, Q&A cards, Animal Expo
2 Will be in contact soon to discuss.
3 Will be in contact soon to discuss.
4 James McDuffie’s SignIn Sheets
5 Info table list, layouts, attendance sheets, feedback forms
Page 1 of 2
Greeters
1.
2.
3.
4.
Lisette Ganier (1, 2)
Jenifer Auffenberg (1)
Courtney Rimes (3)
1.
2.
3.
4.
Sadhana Ray (1-Lead)
Courtney Rimes (1)
Bernice Bonds (1)
1.
2.
3.
Nell Toomer (1)
Debra Ducote (2)
Courtney Rimes (2)
Greeters: What, where, how many needed?
Area, Schedule
4. Minglers/Ushers (8-9)*
Rehearsal 8/10, 1 hour;
check-in 7:15am 8/13; done
before afternoon session
Activity Notes
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5. Timekeepers (3-4)/
Clicker Monitors (4-5)*
Rehearsal 8/10, 1 hour;
check-in 7:15am 8/13; done
before afternoon session
6. Q&A Monitors (4-5)*
Rehearsal 8/10, 1 hour;
check-in 7:15am 8/13; done
before afternoon session
(Deb Ducote/Speaker Intro)
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Greeters
Set the tone of the day for colleagues/guests
Mingle with and greet people as they come in, guide to tables or other hosts
Assist with transition to gym, monitor both entrances/doors/each seat section
Monitor seating, everyone in a seat & not standing in the back
Assist w/ new-hire recognitions and Q&A as needed
Usher from gym to lunch/info tables at 10:50
Usher through entrance/exit of Dolphin Den for decals/fitness/Banner (2
designated)
Usher to Safety Training (1 designated)
Lead: sync w/ timekeeper to ensure seating in gym by 8:05am; observe & keep
notes for debrief w/ OFSD6
Synchronize timepieces, including podium clock
Give signals to other greeters for moving into gym
Keep presenters on time, signal for Q&A stop and finish
Be available for presenters (last minute needs, troubleshooting)
Collect, count, and pack up clickers, assist w/ using them as needed
Lead(s): Work with presenters how they’d like to be alerted, keep record of
actual stop and finish times for debrief. Organize & keep track of clickers, return
to DLIT
1.
2.
3.
4.
5.
6.
7.
8.
Stacey Thompson (1,2-Lead)
Gera J. Bridgewater (1,2)
Jane LaRose (1)
Erica Burns (1,2)
Beatrice Eweni (1)
Sadhana Ray (2)
1.
2.
3.
4.
5.
6.
7.
8.
Caroline Yarbrough (1-Lead)
Debra Ducote (1)
Patty Brue (1)
Ann Byerly (1)
Jenifer Auffenberg (2)
Nora Steele (2)
Melanie Deffendall (TBC)
Monitor audience questions, collect & screen for criteria7
Run questions to microphone to be read by a Q&A Monitor
Give instruction, if necessary
Assist with Clicker questions, if necessary8
Lead: Organize & lead process, field submitted questions
James McDuffie & Debra Ducote available for introducing speakers
1.
2.
3.
4.
5.
Peter Cho (1)
Angela Breckenridge (1)
Nora Steele (1)
James McDuffie (1)
Sadhana Ray (3)
*These greeters are the ones in professional attire (black, if possible), others optional professional attire.
6 Info table list, layouts, attendance sheets, feedback forms
7 Q&A guidelines provided 8/10
8 Clicker guidelines provided 8/10
Page 2 of 2
Nell Toomer (2)
Melanie Deffendall (TBC)