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Santa Fe Rotary Club Reception Desk Tasks and Responsibilities
The listed tasks for handling the Rotary Reception Desk are provided to aid members who are assigned to “staff” the desk at our weekly Luncheon meetings. The list is provided to assure that all Rotary Club Members, Visiting Rotarians, Guests of Rotarians and Guests of the Club (such as speakers and their supporters) are properly welcomed and that all lunches are paid for by visitors prior to signing in as guests or visitors. Guests will be asked to sign in at the reservation desk of the hotel when they purchase their lunch. Guests of Rotarians will also be recorded (name, address and telephone number) at the reservation desk on the form provided.
Rotarians assigned to “staff” the table should be at the table at least 30 minutes before the meeting is to start (usually 11:30AM or before).
The boxes of materials will be placed on the tables by the hotel staff.
- Badge boxes will be opened and sign-in sheets will be put in place with pens available.
(Note: there are sign-in sheets for members, visiting Rotarians, Guest of Rotarians and others that may be in attendance.)
- Take guest and visiting Rotarian sign in sheet to Hotel Reservation desk and have Rotary Guests and Visiting Rotarians sign in when purchasing a lunch ticket (include address and phone number).
- Tickets for the wine drawings will by prepared for members to select their ticket after they sign in and obtain their badge.
- Assure that all Rotarians and guests are welcomed by the Rotarians staffing the table.
- The last month of each quarter be prepared to accept dues payments – cash, check or credit card transactions. Have a current copy of the dues invoices on hand. (A specific Rotarian will be assigned to handle this activity.)
- If a Guest or visiting Rotarian does not have a slip from the hotel that indicates they have paid for their lunch, send them to the hotel reservation desk to make payment. Guests of Rotarians should have a slip usually from the Club member. (The hotel reservation desk will have a sign in sheet for guests and will ask the guest to fill in their name, address and telephone number.)
- Prepare to introduce visiting Rotarians and Rotarians who have guests when asked by the President at the beginning of the meeting. Deliver the basket of wine drawing tickets to the Secretary on the way up to introduce visiting Rotarians and Guests.
- Check to see that Next Week’s sign in sheets are available (from the Secretary) and provide sign in sheets to the member that will announce visitors and guests. See that the Secretary receives the week’s sign in sheets at the end of the luncheon meeting. If the wine drawing tickets will be short for the next meeting, let the Secretary know. Also, if make-up cards are not available inform the Secretary.
- With Secretary, set up the sign in sheets for the next week and place in the box for storage. With the Sergeant of Arms assure that all materials are packed, stacked and ready for the hotel staff to store.
- Retrieve sign in sheet from Hotel Reservation desk and provide to Secretary/Board Member.
Pack up all table material and stack the boxes for the hotel personnel to put into storage.
- THURSDAYS
- NOON
Club #1322
Chartered 1924
Mailing address:
PO Box 2465, Santa Fe, NM 87504-2465
