~~~ Please read before posting. ~~~

Important: We need your Club Number at a minimum, and as many details as possible.
For further info please read This page before posting.

How to put guest, friend or affiliate on agenda?

  • VitaminD
  • VitaminD's Avatar Topic Author
  • Offline
  • New Member
  • New Member
  • Posts: 2
  • Thanks: 0

How to put guest, friend or affiliate on agenda?

1 month 3 weeks ago
#96281
How do I put a guest, friend or affiliate on the agenda as a speaker, or in any role, once they are set up as a friend, guest, or affiliate?
The topic has been locked.
  • Heni
  • Heni's Avatar
  • Offline
  • Administrator
  • Administrator
  • Posts: 3969
  • Thanks: 839

Re: How to put guest, friend or affiliate on agenda?

1 month 3 weeks ago
#96282
Only members can be added directly to an agenda.

However, you can create a dummy member — "Guest" is commonly used — and use that for any non-member participant in the meeting. The guest's name can be included in the role description.

So you might have something like:

Speaker #1
Role filled by John Smith, Area Director
 
EY Toastmasters club 1137486, Auckland NZ
FTH Field Officer, District 112, (NZ North)
The topic has been locked.
  • NSB
  • NSB's Avatar
  • Offline
  • FreeToastHost Ambassador
  • FreeToastHost Ambassador
  • Posts: 177
  • Thanks: 15

Re: How to put guest, friend or affiliate on agenda?

1 month 2 weeks ago
#96283
In my clubs we've added a name GUEST or NEW MEMBER entry and added an email address that is someone's secondary email. This is a great placeholder. 
Then, as Heni noted, if a speaker - add info in the title or speaker introduction area.  And *ALWAYS* put details in the NOTES for any role so officers and Toastmaster know what's going on.

And, if you have an affiliate who attends regularly, you can invite them to be on your distribution. We've had Area Directors who drop by monthly so we invited them to stay on distribution and then they can sign up for roles at the last minute if there are openings. 

Best of luck - it's a great question!
Nancy
Verbal Expressions #5736
Leadership Lambda #8631
The topic has been locked.
  • peterb323
  • peterb323's Avatar
  • Offline
  • FreeToastHost Ambassador
  • FreeToastHost Ambassador
  • Posts: 90
  • Thanks: 15

Re: How to put guest, friend or affiliate on agenda?

1 month 2 weeks ago
#96284
Another thought on this:
Adding "Guest" to your membership list is helpful. Before the meeting, you can slip into membership management and rename the guest as the speaker and then switch it back to guest afterward.

One weakness of this approach is that it makes the agenda reports inaccurate for the "guest," but that won't matter much for one-off speakers.

You can also edit the role description to provide more detail about the speaker and/or their topic. This creates a handy permanent record for posterity.
The topic has been locked.
  • NotLiable
  • NotLiable's Avatar
  • Offline
  • FreeToastHost Ambassador
  • FreeToastHost Ambassador
  • Posts: 265
  • Thanks: 41

Re: How to put guest, friend or affiliate on agenda?

1 month 2 weeks ago
#96306
In my two clubs we have the following placeholder entries at the bottom of the Members table:
{Area Director}
{Division Director}
{Guest}
{No evaluator}
{Round robin evaluation}

They allow the AD, DD, or a guest to be put on the agenda for a given role, and then we add an explanatory note in the Meeting Notes box on the agenda.  Examples: Area Director (or Division Director or Guest) Betty Boop will be the Ah-Counter this evening.  The last two entries are for the somewhat rare cases where, for a prepared speech evaluation, the speaker has indicated no need for an evaluator or we're giving him a round robin evaluation.  Putting placeholders in roles also has the benefit of preventing others (members) from taking a role they should not.
I should add that, especially since including photos was added to the agenda a year or two ago, you can edit the profile for the AD or DD and put her head shot in there.  You could also put a real e-mail address for her in there (I just use the "noemail") if--verify before doing so--she wants to be on the mailing list to members.  I don't recommend this, but not for that reason.  In my opinion, the AD or DD should not have login access, which she would if you established an e-mail address for her profile.
Art
Arthur Farnsworth, DTM
The topic has been locked.
Moderators: BrianHeniPamrhtaylor3marc33NotLiableNSBjgavinLcala305peterb323DebbieT
Time to create page: 0.204 seconds