Tennessee Valley Civil War Round Table – Education and ...



Sergeant at ArmsThe Sergeant at Arms is an appointed voting member of the Board of Directors (Board) of the TVCWRT, typically serving typically for two years or more as an unpaid volunteer. They are responsible for organizing and coordinating the activities of the stage crew and being the principal interface with Elks Lodge #1648. The RT stage crew are appointed and serve indefinitely as unpaid volunteers. Their primary responsibility is to set up and subsequent tear down and storage of the audio-visual (AV) systems needed to support monthly meetings and special events. This typically involves RT-owned equipment, but on occasion will include oversight and assistance in events using host or other outside equipment. Sergeant-at-Arms and Stage Crew qualifications are a willingness and ability to learn the RT systems and to be present to ensure successful support to programs and events. Prior experience is useful, but not required. These tasks can be learned on-the-job.Recurring TasksOngoing:Ensure AV equipment is in good working order and available for use.Respond to special requirements as needed.Maintains order at meetings.Acts as the liaison between the RT and the designated meeting places. Principal interface between the RT and Elks Lodge #1648.including audio-visual equipment requirements for the speakers, monitors the room temperature, helps greet arriving members, and counts attendance at each meeting.Actively participate in RT planning activities and the preparation of recurring and ad hoc reports and plans (e.g., the annual updating of the Strategic Plan, preparation of the annual budget, review of monthly Board minutes, and so forth).Monthly:Arrange for meeting room set-up at Elks Lodge and other locations as scheduled.Hang the TVCWRT sign on the Elks Lodge entrance on the north parking lot side of the facility (usually unlocked during our meetings for free entry into the facility).Ascertain speaker’s AV needs for upcoming meeting or special event.Ensure the stage, audience area, and greeter station(s) are set up in a timely manner to support monthly meetings and special events.Helps greet arriving members. Records and reports to the Board the attendance at each meetingAttends Board meetings; review and comment on and concur with Board minutes.Yearly: None.Other: Tips and SuggestionsTime spent by the Sergeant at Arms and each member of stage crew performing these duties typically is 4-5 hours per month.AV Equipment List—Kept in the small storage room to the right of the stage in the Elks main meeting room:1 ea Projection screen with stand (procurement history unknown)Kept in the small storage room opposite the bar in the Elks:1 ea Peavey Escort 3000 Portable Pro Audio System 150Watts x 2, 7 Channels EQ FX w/ 3 Mics and XLR Cables (Ordered by Lee Hattabaugh on September 4, 2014 Order # 113-2917149-8415444, $699.99)1 ea Harmonix JTM-S01 Tripod Microphone Stand - Adjustable 36-63 Inches 2-Pack (Ordered by Lee Hattabaugh September 4, 2014, Order # 113-4066300-5413860, $19.99). One is in the box with the Peavey system; location of other is unknown.1 ea Pyle-Pro PMKS3 Tripod Microphone Stand w/Extending Boom (Ordered by Lee Hattabaugh September 4, 2014, Order # 104-9712784-3418619, March 14, 2016, $17.36)1 ea Audio2000s 6032uf UHF Dual Channel Wireless Microphone with Two Headband Headset & Two Lapel (Lavalier) Mics (Ordered by Lee Hattabaugh on October 17, 2014, Order #114-1712990-2262625, $149.95)1 ea Tripod Mic Stand with Boom (Ordered by Emil Posey on July 7, 2019, Amazon Order # 113-2229282-1019463, $19.97)From Guitar Center, Huntsville, AL (Purchased by Emil Posey on July 15, 2019, $268.10):1 ea Proline MS101 Standard Mic Clip1 ea Livewire ESS SM25 25ft Mic Cable2 ea Galaxy Audio ESPG Single Ear HeadsetIn Brad Tuten’s possession:1 ea EX5240, XGA, 3200 Lumens Color Brightness, 3200 Lumens White Brightness, 3LCD Projector (Certified Refurbished), with remote control ( order number: 106-4687216-6657027, February 17, 2017, $411.15)1 ea WORKFORCE Safe n Secure Video Projector Hard Case with Dense Internal Foam - For Epson EX5240 Pro ( order number: 106-4687216-6657027, February 17, 2017, $39.99)1 ea AuraBeam Economy Epson EX5250 Pro Projector Replacement Lamp with Housing ( order number: 106-6914653-3214662, February 16, 2017, $30.99)1 ea Tripp Lite 7 Outlet Surge Protector Power Strip, Extra Long Cord 25 ft., 1080 Joules, Lifetime Limited Warranty & $25K INSURANCE (TLP725) ( order number: 112-2365195-1791464, November 23, 2018, $27.36)In Emil Posey’s possession:1 ea NEC NP-V300W 100-240v ~ 50/60Hz 3.0-1.4A Projector with remote control (donated by April Harris)Stage set-up—Stage should be set up and ready at least 30 minutes prior to program start.Perform sound check during set-up AND when familiarizing the presenter with the equipment.Ensure the presenter is aware of the tripping hazard caused by the speaker and mic cables.Typical (optimal) stage arrangement—Projector screen at rear stage center.Lectern front stage left. (This is a stack of three pieces stored in closet to the left of the stage. Be careful; they do not stack tightly.)Boom mic stand at lectern. (The vertical mic stand does not pick up the presenter’s voice as well at the lectern. Use it when a second floor mic is needed.)Type of mic is speaker’s preference. The Single Ear Headset works best.American flag front stage right.RT banner hung rear stage right.Speakers positioned at front corners of stage, on their stands. (The elevation provided by their stands facilitates projection of sound to the back reaches of the audience.)The presenter should remain behind the “plane” of the speakers. (If the mic is in front of either speaker, loud feedback is induced.)Two tables off stage right for Membership and Treasurer.As needed, one or more tables off stage left for books, display items, and such.Seating for 100 (more is attendance is trending higher.)Greeter station(s) set-up—Coordinate requirements with the Lead Greeter. ................
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