3. n-p) Announcements, MC, Emergency Drill
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This item forms part of Book 3: ADMINISTRATION
3. o) MC and the Saturday Afternoon Program
Making Announcements
To make announcements, use the mic on the stand in the Main Shed or use an assigned radio mic.
Have the Program in hand with times of events and hours for the Check-In Desk.
Try to stick to the following conventions:
- No announcements before 10am.
- Begin announcements with "Good Morning/Afternoon/Evening ladies and gentlemen, boys and girls. May I have your attention!
- Shortly after 10am, announcements may include:
- The Check-In Desk will be open today at ...
- The 1st Kandos Scouts have meals available all day from ... to ...
- The morning activities are ...
- Any lost property updates.
- After lunch, as suits the program, announcements may include:
- The Check-In Desk will be open this afternoon at ...
- The afternoon activities are ...
- Any lost property updates.
- In the early evening, announcements may include:
- Closure of Check-In Desk at ...
- The 1st Kandos Scouts will be serving meals until ...
- Donuts will be available later this evening. Listen out for Dave's announcement.
- The evening activities are ...
Loudspeaker settings:
- Turn off the Hall front and rear when making general announcements.
- Turn off the Field during presentations.
- The Field should be ON for general announcements and the Lucky Prize Draw announcement.
- The Field should be OFF for the Lucky Prize Draw itself - the sound should project from the Breezeway to the Pavilion and from the roll-a-door to the Emergency Assembly Area for the overflow crowd at the Main Shed.
MC and the Saturday Afternoon Program
If available, the President will usually introduce the Friday speaker and be MC for the Saturday afternoon program. The President may nominate a delegate to be MC if preferred.
Here is a sample run-sheet. The actual run-sheet can be printed and taped to the cupboard next to the PA.
| By Midday | Compile prize list and prepare presentation for projection to screen. |
| Before the first speaker or immediately after the presentations | Bring prizes and/or A4 display stands into meeting hall and cover with black cloths. |
| Before the speaker(s) | MC to introduce the speaker(s) with a brief biography or available facts. Speaker presentation(s) to be timed to run straight on to the presentations afterwards, with only a short break. |
| After the speaker(s) | MC to manage questions from the audience, present thank-you gift(s) to the speaker(s) and cue the applause. |
| Around 3.20pm | Astronomy Innovations Showcase - Powerpoint presentation with descriptions. Certificates may be awarded. Group photo. |
| Around 3.35pm to 3.50pm | AI Competition presentations - 3rd, 2nd, 1st in Open and Deep Sky.
|
| Around 3.50pm to 4.00pm | Bring in or uncover and arrange the prizes for the Lucky Prize Draw. Prizes represented by a picture in an A4 display stand will have forms in the back for winners to complete with their details to give to the sponsors so that the sponsors can deliver the actual prizes after the SPSP. |
| From 4pm | Kids' Lucky Prize Draw - The guest speaker is invited to draw the winning ticket. Lucky Prize Draw - The winner of the previous prize is asked to draw the next ticket and so on. |
| At end of Lucky Prize Draw | Call for volunteers to reset the room with tables and chairs. |
| 5.00pm or shortly thereafter | Dinner is served. |
Emergency Drill
On the program, an emergency drill is scheduled. To sound the sirens, first ensure that the PA is switched on and that the outside speakers are working.
- Announce:
- Ladies and gentlemen, boys and girls, it is time for our Emergency Drill.
- The first siren that you will hear is a Warning Alarm, which will be sounded for five to ten seconds.
- The second siren is the Evacuation Alarm. It sounds DIFFERENT!
- When you hear the Evacuation Alarm, please proceed to the Emergency Assembly Point on the main driveway side of the Main Shed (near the entrance to the Amenities Blocks).
- The Evacuation Alarm will sound until you have all arrived at the Emergency Assembly Point.
You will be asked to remain there until the Group Photo is taken.
- Sound the Warning Alarm by toggling the switch up for five seconds, then move the switch back to the centre.
- Sound the Evacuation Alarm by toggling the switch down, and leave it sounding until it is evident that the majority of participants have arrived, or are seen to be approaching.