Meeting Arrangements | THE ARTS SOCIETY WEYBRIDGE (formerly Weybridge Decorative & Fine Arts Society)



Responsible for liaison between Whiteley Village Hall and WDFAS, and for all general arrangements at WV for the monthly lecture meetings and maintain good relationships with all WV staff to ensure smooth running of lecture meetings.


Annually: November
Confirm contract for the following year and the dates for each meeting.

Obtain approval at Committee Meeting for donation of Christmas boxes to WV staff.


Check on the day that the appropriate number of tables and 180 chairs are in the Hall.

Put out table cloths and reserved seat cards, and collect at end of meeting. Table and water for speaker to be in place.

Check (or have checked) facilities in both cloakrooms. Place "disabled parking" and "reserved for speaker" signs.

Ensure curtains drawn before 10.30 am to cut out light. Cheque for hire of hall to be taken to office and receipt obtained and given to treasurer.

Ensure arrangements in hand for provision of coffee and biscuits for members and pay cheques from Treasurer to Caterers for coffee and biscuits, or arrange for Treasurer to make payment.

Ensure General Notice Board is displayed at each lecture with following items:

NADFAS items for sale and general information

Local interest items but only if related to the Arts

Church Recorders information

Next lecturer’s reading list (if provided)

Always to be displayed:

WDFAS Constitution

Current Insurance details from NDFAS

Emergency telephone numbers

Insurance disclaimer, as follows: 

Weybridge DFAS cannot be held responsible for any personal accident, loss, damage or theft of members’ personal property. Members are covered against proven liability to Third Parties.


Set up and maintain an annual rota of volunteer car parkers at the rate of 3 for each meeting.

Contact the volunteers to remind them of their commitment about 1 week before the date.

Maintain and allocate the safety strips each month. Liaise with WV to establish where cars should be parked each month (road-side or car park) and brief the volunteers accordingly. Invite the volunteers to join the committee lunch after the lecture (with their partners, at their own expense).


Normally held at St George’s Hill Tennis Club for all Committee members, helpers and spouses/partners. All pay for their own Lunch, except lecturer. Dates for lunch to be given to SGHLTC (Sandra) in December.

St Georges’s is advised beforehand of the likely number, and currently a table is laid up in the restaurant, food being ordered at the bar.

Coffee is served afterwards, £2 per head, except for the lecturer.

Contact: St GHTC  01932 843541

Revised March 2011