Guide lines when you are toastmaster
When you are the Toastmaster
The main duty of the Toastmaster is to act as a genial host and conduct the
entire program, including introducing participants. If the Toastmaster does not
perform the duties well, an entire meeting can end in failure. For obvious
reasons this task is not usually assigned. to a member until he or she is quite
familiar with the Club and its procedures. Program participants should be
introduced in a way that excites the audience and motivates them to listen. The
Toastmaster creates an atmosphere of interest, expectation, and receptivity
At The Meeting
Arrive early in order to finish any last-minute details.
Check with the speakers for any last-minute changes.
Sit near the front of the room and have your speakers do likewise for quick and easy access to the lectern.
During The Meeting
The Toastmaster is the second ranking meeting official and chairs the formal speaking portion of the program (and assumes the Chairman's duties in the absence of the Chairman). On the meeting day, your job is primarily to introduce the speaker's in an interesting and lively way to get the speakers off to a 'flying start' and to provide a bridge between speakers. In order to be successful, one should attempt to follow the proceeding guidelines:
Before the meeting:
During the meeting:
It is important to remember that when you introduce role players in your portion of the meeting to always lead the applause for the person and not to leave the podium until after you have acknowledged that person by shaking their hand. Also, lead in acknowledging the end of the person's speech or duty. A brief comment of appreciation to a speaker should be given, but never should it take the form of disagreement or rebuttal.
Tips for the ToastmasterIntroduction:
· This document is a 6 point plan to make the role of the Toastmaster as easy and relaxed as possible. For this to occur the Toastmaster should: Read this document before and refer to it throughout the meeting. This will provide guidance to the structure of the evening and make it an enjoyable experience.
The Role of the Toastmaster:
· The Toastmaster is responsible for running the evening's meeting according to the agenda. All eyes are looking to you for coordination and guidance.
· Arrive 15 minutes early to arrange seats and welcome members.
· Note down any voluntaries (volunteers) for items on the agenda that are not present at the meeting.
2) At The Meeting:
· Introduce yourself as the evenings Toastmaster. This should be something along the lines of:
"Good evening Toastmasters and honored guest(s), welcome to The Mile Square Toastmasters and thank you for coming along to tonight's Toastmasters."
3) Table Topics:
· Explain how Table Topics is conducted - speak for at least 1 min. but no more than 2 min.
· Ask the audience to vote for who they believe was the best speaker during table topics and ask them to past (give) a slip of paper to the Topics Master.
4) Prepared Speeches:
· Introduce the speaker by their name, summary of Speaker's general background, summary of speaking achievements.
· On completion of the prepared speeches, ask for feedback from the audience to be given to the speakers.
· State the date of the next meeting and assign roles. Encourage new members or guests to volunteer for minor roles, such as 'Word of the day', 'Timer's report'. For the Prepared Speeches encourage members who have not done a Prepared Speech before to volunteer. Try to have at least 1 'Ice Breaker' speech
· Remind the audience to vote on the best evaluator, and for them to give the slip to the Table Topics Master.
5) Finally, close the evening with something like:
"I would just like to thank everyone for speaking tonight and I welcome the guests who are here for the first time and I look forward to seeing you all at the next meeting. Remember to give the Treasurer a dollar for the rent of the room and can people not leave any litter or agendas lying around".
6) NOTES AND TIPS
· The meeting is enriched if your introductions are interesting, informative and help us "get to know" the speakers/evaluators a little better.
· Introduce the speaker by their name.
· Greet each speaker with a handshake and lead the applause - do the same on completion of the speech.
· Thank the speaker on completion of the speech and try to add some insight to what you've just heard. E.g. Have you seen/heard that movie.
· It is not necessary to announce timings as these are included in the program.
· It's the President who announces the winner of table topics.
· The role of the Grammarian Report and 'Word of the Day' are the same.
· It is your job, to clear up after the meeting-agendas, straighten the chairs, anticipate to leave the building no earlier than 9:15pm.
( http://www.angelfire.com/ny/BlueRibbonTM/tip2.html )
The Toastmaster-of-the-Meeting is the single most important job in the Toastmasters' meeting. The Toastmaster-of-the-meeting acts as the host to see that the meeting is fully organized, enjoyable for all, and runs smoothly from start to finish. The Toastmaster-of-the-Meeting selects the theme for the Meeting.
IN ADVANCE: The Educational Vice President (EVP) publishes a program schedule. The scheduled participants for your program can be obtained from this published schedule. If any of your participants must cancel, you will need to find a replacement before the meeting. For speakers, such replacements should be made at least 3 days (preferably more) in advance. For other participants, 2 days may be ample time. If you are unable to find a replacement, call the Vice President of Education for assistance.
AT THE MEETING: The presiding officer will open the meeting and conduct the business session. The Presiding Officer will then introduce the Toastmaster-of-the-Meeting. The Toastmaster-of-the-Meeting should introduce the theme for the meeting with a short dissertation on the significance of the theme, background remarks, and some entertaining comments. Remember that you are the host for the meeting, so try to make everyone feel comfortable and glad to be there. Be sure to greet any guests present. Then, introduce your staff of other program participants. The order in which you then call on them (with brief interesting comments of introduction) is:
Ask the Wordmaster to give the Word-for-the-Day
Introduce and relinquish control of the lectern to the Table Topics Master
After Table Topics, ask the Timer for the time used by each Table Topics Speaker
Ask all present to vote for best Table Topics speaker and to pass their ballots to the Vote Counter. The meeting should not be halted for voting. Prepare a few appropriate remarks to fill-in while the audience is voting. "Dead time" at the lectern is also death to meeting continuity.
Introduce each prepared speaker. Tell the title of the speech the speech number and manual, the speech purpose, the requested time, and a few appropriate comments (less than 30 seconds worth) about the speaker. Call the less experienced speakers first.
After all prepared speakers have finished, ask for a second report from the Timer.
Ask the audience to pass their ballots for best speaker to the Vote Counter. Review the list of eligible speakers. (Only those who are making Communication and Leadership Manual Speeches and are within the time limits are eligible for this honor.) Remind the audience to also pass their short written evaluations to the speakers.
Introduce and relinquish control the lectern to the General Evaluator who will conduct the evaluation session
Ask the Jokemaster for the Joke-of-the-Day.
Announce the results of the balloting. Present the awards. In case the Vote Counter hasn't finished, have some filler material relating to the theme ready to entertain your audience.
SOMETHING SPECIAL FOR GUESTS: If first-time guests are present, very briefly explain the purpose of each segment of the program as you introduce that section. (For example, in Table Topics we practice impromptu speaking. This gives us experience in thinking quickly on our feet, organizing our thoughts and presenting these thoughts in a logical, coherent manner before the group.)
When you have finished the above, thank your program participants and, like a good host, express your appreciation for having been the Toastmaster-of-the-Meeting. Finally, relinquish control of the meeting to the Presiding Officer who will ask for comments from the guests (if any) and adjourn the meeting.
To give you experience in introducing speakers. You act as the master of ceremonies for club meeting. Your goal should be to make the speakers feel as comfortable as possible, to set the stage for the speaker and to bridge between speakers. Your introduction should lead the audience into the speaker's presentation.
Before the Meeting:
Being toastmaster requires that you prepare ahead. In order to be prepared, you should do the following before the meeting:
At the Meeting:
At the meeting you are the glue that ties the program together. Your role is to explain the format of the meeting, introduce the participants so that the program flows smoothly. Your tasks include:
During the meeting:
Will be introduced by the president
Prepared speech portion of the meeting;
Explain the purpose of prepared speeches, Briefly explain the manuals and program,, explain the ballots and evaluation forms.
Tips and Traps:
Preparation is the key. If you are not prepared, the audience knows it. Being toastmaster is an important role. Your performance can dampen or enhance the presentations of the speakers. Which you do is up to you.
The TOASTMASTER has the key role in the success of the meeting. Only through advance planning can this assignment be carried out effectively. The TOASTMASTER'S primary duty is to insure a well run meeting and act as a genial host to smooth the transition between program participants. (This role should be assigned to a club member who has completed at least three manual projects.)
Before the Meeting:
About a week before the meeting, contact program participants and remind them of their assignments. These include: Sergeant at Arms, Speakers, Invocator, Table Topics Master, General Evaluator, Evaluators, Timekeeper, Grammarian, President and any other roles that may be on the programme
Obtain the necessary information to properly introduce each Speaker.
Prepare an introduction of yourself as the TOASTMASTER to give to the Sergeant at Arms.
Plan your introductions carefully and schedule the program so that it does not run overtime.
It makes sense to write yourself an outline script to work from.
At the Meeting:
Arrive early. Determine if all program participants are in attendance. If not, make needed adjustments.
Keep the meeting running on schedule. You have the authority to ask participants who have exhausted their allotted time to immediately conclude their portion of the program.
Follow the Procedure Outlined Below:
When you are presented as TOASTMASTER, thank the Sergeant at Arms and accept the gavel. Say a few words to warm up the audience.
Introduce the members with roles at the meeting. Allow each to describe or perform their function, as appropriate. When each member finishes the explanation or performance of their function thank them and lead the applause.
Introduce and give control of the meeting to the Table Topics Master Note: Table Topics is an important function of the meeting. The Table Topics Master deserves an introduction similar to the ones you prepare for each speaker.
Announce each scheduled formal speech by title and speaker. Identify which manual project the speaker is presenting, and briefly describe the purpose of the project. Introduce the speaker.
At the end of each presentation, lead the applause and offer a brief word of appreciation. Ask the audience to write a brief written evaluation of the speech. Encourage them to give positive input as well as a constructive suggestion or two.
Your function after each speech is to bridge the gap between presentations, maintaining the interest of the audience.
At the conclusion of the formal speeches, ask the General Evaluator to assume control of the meeting, and introduce the evaluators.
After the evaluations, call on the members with meeting roles to give their reports. Return control of the meeting to the President.