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. Remember that performing as Toastmaster is one of the most valuable experiences in your Club work. The assignment requires careful preparation in order to have a smoothly run meeting.

PRIOR TO THE MEETING

Choose a theme ... it can be serious, such as "what keeps you up worrying at night?" ... practical, such as "where did you grow up?" or whimsical such as "if you were a car, what kind of car would you be?" Plan to begin and end with something about that theme.

Check the website to ensure that all the roles have been taken. You may need to ask someone to volunteer if you notice a role has been vacated.

A day or so after the previous Toastmasters meeting, send an email to everyone scheduled for a part through Google groups. Ask each one to answer your "theme question." (Your email to these folks also reminds them that they have a part, in case they forgot.) It is very important that your email reminds them to check this site to receive some helpful hints about the role they are supposed to play. If someone doesn't ever get back to you about your theme question, you are allowed to make something up!

For those who are Speakers, you will also need to find out what speech # they are on, the purpose of that speech, the time given and the title of their speech. You will need to list all this information on the agenda. Also ask for an introduction from each speaker.

Give some thought to the order of speakers and the order of evaluators. Just because the system has a person listed as Speaker #1, #2 or #3, that doesn't mean you have to use that order. You will want the least experienced person to go first. You also may want to rearrange the order of the evaluators. A person shouldn't evaluate the same speaker as last time. Ask your speakers or evaluators if they have any preference. (You won't always be able to honor all preferences.)

Prepare your opening and closing remarks based on the theme you have chosen. These should not be too long. Your introduction should not be much longer than a minute and your ending should be a sentence or two. Prepare introductions for each speaker. A proper introduction is important to the success of the speaker’s presentation.

UPON ARRIVAL

Arrive at least 10 minutes early in order to finish any last-minute details.

Place an agenda at each spot. Give any extras to someone in the back of the room to hand out in case people come late and sit in the back.

Check off people as they enter the meeting room. You may need to make some last minute changes.

Ensure everyone on the agenda is present before the Sergeant at Arms opens the meeting. If there are any open roles, make those substitutions before the meeting begins.

Sit near the front of the room and have your speakers do likewise for quick and easy access to the lectern.

Ensure that a vote-counter is sitting next to you.

DURING THE MEETING

Preside with sincerity, energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well.

Always lead the applause before speakers.

Do your best to maintain smooth transitions between speakers and others that will be called to the lectern.

Remain standing near the lectern after your introduction until each speaker comes forward and shakes your hand at the lectern.

Help speakers with props, visual aids, or projection equipment, if needed.

Call for a vote for best Table Topics after the Time Keeper's Report

Call for a vote for the best Speaker and the best Evaluator after the Time Keeper's report following the Evaluators.

Announce the winners in this order: Table Topics, Evaluator, Speaker.

RESOURCES -

Introducing the Speaker (Catalog No. 111)

Chairman (Catalog No. 200)

Patterns in Programming (Catalog No. 1314)

Master Your Meetings (Catalog No. 1312)

When You’re the Introducer (Catalog No. 1167-E)

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