| | | |  | | | | The Toastmaster (for the whole evening) is responsible for the smooth and timely running of the meeting, for introducing all the participants, except in the Topics session, and for setting the tone of the evening.
Preparation
Using the programme as a checklist, contact all the participants at least 3 days before the meeting - to check they are attending
If appropriate, offer advice and support on handling their role. Ask all speech evaluators to have a chat with the speaker they will be evaluating on the evening
If a participant cannot perform her or his role, arrange a suitable replacement and, if necessary, liaise with the Vice President Education
Check whether there are any special requirements, e.g. for equipment, and liaise with the Sergeant-at-Arms.
Printing and copying the programme
It is your responsibility to download, fill out, print off, duplicate and bring 30 copies of the meeting programme for about thirty people at the meeting.
First you need to download the 'template' for the meeting programme sheet, being either the 4 speech night template or the 6 speech night template.
The details on this template are all from a previous meeting so you will need to update your version including all the following details:
| | » | | Names of speakers, evaluators and functionaries | | | » | | Speech numbers (or 'ADV' for advanced projects) | | | » | | Timings - remember that icebreakers, number 10s and many advanced projects have different timings from the usual 5/6/7 minutes | | | » | | Date at the top | | | » | | Dates of upcoming (ordinary) meetings at the bottom | |
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At the meeting: first half
Arrive at least 15 minutes before the meeting starts and check on final preparations with all involved (and the President / VPE on any late changes).
Where possible, ensure that any equipment is set up in advance or during a suitable break - be ready to assist with equipment during the meeting.
The President will open the meeting and welcome the guests and then introduce you as the Toastmaster/Chairman to run the meeting.
1) Make a brief introductory address and announce any changes to the published programme. Remind everyone to turn off mobile phones etc.
2) Using the most recently published programme as a checklist, introduce:
| | 1. | | The Timekeeper, and then | | | 2. | | The Grammarian | |
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each of whom should be asked to explain their roles.
3) Introduce the Education / Leadership Spot speaker (if any)
4) Give an explanation of the value of preparing and delivering speeches, how the Manuals work, the use of the Feedback Slips etc.
5) Introduce the first speech, the speaker, the title of the speech, and a brief significant fact about the speaker. Get the speech evaluator to read the speech objectives,
6) Let the speaker hand back to you when s/he completes the speech and then ask the audience to complete their feedback – allow at least 60+ seconds
7) Repeat the process with subsequent speeches
8) Explain the value of Evaluating and then introduce each evaluator with their name, whose speech they are evaluating and welcome them with their name and applause
9) NB There are no gaps for writing feedback on the evaluators
10) Call on the Timekeeper to announce the names and timings of the speakers and the evaluators
11) Announce a 10 minute break
At the meeting: second half
1) outline the programme ahead
2) Briefly explain the purpose of table topics and introduce the Topics Master
3) Call for the Timekeeper to report on who spoke, what about and for how long in the Topics session
4) Introduce the Table Topics Evaluator(s)
5) Move to the final reviews of the meeting and call on the Grammarian to give his/her report
6) Explain the purpose of the General Evaluation and introduce the General Evaluator
7) Conclude and pass control of the meeting back to the Sergeant At Arms (for the guests to give their impressions of the evening).
Here are some useful tips.
| | • | | Your responsibility is to introduce the audience to each other by asking a question or theme. Each member of the audience has to introduce themselves, and then the answer the question of theme. | | | • | | The Toastmaster has responsibility for checking that all the participants are attending and are well prepared for the meeting. Any changes to the plans and participants should be made in co-operation with the VPE | | | • | | DO prepare for the role and plan the steps you will follow. Use the most up to date version of the programme as a checklist - it contains the running order together with all timing information | | | • | | DO try to steer the proceedings and participants as briskly as possible to ensure the meeting finishes on time, but do not try to influence timing by publicly issuing instructions unless an item is running badly over time | | | • | | DO NOT shorten the break unless you are prepared to restart at the stated time - statements about timing must have credibility | | | • | | Check with the VPE / President on when/if any short “education / leadership speeches” are planned | | | • | | If you feel you need to have a “theme” for your introductions, keep it subtle, brief and unobtrusive as well as cheerful | | | • | | Always greet each official, as well as the speakers, with a handshake and enthusiastically lead the applause - do the same on completion of the item | |
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And finally....
Straight after the meeting, please find out who the toastmaster will be at the following meeting and talk to them about performing the role.
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