TOASTMASTER
Prerequisite: Four speeches.
Time: Plan two to three minutes at the beginning to introduce the theme and set the stage for the meeting. You should also be prepared to make short comments in between the meeting segments to keep the meeting flowing.
Preparation:
The Toastmaster of the meeting has the key role in the success of the meeting. Only through proper advanced planning can this assignment be carried out effectively. The primary duty of the Toastmaster is to insure a well-run, up-beat meeting and act as a genial host to smooth the transition between program participants.
Several days before the meeting, contact the program participants and remind them of their assignments. If anyone is unable to fulfil an assignment, arrange a substitute. You should handle this in advance and not at the meeting. Obtain the necessary information from the speakers in order to introduce them properly. You should get biographical data, the speech title, the manual project number, and the speaking time. The speaker may give you a Speaker’s Information Sheet with this information on the day of the meeting. Contact the Vice President Education before the meeting; he or she needs to prepare the meeting program or agenda.
Plan your introductions carefully. Each introduction should last no longer than one minute. Plan the time for each portion of the meeting so that the meeting will finish on time.
Procedure:
Try to arrive about fifteen minutes before the meeting begins. Make sure all the program participants are present. If some participants fail to attend the meeting, appoint new ones prior to the start of the meeting, if possible. Sit near the lectern.
When the President turns control of the meeting over to you, move to the lectern and shake the President’s hand. You are now in charge of the meeting.
Keep the meeting running on schedule. You have the authority to stop the participants who go over their time and ask them to conclude their portion of the meeting immediately.
Each time you introduce a speaker, be ready to add a few words and give the background information to characterize the speaker. Always give the name of the person at the end of the introduction. Read “How To Introduce A Speaker” on page 64 of the Communication And Leadership Program manual. Remind the Evaluators before the break to consult with their assigned speaker. Remind the Raffle Master to sell raffle tickets. Indicate the length of the break and ask the Timer to alert everyone when the break will end.
Announce each speech by title, manual project number, and speaker. Briefly describe the purpose of the speech without saying what the speech is about -- unless the speaker has asked you to do so. Say something such as, “Help me welcome [the speaker’s name] whose speech is titled [speech title].” Note how the speaker’s name is the last word. Lead the applause. Remain standing at the lectern and shake hands with the speaker. Take your seat near the lectern.
At the end of each presentation, lead the applause and offer a brief word of praise and appreciation. Your function in this step is to bridge the gap between presentations and maintain the interest of the audience. After each formal speech, ask members and guests to take one minute to write an evaluation of the speaker’s presentation. Do not talk during this one minute of silence. Ask them to sign their evaluation.
After all the speech portion of the meeting has ended, comment briefly and thank the speakers. Ask the club to vote for the meeting’s Best Speaker. Repeat all the speakers’ names. Ask the audience to give their ballot to the Sergeant-At-Arms or to pass it to the Awards Master.
Introduce and pass control of the meeting to the General Evaluator. Lead the applause. Remain at the lectern until the General Evaluator arrives. Shake hands with the General Evaluator. After the evaluation portion of the meeting has ended, take control of the meeting from the General Evaluator. Thank the General Evaluator. If the club elects a Best Chairman, mention their names and positions: Table Topics Master, General Evaluator, and Toastmaster. Introduce the Raffle Master. Introduce the Awards Master. Make a closing statement about the meeting and return control of the meeting to the President. Lead the applause and wait for the President to arrive at the lectern before you return to your seat.
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