The Toastmaster of the meeting is the most important job in the meeting. He or she act as the host to see that the meeting is fully organized, enjoyable for all, and runs smoothly from start to finish. The Toastmaster selects the theme for the evening.
The Toastmaster gets the meeting assignments from the Vice president of Education and calls the Table Topics Master, Master Evaluator and Speakers to remind them of their part in the program and to let them know the meeting's theme.
The Toastmaster should also ask each participant he will introduce to prepare his or her own introduction, or write an introduction for each person. As Toastmaster, it is your job to provide an introduction for each speaker that will help others benefit from the effort that the speaker has put into planning their speech.
At the meeting, the Toastmaster will be introduced by the Presiding Officer. The Toastmaster will then announce the theme for the meeting and then provide a short (3-5 minute) audience warm-up. If there are any changes to the agenda, the toastmaster will also announce these at the beginning of the meeting.
Also, if there are any guests that are unfamiliar with Toastmasters, the Toastmaster has the responsibility of explaining each portion of the meeting as the meeting proceeds.
Conduct your part of the program with sincerity, energy and enthusiasm. Take your audience on a pleasant journey and make each speech an interesting stop on the journey.
The Toastmaster will then introduce the Table Topics Master, who will provide 3 to 5 topics for members to speak on extemporaneously.
The Toastmaster will have some continuing remarks to make between his introductions of other participants on the agenda. This gives people such as timers, evaluators, etc. to make some notes, and it makes a smoother transition between parts of the program.
The Toastmaster will introduce the Master Evaluator, who will introduce his team.
The Toastmaster will then introduce the speakers. Remember to give each speaker a good introduction, announce the title of the speech, whether it is a manual speech and if so, the purpose of the speech, and the time they have requested.
The Toastmaster will remind the audience to vote on the best Table Topics speaker and best Speaker of the evening. He will then introduce the Master Evaluator.
Following the Master Evaluator and the evaluation part of the program, The Toastmaster will remind the audience to vote on the best evaluator. At this time the Toastmaster will "wrap-up" his comments and return control of the meeting back to the Presiding Officer, who will present trophies.
BE CREATIVE!! As Toastmaster, you have the power to
decide the theme of the meeting, which can include changing the table layout,
decorations, handouts, music, etc.
The Table Topics Master provides the impromptu speech topics for the meeting. The Toastmaster should call the Table Topics master several days before the meeting to let him or her know the theme of the meeting. Sometimes the Toastmaster and Table Topics Master get together to decide the theme.
If possible, tie the Table Topics into the meeting's theme. Select topics that are generally known and will encourage members to participate enthusiastically. The Table Topics Master sets the stage with a few brief opening remarks. The topic is then given, and then a speaker is called on to respond to the topic.
Based on the number of prepared speakers and the length of their speeches, prepare from 3 to 5 Table topics. Try to call on only those in the audience who are not performing other duties on the program.
Table Topics should be chosen to challenge, but not to embarrass, the speakers. They can be as fun or serious as you like, depending on the theme of the meeting. You can incorporate pictures, objects, smells, sounds, or whatever you like into your Table Topics to make them interesting. Conclude by reminding the audience to vote on the best Table topics speaker and with some closing remarks.
The Speakers are the stars of the evening. They have the responsibility for entertaining, informing, persuading or convincing the audience.
Ideally, Speakers will plan and prepare their speeches 2 to 3 weeks in advance. A good speech requires planning, preparation and practice for even the most advanced speaker.
It is your responsibility to inform the Toastmaster of the title of your speech, the length of time you will need, and the purpose of your speech. Good speakers also prepare their own introduction.
If you should be unable to speak when you are
scheduled on the program, try to help find another speaker to take your place.
The Master Evaluator conducts the entire evaluation session. The Toastmaster will call on the Master Evaluator at the beginning of the meeting to introduce his team. If there are guests present who are unfamiliar with Toastmasters, the Master Evaluator should have each member of the team explain their duties. Your team includes: each evaluator, timer, grammarian, and parliamentarian.
After the speakers have concluded their speeches, the Toastmaster will call on the Master Evaluator, who will then call on each member of the evaluation team for their report:
· Call on the evaluators in order of the speakers they will evaluate, so that the evaluator for the last speaker will have some time to finish their evaluation while the first evaluator is speaking.
· Call on the Grammarian for the Grammarian's report.
· Call on the Timer for the Timer's report.
· Call on the Parliamentarian for their comments on the parliamentary procedure of the business meeting.
The Master Evaluator is also responsible for evaluating the entire meeting. He can evaluate such things as: the room arrangements, the meeting of guests, the promptness of the opening of the business session, and comment on the performance of others on the evaluation team.
The Master Evaluator can also comment on the Toastmaster's performance, the Table Topics or other portions of the meeting. He should not comment on the speakers, as that is the responsibility of the evaluators. The Master Evaluator will ask for votes for the best evaluator.
After final comments, the Master Evaluator returns control back over to the Toastmaster.
Evaluations are one of the most important aspects of the Toastmasters program. The purpose of the evaluator is to provide constructive feedback, both positive and negative, to the speaker.
Before the meeting, obtain the Speaker's manual and review the purpose of the speech. If the speech is not a manual speech, ask the speaker what they would like you to look for and comment on.
Listen attentively to the speaker. This is one of your best opportunities for improving your listening skills. You may also wish to jot down some notes during the speech. When the speaker is finished, write your written evaluation on the evaluation guide in their manual. Organize your thoughts for the oral evaluation.
The oral evaluation is given is a standing position at your seat, and should be a mini-speech with greetings, opening, body and conclusion or summary. Start with a positive point and end with a positive point. However, be sure to include some point for improvement in the middle. Some points to consider are:
· How the speaker performed compared to previous speeches.
· Body language, including gestures, eye contact and facial expression
· Speech organization and preparation
· Use of Voice
· Use of Visual aids
· Word selection and Vocabulary
· Enthusiasm and Self-Confidence
When offering points that need improvement, try to also offer possible means for improving these points. More advanced speakers need more "picky" evaluations; however, for newer speakers, be careful not to overload them with negatives. Remember, we are here to help others build self-confidence and improve.
You will be speaking primarily to the speaker, but do not ignore the rest of the audience since they, too, may pick up some self-improvement tips from your comments.
The Wordmaster selects the Word for the Day and tallies the number of times the word was correctly used during the meeting. The word should be chosen to help all members expand their vocabularies through introduction of new word or re-emphasis of an abused or misused word. The Toastmaster will ask the Wordmaster for the word before the Table Topics session begins.
When giving the word, the Wordmaster should make sure to pronounce it correctly, spell it, give the definition of the word, and give an example of the correct use in a sentence. They can also write the word on a poster for display during the meeting.
At the end of the meeting, the Toastmaster will ask for a report from the Wordmaster.
The Parliamentarian evaluates the parliamentary procedure during the business portion of the meeting. They can also comment on how the business meeting could have been expedited through the use of motions, amendments and formal discussions. If necessary, the Parliamentarian may be asked to act during the business meeting.
The Master Evaluator will call on the Parliamentarian during the evaluation portion of the meeting. The report should be given from a standing position at your seat and should be brief.
The Benediction is given at the end of each meeting, just before adjournment. The Benedictor may choose from a variety of inspirational and motivational sources: poems, quotes, passages, prayers or their own thoughts. The benediction should provide "food for thought" for members to take with them when they go away from the meeting.
Remember, the benediction is part of the program and should be prepared with the same care and effort as you would a speech. Make it something that all members will remember as an outstanding part of the program.
The Presiding officer will call upon the Benedictor.
The Benediction should be delivered from a standing position at your seat, and
should be brief.
This is a dual duty assignment. As Timer, the Timer times the Table Topics, Speakers, and individual speech evaluations. The target time for Table Topics is 2 minutes. Timing lights should be turned on at:
1.5 minutes GREEN
Evaluations are timed the same way.
For prepared speeches, be sure to get the requested time for each speaker. The lights should be turned on at:
As vote counter, you will tally the votes for Best Table Topics, Best Evaluator, and Best Speaker of the evening. The vote counter will not count his or her vote unless in case of a tie. The winners' names are only written on a piece of paper and given to the Toastmaster or Presiding Officer.
The Toastmaster will call on the Timer during the
evaluation portion of the meeting.
The Grammarian listens attentively throughout the meeting and makes notes of obvious errors of grammar, as well as filler words, such as ahs, ands, mispronounced words, incorrect use of words, verbs and nouns that do not agree, careless enunciation and slurring of syllables. Exceptionally good word selection and pronunciation should also be noted and mentioned. Do not "hunt" for mistakes, but take note of them when they are noticeable.
Keep your report an interesting one. Don't let your part of the program drag!
The Master Evaluator will ask for the Grammarian's report during the evaluation portion of the meeting. The report should be given from a standing position at your seat, and should not exceed 2 minutes.
The audience should show each program participant,
especially the speaker, respect and consideration by paying attention to the
speaker, not talking to others in the audience or interrupting while someone
is speaking, and providing feedback to the speakers by writing comments and
passing them on to speakers. Be receptive and enthusiastic! Remember, in the
future YOU will be standing at the lectern, and you will want the same
consideration from the audience!
The Basic rules for Parliamentary Procedure are:
1. Justice and courtesy for all
2. Do only one thing at a time
3. The majority rules
4. The minority has a right to be heard
5. To give every member a fair hearing
6. To maintain order
Quorum: The minimum number of members required to be present before the assembly can proceed to transact business is a majority of the active membership.
To Offer a Motion: The person desiring to offer a motion rises and says, "Mr. President". The chair recognizes the speaker calling by their name. Having been so recognized, the person states their motion by saying, "I move that . . . "
Motions requiring no second: Some motions require no second: nominations, questions of order, to raise a question of privilege (to take a recess, to adjourn, to fix the adjournment time, etc.), move the previous question ( stops discussion immediately, no second required and vote must be taken immediately), withdrawal of a motion.
Main Motion: A main motion introduces business before the assembly. The main motion cannot be voted on until amendments ( such as additions to the motion, lay it on the table, postpone, refer to committee ) are voted on first. No new motion can be offered until the one under consideration has been disposed of.
Non-Debatable Motions: These are: those for adjournment and appeal, motion to read papers, question of order. They are not subject to discussion. After a non-debatable motion is offered and seconded, it must be put to a vote at once.
Discussion Rules: A speaker is entitled to but one hearing on a subject until all others desiring to speak have spoken. The chairman must see to it that the speaker confines himself to the question under discussion and avoids personalities.
Question: After the discussion comes the vote. The chair may call on the Secretary to read the motion, or the chair may say, " It has been moved and seconded that . . . . are you ready for the question?" Someone will probably shout "Question!" This is the signal to call the vote. However, if someone still has remarks to make on the subject and rises for recognition before the vote is taken, they may be heard. Another route the chair n=may take is to say, "Hearing no further discussion, I declare the discussion closed. All in favor say "aye".
Voting: The chair should indicate clearly how the vote is to be taken (by voice or by hand ). "All those in favor of the motion say "aye". All those opposed say, "no". They should never say. " Those opposed by the same sign". The chair should then state the result.
I Object: When someone says, "I object", no second is required and it is not necessary for the mover to state their reason. They simply object. Then the chair immediately says, " will the assembly support the objection?" It takes a two-thirds vote to sustain the objection. An objection must be confined to pertinent discussion.
Out of Order: It is better for the Parliamentarian or the chair to say, "The motion is out of order", rather than to say the person is out of order.