Toastmaster
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 published programme as a checklist, contact all the participants at least 3 days before the meeting - to check they are attending and to prepare a suitable introduction to each. If appropriate, offer advice and support on handling their role.
If a participant cannot perform her or his role, arrange a suitable replacement and, if necessary, liaise with the Education Vice President.
Check whether there are any special requirements, e.g. for equipment, and liaise with the Sergeant-at-Arms.
Check with the EVP / President on who is printing, copying and bringing the programme sheets. Offer to help!
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 / EVP 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) Have a warm up session. Usually, this means asking the group a question and then getting each speaker to say their name and their answer to the question. Before the warm up, remind everyone to keep their contribution to under 15 seconds in length. It may be a good idea to exclude those on the programme in the interests of finishing the evening on time.
3) Using the most recently published programme as a checklist, introduce:
- The Timekeeper, and then
- The Grammarian
4) Introduce the Education / Leadership Spot speaker (if any)
5) Give an explanation of the value of preparing and delivering speeches, how the Manuals work, the use of the Feedback Slips etc.
6) Introduce the first speech, its objectives, the speaker and his/her background, the title of the speech, repeat the title and give a big welcome to the speaker with her/his name and loud applause!
7) 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
8) Repeat the process with subsequent speeches
9) Explain the value of Evaluating and then introduce each evaluator with their name, their background, whose speech they are evaluating and welcome them with their name and applause
10) NB There are no gaps for writing feedback on the evaluators
11) Call on the Timekeeper to announce the names and timings of the speakers and the evaluators
12) Announce a 7 - 10-minute break and be sure to restart on time (send messengers to recall those at the bar!)
At the meeting: second half
1) Restart the meeting on time and 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) Remind everyone that at the end of the meeting they should leave the venue upstairs promptly and carry on chatting in the bar
8) Conclude and pass control of the meeting back to the President
Here are some useful tips.
- The meeting is enriched if your introductions are short but interesting, informative and help us 'get to know' the officials a little better. Keep the introductions brief!
- 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 EVP
- 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 EVP / President on when/if any short 'education / leadership speeches' are planned and who will introduce them
- 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
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.