PURPOSE:
The primary duty of the Toastmaster is to act as a genial host and conduct
the entire program. Program participants should be introduces in such a
manner as to prepare the audience to listen with excitement and attention.
It is the Toastmaster who creates an atmosphere of interest and expectation.
The Toastmaster is responsible for running the "prepared speeches and evaluations" section of the meeting. The "prepared speeches" section will occasionally include an education speech which does not require evaluation.
PRIOR TO THE MEETING:
First of all, determine if you plan to have a theme meeting. If so, be
sure that it is a theme that can be carried by many of the other participants
of the day. Also, be careful not to plan so much additional activity that
the program runs long or table topics must be cut from the program.
Using the published quarterly schedule you received from the Vice President of Education, prepare an agenda as a checklist. Contact all of the relevant participants and prepare a suitable introduction for each. If a participant is unable to perform their assignment, contact the Education Vice President to arrange a suitable replacement.
Call all speakers in advance to remind them that they are speaking. Interview them to find out their speech title, manual project number, purpose to be achieved, time requested, and something interesting about themselves which you can use when introducing them (job, family, hobbies, education, why this topic to this audience, etc.). The club keeps a notebook in the Sergeant at Arms box which contains Biographies of most of the club members for use, but this additional information may give you a tidbit not included.
The meeting is enriched if your introductions are interesting, informative and help us "get to know" the speakers/evaluators a little better. Typically, the speaker introductions should include:
Review "How to Introduce a Speaker" in your Communication and Leadership Manual At the same time, determine if any of the scheduled speakers need any special requirements for equipment, etc., which should be coordinated with the Sergeant-at-Arms.
Call the General Evaluator to confirm the assignment. Ask the general evaluator to call the speaker evaluators and remind them of their responsibilities and assign them to their speakers. (See General Evaluator role)
Call both the Table Topics Master and the Wordmaster next especially if you have a theme for the meeting so they can incorporate or weave it into their responsibility. Lastly, the Timer and the Vote Counter.
Plan a few remarks which can be used to bridge the gaps between program segments. You may never use them, but you should be prepared to avoid possibly awkward periods of silence.
AS YOU ARRIVE AT THE MEETING:
Arrive a few minutes early and check with the Educational Vice President and
the President on any last-minute details. Check with the speakers for any
last minute changes. Ensure that any equipment is set up in advance if required
by the speakers.
Distribute the agendas and sit near the head of the table. Ask the speakers to also sit near the front of the room for quick and easy access to the lectern.
DURING THE MEETING:
After your introduction by the Chairman, make a brief introductory address
which should mention the purpose of the setting the program for the benefit of
guests. Preside with sincerity, energy and decisiveness.
Always lead the applause after introducing the Speakers, the Table Topics Master and the General Evaluator. Remain standing near the lectern after your introduction and greet them with a handshake. Once the speaker has acknowledged you and assumed control of the meeting, be seated.
On completion of the prepared speeches, explain the voting procedure and call for the timer's report; organize somebody to collect the votes or pass to the vote counter.
Next, to give the speaker evaluators time to complete their work, give your prepared introduction for the Table Topics Master. Instruct as to how many table topics to deliver with regards as to the amount of time remaining in the meeting.
On completion of the table topics session, explain the voting procedure and call for the timer's report; organize somebody to collect the votes or pass to the vote counter.
Give your prepared introduction of the General Evaluator who will then handle the evaluation portion of the agenda.
On completion of the speaker evaluators and the general evaluation, explain the voting procedure (the General Evaluator is also eligible) and call for the timer's report; organize somebody to collect the votes or pass to the vote counter.
While waiting on the vote counter to finish the tally, lead the nominations for "Spark Plug of the Day" and for "Bone of the Day". Upon completion of these two awards, ask the Vote Counter to announce the names of the Evaluator of the Day, Table Topics Speaker of the Day, and the Speaker of the Day.
Finally, return control of the meeting to the presiding officer that introduced you at the beginning of the meeting.
RESOURCES:
Introducing the Speaker ( Code 111 )
Chairman ( Code 200 )
Patterns in Programming ( Code 1314 )
When You're the Introducer ( Code 1167-E )
Back to Meeting Roles and Responsibilities