Toastmaster of the Evening
Function:
The Toastmaster (can also be the Chairperson) is principally responsible for the smooth and timely running of the first half of the meeting and for introducing all participants.
Preparation:
Using the published programme as a checklist, contact all of the relevant 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 their role, he or you must arrange a suitable replacement, liaising with the Education Vice President (EVP) so that they can approve the replacement and amend the printed programme.
Check whether there are any special requirements, e.g. for equipment, and liaise with the Sergeant-at-Arms.
At the meeting - first half:
· Arrive at least 15 minutes before the meeting starts and check on final preparations with all involved (liaise with 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 to run the meeting.
· You should then make a brief introductory address and announce any changes to the published programme. Remind everyone to turn off mobile phones, where the fire exits and toilets are, etc.
· Using the latest published programme as a checklist, you introduce: *The Timekeeper … and then *The Grammarian who should each be asked to explain their roles.
· Briefly explain the purpose of table topics and introduce the Table Topics Master.
· On being handed back by the Table Topics Master, show the voting slip, explain the procedure for voting and call for the Timekeeper’s report; organise somebody to collect the votes and pass the result to the President.
· Once the voting is done, introduce the Table Topics Evaluator.
· Introduce the ‘Guest Introducer’ (if there is one). If there is no Guest Introducer, introduce the guests, asking them to state their name and how they came to be at the meeting. Lead the applause when introducing the guests and thanking them for their first public speaking slot.
· Announce a five or ten minute break and be sure to restart promptly when the time is up.
At the meeting – second half:
· Start second half of the meeting promptly. During the second half of the meeting, the prepared speeches are delivered and evaluated.
For each speaker:
Give your prepared introduction (an experienced speaker may supply one for you that they need delivered as background information to their speech – try to oblige.)
Greet the speaker
Thank the speaker on completion of the speech
Ask audience to complete feedback slips (allow 45 seconds)
On completion of the prepared speeches, explain the voting procedure and call for the Timekeeper’s report; organise somebody to collect the votes and pass them to the President.
For each evaluator:
Give your prepared introduction
Greet the evaluator (with a handshake)
Thank the evaluator on completion of the evaluation (with a handshake)
On completion of the evaluations, explain the voting procedure and call for the timekeeper’s report; organise somebody to collect the votes.
· Call for the Grammarian’s report.
· Explain the purpose of the General Evaluation and introduce the General Evaluator.
· Pass control of the meeting back to the President.
Notes and tips
Typically, the introductions should include:
For speakers: Speakers name
Summary of Speaker’s general background and / any speaking
achievements.
Speech objectives (as defined in manual and anyextra)
Title of speech
Speakers name
For evaluators: Evaluators name and who they are evaluating
Summary of evaluator’s general background / achievements
The meeting is enriched if your introductions are short but interesting, informative and help us “get to know” the functionaries a little better. Keep them brief!
If you really feel you need a “theme” for each of your introductions keep it subtle, brief and unobtrusive e.g. a link between the speech subjects.
It is the Toastmaster’s job to check that all the speakers and evaluators are attending (and to liaise with VPE on any late changes), and that they are well prepared for the meeting. Any changes to the plans and participants should be approved by the Vice President Education
DO use the LATEST published programme as a checklist - it contains the running order together with all timing information.
Even the pilot of Concorde uses a checklist e.g. remember the various points in the programme for filling in feedback slips, calling for Timekeeper’s reports and votes.
It is not necessary to announce timings, as these are included in the programme but check the programme for any variations in format.
A vote for best speaker and best evaluator is conducted where shown on the programme.
Votes are usually cast on standard voting slips but any piece of paper is acceptable.
Remember to remind the audience of the name of the Topics Evaluator. Stress that the Topics Evaluator is to be included in the vote for best evaluator.
Always greet each speaker/evaluator with a handshake and enthusiastically lead the applause - do the same on completion of the speech/evaluation.
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 “from the floor” unless an item is running badly over time. By all means, brief the functionaries in advance but try not to interfere once they are carrying out their role.
DO NOT shorten the break unless you are prepared to restart at the stated time - statements about timing MUST have credibility. Restart at the scheduled time.
Check with the VPE / President on what, if any, short “education spots” or longer “education speeches” are planned and who will introduce them and when.
This is a great opportunity for developing your leadership skills within a meeting and for getting to know the speakers and evaluators.
Always greet each functionary with a handshake and enthusiastically lead the applause - do the same on completion of the item.