When you are Toastmaster for the Evening

The primary duty of the Toastmaster is to act as a genial host, introduce the speakers in such a way as to make it easier for them to do their best and for the audience to listen with attention and anticipation. The Toastmaster creates an atmosphere of interest, expectation and receptivity.” (This paragraph is copied from the Guide to Meeting Duties and is an important part of being a Toastmaster.)

The Toastmaster helps the program to run smoothly and to maintain the interest of the audience if you have relevant, interesting or amusing snippets of information, anecdotes, quotes and interesting facts related to the Theme of the meeting presented on a number of occasions during the course of the evening. These should not become a mini speech, nor should they become an essential part of the program if time is running short.

Prepare a Round Robin segment, usually based on the theme of the meeting, as it gives all members at least one occasion during the meeting when they can say something.

The forward plan is for guidance. If people are not able to fulfil their allotted role then you, as Toastmaster, have the discretion and the flexibility to include substitutes or modify the program.

DO NOT DOUBLE-UP WITH ONE MEMBER TAKING ON TWO OR THREE ROLES FOR THE ONE MEETING. In a club the size of ours this is not necessary and it denies many members the opportunity to gain experience in these areas. Responsibilities should be shared as widely as possible.

Before the night of the meeting, there are a number of vital preparatory steps to ensure a (relatively) trouble free evening.

PREPARATION BEFORE THE MEETING

About a week before the meeting you MUST contact the following participants to ensure that they will be attending and undertaking their assigned role. If they are not available, it is up to you to find a substitute.

This practice of contacting the participants one week beforehand not only lets the Toastmaster know (fairly well) what to plan for, but it (usually) secures a commitment from the members with assignments, and reminds them to prepare.   (this is the best way of making pretty sure that meetings don't fall apart on the night)

It is the General Evaluator’s responsibility to contact the Business Evaluator, Harkmaster, Grammarian, Gruntmaster and Timekeeper.

When contacting the speakers, obtain from them the manual and speech number that they are tackling, the timing, any special requirements they might have, (eg. Help with visual aids), and the information you will need to properly introduce them. See the next chapter, “Introduce the Speaker” for what’s required here.

Always be prepared for some speakers to withdraw at the last minute. It is still up to you to MANAGE THE PROGRAM with emergency speakers, educational sessions or other activities which will develop relevant skills. It is advisable to gather a variety of activities to keep for just such an emergency.

A TYPICAL MEETING SEQUENCE AND THE RELEVANT TIMING:

1. Call to Order - at 7.45pm
2. Introduction and welcome to guests, program changes – 5 minutes
3. Inspiration– maximum time 2 minutes
4. Introduction of Toastmaster- Round Robin – total time approximately 10 minutes
5. Table Topics– 15 minutes including questions and replies (60 to 90 secs. per reply)
6. Table Topics Evaluations– 2 minutes for each evaluator – In our club we have two Table Topics Evaluators so this is a total of 4 minutes
7. Speeches – usually five to seven minutes but timing varies. Allow timing as per the manual plus one minute extra for introductions, applause and for the participant to go to and from the lectern
8. Business Session :- 20 minutes on first Monday of the month, 5 minutes on third and fifth Mondays of the month
9. Supper – 15 minutes
10. Continue speeches / Educationals
11. Speech Evaluations – approximately 2 minutes each
12. Toastmaster to introduce General Evaluator
1. General Evaluator segment – 10 to 15 minutes including:
2. Harkmasters report– 2 minutes
3. Gruntmasters report– 2 minutes
4. Grammarians report– 2 minutes
5. Time Keepers report– 2 minutes
13. TM hands the meeting back to the Chairman

These are suggested times to facilitate an efficient meeting. In your program, allow EXTRA TIME where necessary for introduction of speakers, explanations, applause and follow up comments. (eg. If the timing for a speech is five to seven minutes, allow eight minutes on your program to provide for the maximum speech time and the above considerations. If the timing for an evaluation is one and a half to two minutes, allow two and a half minutes on your program to provide the maximum evaluation time and thirty seconds for the above considerations.)

The Toastmaster has the overall responsibility to ensure that the meeting runs according to schedule. Depending on how the program for the evening is progressing, the Toastmaster has the flexibility and the requirement to modify any part of the program. eg. Reduce or increase the number of speakers, include an un-programmed educational or activity, or ask speakers to reduce their timing.

PROGRAM

Bring several copies of the program to the meeting. If you choose to email your program to members well ahead of time, still bring sufficient programs for visitors and for members who do not have access to email.

AT THE MEETING

Arrive at the meeting sufficiently early to distribute programs around the tables and to make last minute changes if necessary.   If a participant can not attend at the last minute, ask an experienced member to provide an impromptu assignment or educational.

TERMINOLOGY

Prior to introducing each section of the program, explain to visitors the format and the terminology: eg.

• What you mean by Round Robin
• That Table Topicsis an exercise in impromptu speaking
• That speech number eight in the “Communication and Leadership Manual” should take between five and seven minutes and should emphasise "How to be Persuasive".

TIMING INSTRUCTIONS

After an introduction from the Chairman, the Toastmaster assignment begins. It is up to you to keep an eye on timing and if necessary, change the program if it is going overtime. eg. Cut down Table Topics from six to four topics.  If the business meeting has gone overtime, delete the Educational session.

Place five to seven minute speeches then ten to twelve minute speeches in blocks to save time in explanations to Time Keeperregarding the GREEN, AMBER and RED lights.

Instruct the Time Keeper as to the time of each speech according to the manual. eg. On a five to seven minute speech, request that the GREEN LIGHT be shown at FIVE MINUTES, the AMBER LIGHT at SIX MINUTES and the RED LIGHT at SEVEN MINUTES. The RED LIGHT SHOULD REMAIN ON until the speech is completed.

For a longer speech, the Toastmaster should request the timer to show lights at appropriate times.

Actual timing of a speech, whether over or under time, is written down and reported on in the Time Keeper’s report.

NB. In contests, timing may differ from club meeting timings and are strictly adhered to with disqualifications applying if you go overtime. Within club meetings timings are there for meeting discipline, to avoid “waffling on” and to allow a fair go for everyone.

INTRODUCTIONS

When introducing each participant the following procedure is recommended:

1. Assignment
2. Timing
3. Evaluator to read the objectives (if a speech)
4. Speech or assignment title
5. Name of participant
6. Introductory remarks

STAND AT THE LECTERN and WAIT FOR THE PARTICIPANT to arrive, restate the speaker's name and title of speech or assignment, lead the applause, then quietly sit down to one side.

At the conclusion of each assignment, again lead the applause and thank the speaker. Do not comment on the CONTENT of the assignment – this is the task of the evaluator – however a complimentary reference and thank may be encouraging.

Never give your opinion of the subject or top the story off with one of your own – this is bad manners. Your assignment is to introduce participants.

Continue in this manner until all speeches, educational assignments, evaluations and other assignments are completed.

Also see the section on “Introducing a Speaker” on the following page.

VOTING

Vote for BEST TABLE TOPIC response is requested immediately after the last Table Topic participant. Vote for best SPEECH and BEST EVALUATOR (including Table Topic evaluators) is requested at the conclusion of all speeches and evaluations.

The Toastmaster does not count the votes or announce the winners. Votes are sent to the top table for an executive member to count.

GENERAL EVALUATOR

The Toastmaster introduces the General Evaluator. The General Evaluator calls for reports from the Harkmaster, Grammariam, Gruntmaster and Time Keeper. The General Evaluator then makes comments and recommendations regarding the evenings proceedings.

Following the General Evaluator, the Toastmaster again goes to the lectern and leads the applause. If desired, the Toastmaster speaks a word of appreciation for those who have made the program successful and then addresses the Chairman stating, “That concludes my assignment”, or similar words.

NB. Don’t be afraid to ask your mentor or another experienced member for advice or help.

PLEASE ENSURE THAT THE MEETING CONCLUDES BY TEN PM. IN ACCORD WITH GLEN WAVERLEY TOASTMASTERS CLUB STANDING ORDERS.

Table of Contents

	The Aims of GWTM Club		When You Are Speech Evaluator
	You the Member		When You Are Table Topics Evaluator
	A Toastmasters Duties		Duties of the General Evaluator
	Duties of the Sergeant-At-Arms		Business Session Evaluator
	The Inspiration		When You Are A Mentor
	When You Are Chairman		Duties of the Time Keeper
	The Round Robin		Time Keeper's Schedule
	The Toastmaster for the Evening		Duties of the Harkmaster
	Introducing a Speaker		Duties of the Gruntmaster
	The Table Topics Master		Duties of the Grammarian
	Why Evaluate?		Back to Duties Index