The Toastmaster acts as the meeting chairman for the whole evening
The Toastmaster is responsible for the smooth and timely running of the meeting, for introducing all participants (except in the Table Topics session) and for setting the tone of the evening.
PREPARATION
Using Clubplan 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.
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 / VPE on any late changes).
The President will open the meeting and welcome the guests and then introduce you as the Toastmaster to run the meeting.
1) Make a brief introductory address and announce any changes to the published agenda. Remind everyone to turn off mobile phones etc.
2) Using the most recently published agenda as a checklist, introduce the Timekeeper and then the Grammarian who should each be asked to explain their roles.
3) Briefly explain the purpose of table topics and introduce the Table Topics Master.
4) Call for the Timekeeper to report on who spoke, what about and for how long in the Topics session.
5) Explain how we always appreciate guests coming to our meeting, and then introduce the Sergeant-At-Arms.
6) Explain our important feedback and evaluations are at Toastmasters, then introduce the Table Topics Evaluator.
7) Announce a 10-minute break and be sure to restart on time.
AT THE MEETING - SECOND HALF
1) Restart the meeting on time and outline the programme ahead
2) Give an explanation of the value of preparing and delivering speeches, how the manuals work, the use of the Feedback Slips etc
3) Introduce the first speaker and read out the speech objectives from the manual. Give the name of the speaker, title of the speech, repeat the title and give a big welcome to the speaker with loud applause!
4) Let the speaker hand back to you when they complete their speech and then ask the audience to complete their feedback slips - asks the Timekeeper to time 60 seconds.
5) Repeat the process with subsequent speeches.
6) After the last speech and the 60 seconds for feedback and then welcome the Timekeeper for their report.
7) 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.
8) Move to the final evaluator of the meeting and call on the Grammarian to give their report.
8) Call on the Timekeeper to announce the names and timings of all the evaluators (Table Topics Evaluator, Grammarian, and Speech Evaluators)
10) If there is a General Evaluator, explain the purpose of the General Evaluation and introduce the evaluator.
13) Conclude and pass control of the meeting back to the President.
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 links and introductions brief - this role is about facilitating others to speak, as well as yourself.
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 VPE.
Prepare for the role and plan the steps you will follow during the meeting. Use the most up-to-date version of the agenda as a checklist - it contains the running order together with all timing information.
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.
If you have a theme for your introductions, make it appropriate for a Toastmasters meeting, brief and 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.