- One week prior to meeting
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Speak to Vice President-Education to acknowledge the role and the ensure that "Members Assignments" sheet reflects the correct information. |
- Weekend prior to the meeting
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Telephone all those listed for duties for the meeting and ask for names of speeches, educationals, etc. Emails are not as successful as phone calls for ensuring attendance.
Also ask for interesting details to be used as introductions for speakers during the meeting. |
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Telephone the VPE to confirm participants, the agenda and other arrangements. The Toastmaster is responsible for finalising and printing the agenda with the most recent "Member Assignments" sheet printed on the reverse for distribution at the meeting. |
- Arrive in plenty of time to check last minute details.
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Recognise visitors who may arrive late, at the earliest opportunity, when you have the floor. |
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Explain the role of the Toastmaster to the audience so that new members will have a better understanding of the role (the SAA will introduce guests present at the start of the meeting). |
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Explain the roles of all participants where possible, eg table topics master, evaluators, general evaluator, those giving inspirations, tonics, the timer, phrase of the day/harkmaster, etc.
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- Be sure to say a few words about the speaker before and after their speech. Introduce them warmly and finish by saying, ‘Please welcome ………’, raising your voice as you say their name. Shake their hand after having introduced them.
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Lead the applause when the speaker has finished. |
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Make sure the evaluators read the objectives of the project speeches before they are presented. |
Be mindful of the time and adjust your introductions to make sure the meeting runs to time and, if necessary:
- Cut down Table Topics or cut out other "filler" roles (not speeches nor evaluations);
- Introduce additional roles (eg impromptu joke, communication in action etc).
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- Having done the above, congratulate yourself for running a highly successful meeting.
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