As Toastmaster, you have complete responsibility for the club meeting. Your efforts in planning, organizing and delegating these responsibilities will determine the success of this meeting. You set the standard! If you desire to have a top-notch meeting, you can have one. Anything that is done well takes considerable effort and work. You must know what it requires. Here are some important points:
1. ††††††† You have complete responsibility for each element of the program. (See Sample Agenda on next page.) Should anyone fail to meet his or her assignment, you must be sure that a substitute is obtained.
2. ††††††† Determine the theme of the meeting, if you choose to have one. Contact the Table Topics Master and General Evaluator to let them know the meetingís theme. Itís up the Table Topics Master to decide if he or she wants to have the Table Topics questions coincide with the theme.
3. ††††††† Contact the Vice President of Education to find out the schedule for the week. Contact all Speakers at least four (4) days prior to the meeting to confirm that they will be speaking. Find out the title of their speech, the speech number, and information that coincides with your theme or some biographical information in order to introduce them. Find out the time of the speech and what their objective will be. Your urging for proper speech preparation is the key to the Speakerís growth and to having an effective meeting.† Remember, you set the standard!
4.† †††††† Ensure that every duty holder is contacted and reminded of their duty. You may delegate the calling of the Evaluators to the General Evaluator, but you should ensure that everyone is called. Let the General Evaluator know the name of each Speaker and the speech number they will be giving.
5.† †††††† Each participant must know his or her responsibility. Review each section of this pamphlet, and urge each participant to study his or her particular section. Coach the General Evaluator and the Table Topics Master as to their duties.
6.† †††††† Plan your part of the program (introduction of Speakers, Table Topics Master, General Evaluator, stories, jokes, quotes, etc.). After each prepared speech, encourage members and guests alike to write comments to the speaker and sign their name. Allow about a minute of silence before you begin speaking again to introduce the next speaker. Itís hard to write and listen at the same time!
7. ††††††† In the event that a participant in the meeting cancels, it is their responsibility to find a replacement. Failing this, it is your duty to find a replacement prior to the start of the meeting.†
8. ††††††† Arrive at least 10 minutes before the meeting starts and see that the room is set up properly. Check to see that all members on the program are present. Distribute programs and make sure ballots are in place. Give duty holders whatever equipment they need. Make any last-minute adjustments to the program if necessary.
9. ††††††† See Sample Agenda for flow of the meeting.
10. ††††† YOU ARE READY! You have planned thoroughly. Confidently and enthusiastically present your program. Look for places where you can add humor, comments and repartee to liven up the meeting and keep it going on a lively, friendly pace. Be enthusiastic!
Sergeant-at-Arms calls meeting to order, asks for invocation and pledge.
After the invocation and pledge, that person introduces the President.
President will make opening remarks and will then introduce the Toastmaster for the meeting.
Toastmaster makes comments, sets theme, introduces duty holders, including:
Grammarian, Timer, Posture Bell, Ah-Counter, and Listener.
Toastmaster then introduces Table Topics Master.
Table Topics Master will briefly explain what will occur during Table Topics.
Call on Timer to explain timing qualifications.
Lead the applause before and after each Speaker.
After questions, ask for timing report and vote for best Table Topics.
Return podium to Toastmaster.
Toastmaster will introduce the individual Speakers. After the introduction: state the project/speech number, the time of the speech, and the title of the speech.
Lead the applause at the end of the speech.
Ask audience to give individual evaluations on form provided.
Allow time for comments to be written.
Repeat for each Speaker.
Call for Timerís report.
Call for vote for the best speaker.
Introduce General Evaluator.
General Evaluator states objectives.
Introduce individual Evaluators.
Lead applause after each evaluation.
Call for Timerís report.
Ask for vote for best Evaluator.
Call for Grammarianís, Ah-Counterís, Posture Bell, and Listenerís reports.
Give General Evaluatorís report.
Return to the Toastmaster.
Call for vote for the Big Three (Toastmaster, Table Topics Master, General Evaluator) and give general comments and closes the general meeting.
Return podium to the President.
President will then conduct business meeting.
Ask the Sergeant-at-Arms to announce guests.
Call for awards presentation.