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TOASTMASTER
10-12 days before meeting
- Contact speakers to confirm. From each speaker, get their introduction, their speech title, speech number from manual, objective according to manual, and length of speech.
- Contact Table Topics leader. Get their introduction and the theme of topics for the agenda, which you’ll prepare.
- Contact Master Evaluator and get their introduction. Also give them names of all speakers and evaluators so they can make assignments.
Two days before the meeting
- Fill supporting roles (Timer, Grammarian, etc.) if possible.
- Send your introduction to the Presiding Officer.
- Prepare the introductions for each speaker, the Topics Leader, and Master Evaluator.
- Prepare agenda, with least experienced speakers going on first and most experienced, last. Sequence of evaluators should match sequence of speakers. (Agenda must reflect this timing: Table topics should start by 12:35. The first speech should begin by 12:56 at the latest. Master Evaluator must be introduced by 1:32. The agenda template has the correct times built-in. You only need change it if someone is giving a longer, advanced speech.) Complete the agenda and make 35 copies.
Day of meeting, prior to meeting’s start:
- Arrive by 12 noon at the latest.
- Place agendas on fee collector’s table at the door.
- Enlist people for supporting roles such as Timer, Um-Grammarian, and Ballot Counter, etc. and distribute the materials to each.
- Check that all speakers have arrived; if necessary appoint a “hot seat” speaker to fill in.
- Inform TableTopics leader how many questions there is time to ask (based on number and length of speeches on today’s Agenda).
- Ask each speaker, the Table Topics leader, and Master Evaluator if they want the lectern. (Enlist Sergeant at Arm’s help in moving the lectern, if necessary, between speakers.)
During the meeting
- Sit at head of the table, right next to the lectern.
- Be ready for Presiding Officer to introduce you. Take lectern with a handshake, then welcome the audience.
- Instruct audience to turn off beepers, pay the meeting fee to the fee collector, and to remain seated during meeting out of respect for our speakers.
- Acknowledge any new members.
- Briefly explain structure of the meeting and the different roles, and acknowledge today’s participants. Have Timekeeper explain the cards.
- Introduce Table Topics Master and turn lectern over to him or her. On the back of the Agenda, list everyone who participates in Table Topics. Return to the lectern after Table Topics are finished.
- Ask timer for report, then direct everyone to vote for the Best Table Topics speaker.
- Introduce each speaker and shake their hand before, then again after their speech.
- After each speech, ask audience to write constructive comments, sign their names & pass feedback slips to the ballot counter. Allow 2 minutes, then introduce next speaker.
- After the last prepared speech, ask for timer’s report, then call for Best Speaker vote. (The Toastmaster does not comment on the speeches.)
- Ask the audience to fill out a feedback slip for the Toastmaster -- you!
- Introduce the Master Evaluator, shake their hand as you turn the lectern over to them, then return to your seat. (This concludes your responsibilities at the lectern, but you’re still responsible to wrap up the meeting at 2:00 p.m.)
After the meeting:
- Note any last-minute role changes or substitutions, including who filled the supporting roles, on the agenda. Make sure you’ve listed all Table Topics participants. Note which speakers won ribbons. File this complete and updated agenda in the club briefcase for our records.
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