PURPOSE

To give you experience in introducing speakers. You act as the master of ceremonies for club meeting. Your goal should be to make the speakers feel as comfortable as possible, to set the stage for the speaker and to bridge between speakers. Your introduction should lead the audience into the speaker’s presentation.

The following documents are excellent tools that can help you prepare for and perform your role  as Toastmaster.

• Toastmaster Role Worksheet [PDF] outlines the responsibilities of a Toastmaster and includes a fill-in-the-blank script for you to use as a starting point.
• Sample Agenda Timing Sheet [PDF] demonstrates the how to incorporate timing when putting together the meeting agenda.

BEFORE THE MEETING

Being toastmaster requires that you prepare ahead. In order to be prepared, you should do the following before the meeting:

• Obtain from the VP Education the upcoming meetings roster

• Contact and confirm attendance of all participants and fill in any missing roles. While calling participants, gather material for your introductions of Table Topics Master, speakers and General Evaluator.

Prepare your introductions. Remember that the purpose of an introduction is to setup the audience for the upcoming presentation. You are the transition between events. If you are unsure how to prepare an introduction, consult the section in the Communications and Leadership Manual dealing with introductions. Some useful information to gather are obtaining subject and time required for each speech and obtaining information on how far the scheduled speaker has progressed in the manual.

Confirm speakers are present at the meeting and that they are prepared. Advise them of any change in the order in which they will speak. Confirm if they will require any special equipment for their presentation, lectern present or removed, overhead projector setup, etc.

Advise the Sergeant-at-Arms of any change in the roster so that he/she may advise the group at the commencement of the meeting.

Advise the General Evaluator of any particular items you wish evaluated on yourself.

AT THE MEETING

At the meeting you are the glue that ties the program together. Your role is to explain the format of the meeting, introduce the participants so that the program flows smoothly. Your tasks include:

• Welcome everyone to the meeting.

• Introduce the Table Topics Master.

• The Table Topics Master will conduct the table topics session and then return control to you.

• Deliver a brief explanation of the educational session format.

• During the break, indicate timing of speeches to the timer and gather any introduction material not already obtained.

• Explain the purpose of the manual speeches.

• Introduce the speakers and bridge between presentations.

• Introduce the General Evaluator.

• The General Evaluator will conduct the evaluations and then return control to you.

• Ask the audience to vote for Best Table Topics, Best Speaker, Most Improved, Best Evaluator and Most Enthusiastic Toastmaster.

• Ask for comments from the guests.

• Comments for the good of Toastmasters.

• Closing thoughts

• Adjourn the meeting.

DURING THE MEETING

Will be introduced by the President

Make a few opening remarks on the type of program you are going to present and provide a brief description of your role (especially if guests are present).

Introduce the Timer, Ah Counter, General Evaluator, etc. and have them give a brief explanation of their role (30 seconds each).

Introduce the Table Topics Master. Say a few words about the Table Topics Master and conduct a proper introduction. Do not give details about the table topics session as the Table Topics Master will expand on his function.

Explain the purpose of prepared speeches. Briefly explain the manuals and program and explain the ballots and evaluation forms.

Have the evaluator read the speaker’s objectives.

Instruct the timer as to the length of the speech and timing light if the evaluator does not state the time to the timer.

Conduct a proper introduction for the speakers. Remember you are setting the “mood” for the speaker.

Present the speakers in the following manner: Name, Speech Title, Speech Title, Name. Start the applause and remain at the lectern until the speaker has taken control of the lectern (arrives, shakes hands).

Allow 1 minute between speaker for members to write down their feedback on the evaluation form.

After al the speeches are given, remind members to vote for the best speaker.

Introduce the General Evaluator.

After the General Evaluator, present the awards (start the applause for each award).

Call for the Quiz Master.

Return control to the President.

TIPS

Preparation is the key. If you are not prepared, the audience knows it. Being Toastmaster is an important role. Your performance can dampen or enhance the presentations of the speakers. Making an introduction is the most important part of your role. You setup the speaker, you make him/her feel comfortable and you prepare the audience. One tip is to get more experienced Toastmasters to write an introduction for you. They know the need for a good introduction and will be happy to write their own.