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Author shawnfor  Date 20 Jun 13, 11:48  Views 1483
Description Athenians Club Toasmaster Notes
Category Toastmaster  Type Detail Training
Article scope
General Information

Toastmaster

1. TOASTMASTER - ROLE INTRODUCTION

The Toastmaster is responsible for running the “prepared speeches and evaluations” section of the meeting. Occasionally the “prepared speeches” section will include an education speech that does not require evaluation. Ideally the Chairperson and Toastmaster should work together to create a theme for a meeting and then ensure that it runs seamlessly and on time.

2. ACTIONS & RESPONSIBILITIES


  • If, through extreme and unavoidable circumstances, you find that you are unable to carry out this role you will need to find a replacement. Please liaise with the Chairperson in finding a suitable replacement.


3. TOASTMASTER - THE ROLE
Preparation


  • At least 3 days before the meeting, using the programme as a checklist, contact all of the relevant participants to check their attendance and prepare a suitable introduction for each. If appropriate, offer support and encouragement to the speakers. To facilitate this you have been copied the emails sent to them.

  • At the same time, determine any special requirements for equipment etc., which should be arranged in liaison with the Sergeant-at-Arms.

  • If a participant is unable to perform their assignment, liaise with the Chairperson to arrange a suitable replacement. Remember, if a Reserve Speaker is used too early it may be very difficult to find a replacement for a last-minute drop-out.

  • By the Monday evening prior to the meeting obtain from all the Speakers their Titles, the Manual their speech comes from and the Project Number - needed for the programme.

  • In conjunction with the Chairperson, complete the programme (MS-Word document) and send it to the person printing it and bringing it to the meeting by 12 O’clock on the Tuesday of the meeting. (The first version of the completed programme will be sent with this email but changes will need to be made as necessary).


At the Meeting


  • Arrive 15 minutes before the meeting starts in order to check arrangements and participants. Liaise with the Chairperson/VPE/President on any late changes.

  • Where possible, ensure that any equipment is set up in advance or during a suitable break - be ready to assist with equipment during the meeting.

  • After your introduction by the Chairperson, make a brief introductory address that should mention the purpose of the set speech programme for the benefit of guests. Explain the general value of the Manuals and the use of the Feedback Slips.

  • For each speaker: Ask the Evaluator to read out the objectives for the speech; Give your prepared introduction; Greet the speaker; Thank the speaker on completion of the speech and then ask the audience to complete feedback slips (allow 45 seconds).

  • On completion of the prepared speeches, explain the voting procedure and call for the Timekeeper’s report; organise somebody to collect the votes and pass them to the President.

  • For each evaluator: Give your prepared introduction; Greet the evaluator; Thank the evaluator on completion of the evaluation.

  • On completion of the evaluations, explain the voting procedure and call for the Timekeeper’s report; organise somebody to collect the votes.

  • Pass control of the meeting back to the Chairperson.


Notes & Tips


  • The meeting is enriched if your introductions are short but interesting, informative and help us “get to know” the speakers/evaluators a little better. Keep them brief!

  • Typically, the introductions should include:


  • For speakers: Speaker’s name; Summary of Speaker’s general background and/or summary of speaking achievements; Ask the evaluator to stand and read the speech objectives (as defined in the manual); Title of speech; Repeat speaker’s name and lead the applause.

  • For evaluators: Evaluator’s name and who they are evaluating; Summary of evaluator’s general background/achievements; Repeat evaluator’s name and lead the applause.


  • If you really feel you need a “theme” for each of your introductions keep it subtle, brief and unobtrusive e.g. a link between the speech subjects.

  • It is the Toastmaster’s job to check that all the speakers and evaluators are attending (and to liaise with the Chairperson on any late changes)

  • DO use the LATEST published programme as a checklist - it contains the running order together with all timing information.

  • Even the Pilot of Concorde uses a checklist e.g. remember the various points in the programme for filling in feedback slips, calling for Timekeeper’s reports and votes.

  • It is not necessary to announce timings, as these are included in the programme but check the programme for any variations in format.

  • A vote for best speaker and best evaluator is conducted where shown on the programme.

  • Votes are usually cast on standard voting slips but any piece of paper is acceptable.

  • Remember to remind the audience of the name of the Topics Evaluator and stress that the Topics Evaluator is to be included in the vote for best evaluator.

  • Always greet each speaker/evaluator with a handshake and enthusiastically lead the applause - do the same on completion of the speech/evaluation.

  • This is a great opportunity for developing your leadership skills within a meeting and for getting to know the speakers and evaluators.

  • Finally, if you have not completed your Competent Leadership Award and still need this role signed-up you should: (A) give your CL manual to another London Athenians member before the meeting starts with the required role identified and ask her/him to complete the required section; and (B) ensure you cover all of the objectives of the selected CL Project during your performance of the role.

    
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