No matter how often I hold this role, I still forget things. So here’s a checklist of things to remember, in order of execution.
- Provide your introduction to the Presiding Officer (PO) well before the meeting. To be safe you may want to print it and provide it to the P.O. before the meeting starts.
- If the GE is from another club, make sure you have briefed them on the how TFS does the GE role. The Gen Evaluator is introduced once (with a big introduction) when the evaluation portion of the meeting begins.
- Get the introductions for Tabletopics Master, and each prepared speaker.
- If you haven’t heard from a speaker and have doubts about their attendance, call them to make sure all is well and they have whatever support they need.
- Pair each speaker with an evaluator. The general rule is pair the more advanced speakers with the more experienced evaluators. This is officially the GE’s job but it never happens in practice. Just ask the GE if he or she is OK with your pairings and accept any changes the GE requests.
- Solicit help from the GE and executive members if you are having difficulty getting roles filled.
- Prepare the agenda. Information and a standard template is available by clicking here. Our TFS meetings are a branded experience and therefore follow a set flow and style. This also helps make the filling and publishing the agenda as easy as possible so everyone can concentrate on their roles. If you’d like to do something differently please discuss this first with the VP of Education. While most of our meetings must conform to our standard agenda, we can do something different from time-to-time.
- Send out email reminders
- to get attendance and roles filled.
- remind all role players to bring their Leadership and Communication manuals to document the completion of their projects.
- remind speakers to give the relevant manuals to their evaluators.
At the meeting
- Remember to give proper salutations when you begin speaking.
- Remember you are primarily speaking to guests who know nothing about meetings.
- Announce the theme of the meeting. (The Grammarian (not you) announces the word of the day).
- Explain the meeting, its organization, beginning with Tabletopics, Prepared Speeches and then the Evaluations portion. Call attention to the colours of the agenda as an easy way to differentiate these three main portions of the meeting. Give a brief description of what happens in each of the three meeting segments. A nice analogy e.g. a dinner menu with appetizer, main course and dessert is helpful. We encourage you to come up with your own unique analogy.
- Call on Timer, Grammarian and Ah-Counter in that order to stand and explain their roles. If you have a packed schedule for the meeting, ask the audience to hold their applause till the end. (Note: Some clubs call on the Gen Evaluator to make these introductions because these roles are considered part of the GE’s team. By having the Mater Toastmaster introduce these roles as supporting roles to the meeting, the meeting gains velocity while allowing for one big introduction to the GE when the evaluations portion of the meeting begins. The relationship between the actual performance of these roles and the Gen Evaluator are unchanged in our club, only how and who introduced them.)
- Announce any agenda changes.
- Explain the ballots.
- Introduce the Tabletopics Master using their introduction. Feel free to jazz it up.
- Write the name of every Tabletopic speaker as you’ll need to read them out so that everyone knows who to vote for. You can also ask the Timer to call out the names in sequence as the Timer will have captured this.
- Call on the Timer to let you know if any speaker was ineligible for the vote. Allow guests who have not met the required min or max to be included in the vote. Members who have not met the minimum or maximum times are to be excluded from the vote.
- Read the names of each speaker in the order in which they spoke and ask them to raise their hands. See #9 above.
- Announce the prepared speech section of the meeting and introduce the first speaker using their introduction.
- After you reclaim the lectern refrain from evaluating their speech, thank them, and ask everyone to write any comments down; especially suggestions for improvement.
- Give a minute for people to write their comments.
- Repeat for each speaker.
- After the last speaker, ask the Timer if all speakers were within their allotted times.
- Ask everyone to vote for best speaker. If any speaker was outside their required time allocation instruct the voting to exclude that person. This is to prepare our speakers for competitions when they will not be given a free pass.
- After the vote, explain that your formal role at the lectern has come to an end and introduce the General Evaluator.
- Your job from that moment on is to make sure the meeting ends on time. Work with the Timer and the agenda to help you know when to signal a speaker to wrap things up.
After The Meeting
- Attend to guests and that see that the V.P. of Membership is in touch with any prospective new members.
- Request someone to be the Toastmaster of the next meeting. It is your job to fill the Master Toastmaster role for the next meeting.
That’s it. You’ll be a great Master Toastmaster