Toastmaster of the Meeting - Checklist

The main duties of the Toastmaster are to act as a host, to coordinate and conduct the meeting program. Use team-building skills to help those in meeting roles work together to make the meeting it's best.

Prior to the meeting:

• Call the speakers for correct name pronunciation, project assignment, time, title of speech and introduction.
• Note time requirements for each speech and the overall meeting schedule.
• Call and verify the meeting roles of Invocation & Pledge, Table Topics Master and General Evaluator.
• Remind the General Evaluator to call the Evaluators and Functionaries.
• Prepare the meeting agenda and bring copies for all members and a few extra for guests.

During the meeting:

• The Toastmaster sets the tone of the meeting, warms up the audience for speakers, welcomes speakers, and ensures the meeting runs in an organized manner.
• After receiving control of the meeting, the Toastmaster makes opening comments to set the tone or theme for the meeting.
• Toastmaster asks the Grammarian, Ah Counter, Timer and Vote Counter to explain the purpose and duties of each functionary role.
• Briefly explains the purpose of the Prepared Speeches and asks the Evaluator to read the objectives for the project of the speaker he or she is evaluating.
  
• Introduces the Speaker, including the speaker's name and speech title and begins the applause. Gives control of the lectern to the speaker by shaking his or her hand as he or she reaches the lectern. If you cross paths, go to the rear when you are leaving the lectern.
• When the speech ends, stand and begin the applause, thank them and shake hands to accept control of the meeting. If you cross paths, go to the front when you are coming to the lectern.
• Repeat the process for each speaker.
• When all speeches are delivered, call for a Timer's report and ask the audience to vote for "Best Speaker."
• Introduce the Table Topic Master, begin the applause and relinquish control of the lectern by shaking the Table Topic Master's hand as he or she reaches the lectern. If you cross paths, go to the rear when you are leaving the lectern.
• When the Table Topics segment ends, stand, begin the applause, return to the lectern, accept control from Table Topic Master. If you cross paths, go to the front when you are coming to the lectern.
• Repeat the introduction process for the General Evaluator. At this point, the Toastmaster has completed their meeting responsibilities.

After the meeting:

• Stay to speak with members. Share feedback on any items or procedures from the meeting.

Practice Team Building In Your Club

Your Toastmasters club offers the opportunity to develop and practice team-building skills. The following roles involve team building: Toastmaster, General Evaluator, Club Membership Campaign, Contest Chairman, Club Public Relations Campaign Chairman, Club Speech Contest Chairman, Club Special Event Chairman, Club Newsletter Editor, and Club Webmaster.

From Project 10 "Team Building" of the Competent Leadership Manual.

When You Are Toastmaster of the Meeting

The main duties of the Toastmaster are to act as a host and coordinate and conduct the entire meeting program. You want to use team-building skills to help those who have meeting roles to work together to make each meeting one of the club's best.

Prior to the meeting:

• Call the speakers for correct pronunciation of name, project assignment, time, title of speech and introduction.
• Note time requirements for each speech and the overall meeting schedule.
• Call and verify the meeting roles of Invocation & Pledge, Table Topics Master and General Evaluator.
• Remind the General Evaluator to call the Evaluators and Functionaries.
• Prepare the meeting agenda and bring copies for all members and a few extra for guests.

During the meeting:

• The Toastmaster sets the tone of the meeting (introduces any meeting theme), warms up the audience for speakers, welcomes speakers (with his or her introduction), and ensures meeting runs in an organized manner.
• After receiving control of the meeting from the Senior club Officer, the Toastmaster makes opening comments to set tone or theme for the meeting.
• Toastmaster calls on the Grammarian, "Ah" Counter, Timer and Vote Counter to explain the purpose and duties of each functionary role.
• Briefly explains the purpose of the Prepared Speeches
• Asks the Evaluator to state the objectives for the project of the speaker he or she is evaluating. Introduces the Speaker, including the speaker's name and speech title and begins the applause. Relinquishes control of the lectern to the speaker by shaking his or her hand as he or she reaches the lectern. If you cross paths, go to the rear when you are leaving the lectern.
• When the speaker has completed, stand and begin the applause, thank them and shake hands to accept control of the meeting. If you cross paths, go to the front when you are coming to the lectern.
• Repeat the process for each speaker.
• When all speeches are delivered, call for a Timer's report and ask the audience to vote for "Best Speaker."
• Introduce Table Topic Master
• Begin the applause and relinquish control of the lectern to the Table Topic Master by shaking his or her hand as he or she reaches the lectern. If you cross paths, go to the rear when you are leaving the lectern.
• Begin the applause and return to accept control of the lectern from Table Topic Master. If you cross paths, go to the front when you are coming to the lectern.
• Repeat the process for each meeting leader.
• Introduce the General Evaluator.
• Present the VP Education to confirm Next Week's Roles.
• Present the "Best" Awards
• Return control of the meeting to Presiding Club Officer, or close the meeting.

After the meeting:

• Stay to speak with members. Share feedback on any items or procedures from the meeting.

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