Capital Toastmasters I Guidelines for the TOASTMASTER OF THE DAY
Revised 11/11/20159/29/14
YOUR RESPONSIBILITY as Toastmaster of the Day (TMOD) is to put the meeting together based on the schedule published by the Vice President/Education, and then to run an upbeat, lively meeting.
BEFORE THE MEETING
Two Weeks in Advance:
-- Getting Commitments. At the conclusion of the meeting prior to the meeting where you will serve as the TMOD, the President or VP/E should go through the line-up for your meeting and obtain as many commitments as possible.
-- Electronic Confirmation. Send a group email (via )to the club to confirm participation for roles at the next meeting. The key point is to confirm the speakers – as these roles are often the most difficult to find replacements. The key is to identify any changes as soon as possible.
-- Finding Replacements. Be prepared to fill roles by asking other members to serve in open slots. You can recruit replacements bysending messages to the club (via ),telephone or email. It should be accomplished no later than the Friday before the meeting so that people have time to prepare.
One Week Before the Meeting:
-- Speaker Introductions. Gather biographical material for each speaker for your introductions. Aim for an introduction of no more than one minute. Include the speaker’s name, the title of the speech, the manual the speaker is using (if any), the project number, the objectives of the speech, and the time limit as well as brief personal information on the speaker. HOWEVER -- you do not need to introduce a member giving his or her first speech, the Icebreaker. Such a speaker is introduced only by name and speech title. Do not provide biographical information because the Icebreaker is itself an introduction.
Friday or Monday Before the Meeting:
-- Agenda Preparation. Prepare an agenda like the one on the web page - At the bottom of the web page, a sample agenda and template can be obtained. Note the information listed for each speech.
AT THE MEETING
-- Agenda. Bring 25 copies of the agenda.
-- Arrival Time. Arrive by 11:50 AM to ensure adequate preparation.
-- Equipment. Make sure that the gavel, time cards, and evaluation forms are present. Place meeting agendas and evaluation forms at each seat (# of evaluation forms should match the number of speakers).
-- Adjustments. Make last-minute adjustments as necessary (substitute for no-shows).
-- Welcoming Guests. The officers will greet members and guests as they arrive.
-- TMOD Location. Sit next to the lectern. This allows you to signal easily to the speaker. The President will also sit next to the lectern (and can assist if needed).
-- Call to Order. The President calls the meeting to order at 12:00, welcomes members and guests to the meeting, and explains the purpose of the club.
-- Business Meeting. The President will welcome each guest and conduct club business. After conducting the business of the club (sign up sheet for future meetings, dues status, upcoming contests, member news), the President will introduce the TMOD.
After Taking the Lectern:
-- Master Evaluator. Call upon the Master Evaluator to introduce the evaluation team and have the Master Evaluator assign evaluators to speakers. Each speaker should give his/her manual to the respective evaluator for evaluation purposes (if the manual is in use).
-- Timer. Request that the Timer explain their role and confirm time period for speeches, evaluations, and table topics.
GreenYellow Red
Speeches (time before end) 2:00 min.1:00 min. at end
Evaluations 2:00 min.2:30 min. 3:00 min.
Table Topics 1:00 min.1:30 min. 2:00 min.
-- Grammarian. Call upon the Grammarian to provide information on their role and provide a word of the day (define the word and use in a sentence).
-- Speaking Portion. Announce the beginning of the speaking portion and introduce the first speaker.
-- Introducing Speakers. TMOD introduces Speaker #1 by name, the name of the speech, whether it is a manual speech and if so which one and what are the designated criteria, and target time. A brief personal profile of the speaker should be given. The introduction should not exceed a minute. In introducing a member giving his/her Icebreaker, simply say it is Toastmasters practice not to provide biographical information so that the speaker can introduce himself/herself to the club in his/her own way.
-- End of Speech. The TMOD leads the applause (and greets the Speaker with a handshake at the introduction and conclusion of the speech). The lectern should never be left vacant.
-- Written Evaluations. After each speech, allow members a one minute to fill out the individual speech evaluation form before introducing the next speaker. You mayA ask the Timer to signal when a minute is up.
-- Individual Evaluations. When all speeches are done, call on the Master Evaluator to lead the evaluation portion of the meeting.
-- Table Topics. Call on the Table Topics Master to conduct the Table Topics portion of the meeting. The Table Topic Master comes to the lectern. The Table Topic Master calls upon members who have not had a role so far in the meeting, with the goal of allowing all members present to speak. If time permits, the Table Topics Master may also call upon willing guests to participate.
-- Ending Table Topics. Signal the Table Topics Master when he/she s/he has time for one more question, at 12:50 PM.
-- Timer’s Report. Call for the Timer’s report. The Timer will give the times of all speakers, evaluators, and Table Topics participants. In the interest of time, the Timer may summarize. For example, simply announce, "All speakers were in good time except (name), who went 1 minute over."
-- Grammarian’s Report. The Grammarian will report on verbal pauses, perceived errors in language usage, comment on unusual or excellent words or phrases, and let the club know which speakers used the word of the day.
--Master Evaluator’s Comments. Call on the Master Evaluator to comment, offer suggestions for improvement, or specific positive aspects of the overall meeting.
-- Handoff to President. Return the lectern to the President at 12:55 PM., and silently congratulate yourself on a job well done!
-- Conclusion of Meeting. The President asks guests for comments, announces/confirms the line-up for the next meeting and adjourns the meeting.
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