Toastmaster of the Evening

PURPOSE:
The primary duty of the Toastmaster is to act as a genial host and conduct the entire program. Program participants should be introduces in such a manner as to prepare the audience to listen with excitement and attention. It is the Toastmaster who creates an atmosphere of interest and expectation.

The Toastmaster is responsible for running the "prepared speeches and evaluations" section of the meeting. The "prepared speeches" section will occasionally include an education speech which does not require evaluation.

PRIOR TO THE MEETING:
Call all speakers in advance to remind them that they are speaking. Interview them to find out their speech title, manual project number, purpose to be achieved, time requested, and something interesting about themselves which you can use when introducing them (job, family, hobbies, education, why this topic to this audience, etc.).

The meeting is enriched if your introductions are interesting, informative and help us "get to know" the speakers/evaluators a little better. Typically, the speaker introductions should include:

• Speakers name
• Summary of Speaker's general background
• Summary of speaking achievements
• Speech objectives (as defined in manual and any extra)
• Title of speech
• Speakers name once again
  

You can also consider using the POET acronym when introducing the speakers:

• P - Project Number, if Advanced Project - title of Advanced Project Manual
• O - Objectives of the Project (as defined in manual)
• E - Evaluator of the Project
• T - Time Allocated
• S - Introduce the Speaker - General Information followed by Speaker's Name

Review "How to Introduce a Speaker" in your Communication and Leadership Manual At the same time, determine if any of the scheduled speakers need any special requirements for equipment, etc., which should be coordinated with the Sergeant-at-Arms.

Call both the Table Topics Master and the Wordmaster next especially if you have a theme for the meeting so they can incorporate or weave it into their responsibility. Lastly, the Timer and the Vote Counter.

Plan a few remarks which can be used to bridge the gaps between program segments. You may never use them, but you should be prepared to avoid possibly awkward periods of silence.

AS YOU ARRIVE AT THE MEETING:
Arrive a few minutes early and check with the Vice President Education and the President on any last-minute details. Check with the speakers for any last minute changes. Ensure that any equipment is set up in advance if required by the speakers.

Distribute the agendas and sit near the head of the table. Ask the speakers to also sit near the front of the room for quick and easy access to the lectern.

DURING THE MEETING:
After your introduction by the Chairman, make a brief introductory address which should mention the purpose of the setting the program for the benefit of guests. Preside with sincerity, energy and decisiveness.

Always lead the applause after introducing the Speakers, the Table Topics Master and the General Evaluator. Remain standing near the lectern after your introduction and greet them with a handshake. Once the speaker has acknowledged you and assumed control of the meeting, be seated.

For each speaker:

• Give your prepared introduction
• Greet the speaker
• Thank the speaker on completion of the speech

Ask audience to complete the voting slips (allow 30 seconds).

On completion of the table topics session, explain the voting procedure and call for the timer's report; organize somebody to collect the votes or pass to the vote counter.

On completion of the prepared speeches, explain the voting procedure and call for the timer's report; organize somebody to collect the votes or pass to the vote counter.

On completion of the speaker evaluators, explain the voting procedure and call for the timer's report; organize somebody to collect the votes or pass to the vote counter.

During the award presentation segment, invite the President or Guest of Honour to present the awards. Announce the names of the Evaluator of the Day, Table Topics Speaker of the Day, and the Speaker of the Day.

Finally, return control of the meeting to the presiding officer that introduced you at the beginning of the meeting.

RESOURCES:
Introducing the Speaker ( Code 111 )
Chairman ( Code 200 )
Patterns in Programming ( Code 1314 )
When You're the Introducer ( Code 1167-E )