Woking Speakers Club

Toastmaster of the evening

Before the meeting

At the previous meeting, or ASAP after. Liaise with the VPE to agree on the Agenda for your meeting.Do not delay this action. Planning a good meeting is a time consuming operation.

It is the VPE’s responsibility to publish the proposed Agenda. What this means is that a few days before the meeting, say on the Monday or Tuesday, send out the Agenda as it is to the whole club to invite them to the meeting.

It is your responsibility to ensure that all role players for the meeting confirm their intention to attend. Please keep your VPE up to date of changes you know about.

Contact your VPE before the meeting to ensure clarity as to who is performing and also if you are having problems with filling all roles (the more notice the better).

Put together a list for yourself of everything you will need to announce.

It is your responsibility to arrange for printing copies of the Agenda and bring them to the meeting. We generally need about 40 of these. If this is not possible contact your VPE!

At the meeting

Arrive early and liaise with the VPE about any late changes.

After being introduced by the President, make a brief opening address to include:

Any changes to the Agenda
Introducing the Timekeeper and Warm-up

In general:

It is your responsibility to lead the applause.

Keep the meeting moving along briskly in accordance with the times on the Agenda.

Be decisive! It may feel ‘dictatorial’ to you but will appear as ‘being properly in control, to the audience.

The meeting looks to you to set the tone of the proceedings so project good humor and enthusiasm.

On your Agenda tick off each line (not each section) as it happens so you do not miss out any actions. It is particularly easy to forget the minute after each speech for comments and the timer’s report prior to the vote.

For Speakers:

Have a small thing to say about them such as “X has been a toastmaster for 2 years. They really like squirrels”.
Explain the speech number and the goals for that speech.
Introduce the speaker in the format “and now we have Joe Bloggs with his speech entitled “why I love squirrels”, with “why I love squirrels”, Joe Bloggs”

For each item:

Explain the purpose for the benefit of guests.
Lead the clapping when the speaker walks to the front and has finished.
Stay standing at the front until the speaker has arrived then shake hands to signify you are handing over control. It should always be clear who is in control with no gaps in-between.

For voting:

Explain that everyone in the room is entitled to vote including guests and (if more than 2) candidates - although obviously candidates should not vote for themselves.
Disqualify from the voting any speeches under 30 seconds below the minimum time or more than 30 seconds over the maximum time. This means that for a 5-7 minute speech they can only be voted on if they spoke for between 4.30 and 7.30
Instruct someone to collect the votes and hand them to the President.

For comments slips:

Make it clear whether these should be completed during the presentations (to keep to schedule) or that you are going to allocate time for them.
Explain that the slips are to be handed to the speakers during the break.

At the end of allotted time for the “Break” it is frequently necessary to round up stragglers. This is your task!

Upon completion, return control to the President.

After the meeting

After the meeting, email the VPE listing who actually performed, who evaluated who and the titles (and if advanced speeches manuals the numbers) of the speeches.

Other Roles

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