Healthy Voice Toastmasters + Meetings

The main duty is to act as a genial host and conduct the entire program, including participants and the agenda. Program participants should be introduced in a way that excites the audience and motivates them to listen.

Prior to the meeting:

Check with the VP of Education to find out if a special theme has been set for the meeting, if there are any program changes and get a list of participants who will have roles/responsibilities at the meeting.
Create the agenda and make enough copies for everyone (20 is usually plenty).
Sample Agenda (PDF)/(Word Document)
If you have time, call the speakers to find out their speech title, manual project number, purpose to be achieved, time requested, and something interesting which you can use when introducing them (job, family, hobbies, education, why this topic, etc.)
Prepare introductions for each speaker. If you need help, please refer to page 82 in your Communications and Leadership Program, or contact the VP of Education.
Prepare remarks that can be used to bridge the gaps between program segments. You may never use them, but you should be prepared to avoid possible awkward periods of silence.

At the meeting:

Arrive early in order to finish any last-minute details.
Check with the speakers for any last-minute changes.
Sit near the front of the room for quick and easy access to the lectern.
Always lead the applause before and after the topics session, each speaker, and the master evaluator.
Remain standing near the lectern after your introduction until the speaker has acknowledged you and assumed control of the meeting; then be seated.
Introduce the Master Evaluator and the Table Topics Master as you would any speaker. If the Table Topics Master forgets to call for the timer's report and vote for "Best Table Topics Speaker," you should do it.
At the conclusion of the speaking program, conduct a vote for "Best Speaker," "Best Table Topics," and "Best Evaluator."
While the votes are being tallied, invite comments from guests and make announcements.

Meeting Documents:

Ah Counter Report
Sample Agenda
Timer Report
Grammarian Report

Word of the Day:

Dictionary.com
Merriam-Webster OnLine
Oxford English Dictionary

Speech Ideas:

Debatabase
Speech-Writers.com

Professional Speakers:

Tom Antion
Patricia Fripp
Bob Hooey
Gavin Jerome
Dwayne Smith

You are responsible for the evaluation team, which consists of the evaluators, Timer, Grammarian, and Ah Counter. The usual procedure is to have one evaluator for each major speaker, but this is not necessary. Each evaluator should be brief, yet complete. Review the Effective Speech Evaluation manual for ideas. Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones.

Prior to the meeting:

Call all of the members of the evaluation team to brief them on their job. Suggest each speaker evaluator call his or her speaker.
During the briefing, emphasize that evaluation is a positive, helping act. Their goal must be to help fellow Toastmasters develop their skills. They should preserve or at least enhance the self-esteem of the speaker.
Prepare a brief but thorough talk on the purpose, techniques, and benefits of evaluation (for the benefit of guests).

Upon Arrival at the meeting:

Insure the individual evaluators have the speaker's manual and understand the project objectives and how to evaluate it.
Greet all evaluators. If an evaluator is not present, consult with the VP of Education and/or Toastmaster of the Day and arrange for a substitute.
Verify each speaker's time and notify the Timer.
Sit near the back of the room to allow yourself full view of the meeting.

At the meeting:

Take notes on everything that happens (or doesn't but should).
Cover each participant on the program. Look for good and unacceptable examples of preparation, organization, delivery, enthusiasm, observation, and general performance duties. You are not to reevaluate the speakers, though you may wish to add something that the evaluator may have missed.
When introduced to conduct the evaluation phase of the meeting, go to the lectern and introduce each evaluator. After each recitation, thank the evaluator for his or her efforts.
Wrap up by giving your general evaluation of the meeting.

After every prepared speech, the speaker receives an evaluation. You will give the speaker both an oral and a written evaluation. Use the guide in the speaker's manual to give the written evaluation. The purpose of the evaluation is to help the speaker become less self-conscious and a better speaker. This requires that you be fully aware of the speaker's skill level, habits, and mannerisms, as well as his or her progress to date. If the speaker uses a technique or some gesture that receives a good response from the audience, tell the speaker so he or she will be encouraged to use it again.

Prior to the meeting:

Review carefully the Effective Speech Evaluation manual that you received in your New Member Kit (The VP of Education has one if you need to borrow it).
Talk with the speaker to find out the manual project he or she will be presenting. Review the goals of the speech and what the speaker hopes to achieve. Find out exactly what skills or techniques the speaker hopes to strengthen through the speech.
Study the project objectives as well as the evaluation guide in the manual. The purpose of the evaluation is to help people develop their speaking skills in various situations. Achievement equals the sum of ability and motivation.

Upon arrival at the meeting:

Look for the speaker and get his or her manual.
Meet briefly with the master evaluator to confirm the evaluation session format.

At the Meeting:

Record your impressions of the speech in the manual along with your answers to the evaluation questions. Be as objective as possible. Good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best. Always leave the speaker with specific methods for improving.
When introduced, stand and give your oral evaluation. Begin and end your evaluation with a note of encouragement or praise. Don't read the questions or your responses from the manual evaluation. Your oral evaluation time is limited, so don't try to cover too much in your talk--possibly one point on organization, one on delivery, and one on attainment of purpose with a statement about the greatest asset and a suggestion for future improvement.
Praise a successful speech and specifically tell why it was successful. Don't allow the speaker to remain unaware of a valuable asset such as a smile, a sense of humor, or a good voice. Don't allow the speaker to remain ignorant of a serious fault or mannerism; if it is personal, write it but don't mention it aloud.

After the Meeting:

Return the manual to the speaker. Add a verbal word of encouragement to the speaker, something that wasn't mentioned in the oral evaluation.

The purpose of Table Topics is to have members "think on their feet" and speak for a minute or so. The topics master prepares and issues the topics; originality is desirable as much as possible. Each speaker may be given an individual subject or a choice of subjects may be presented from which the members can draw at random.

Prior to the meeting:

Check with the Toastmaster to find out if a theme is scheduled. If so, prepare topics to carry out that theme. If no theme is scheduled, choose a wide selection of topics. Review The Toastmaster magazine and other publications for ideas. Do not repeat the previous week's table topics ideas or items.
When choosing your specific questions, select ones that will inspire the speakers to expound on them, give their opinions, etc. Don't make the questions too long or complicated. Phrase them in such a way that the speaker clearly will know what you want them to talk about.
Keep your comments short. Your job is to give others a chance to speak, not to give a series of mini-talks yourself.
Table topics has a twofold purpose: First, to give everyone in the room an opportunity to speak if they wish, and, second, to get people to learn to "think and speak on their feet."

At the meeting:

When introduced, briefly state the purpose of the topics session.
Set the stage for your topics program. Keep your remarks brief but enthusiastic. Encourage speakers to use the "Word of the Day" in their response.
Keep the program rolling; be certain everyone understands the maximum time they have for their response and how the timing lights/device works (if the Timer hasn't already done so).
State the question briefly--then call on a respondent at random. This serves two purposes: First, it holds everyone's attention--each one is thinking of a response should he or she be called on to speak; and second, it adds to the value of the impromptu element by giving everyone an opportunity to improve his or her "better listening and thinking" skills.
Give each participant a different question. Don't ask two people the same thing unless you ask each specifically to give the "pro" or "con" side.
Watch your total time! Check the agenda for the total time allotted to table topics and adjust the number of questions to end your segment on time.
At the end of the table topics session ask the Timer to report those eligible for the "Best Table Topics Speaker" award. Then ask members to vote for "Best Table Topics Speaker" and pass their votes to the Sergeant at Arms.

The Toastmaster of the meeting will call on you to explain the timing rules. The Timer is the member responsible for keeping track of time. Each segment of the meeting is timed. You should explain your duties and report to the Club clearly and precisely. This exercise is an excellent opportunity in practicing communicating instructions.

Prior to the meeting:

Confirm scheduled program participants with the Toastmaster and Master Evaluator.
Confirm time required for each prepared speech with the speakers.
Write out your explanation in the clearest possible language and rehearse it. For the benefit of guests, be sure to emphasize timing rules and how timing signals will be given.

Upon arrival at the meeting:

Get timing equipment from the Sergeant at Arms. Be sure you understand how to operate the stopwatch and signal device and make certain it works.
Sit where the signal device can be seen easily by all.

At the meeting:

When introduced, explain the timing rules and demonstrate the signal device.
Throughout the meeting, signal each program participant as indicated on the Timer's report (this will be given to you at the meeting). In addition, signal the President, Toastmaster, and Table Topics Master with red when they have reached their allotted or agreed upon time.
Record each participant's name and time used.
When called to report by the Table Topics Master, Toastmaster, and/or Master Evaluator, stand by your chair, announce the speaker's name and the time taken. State those eligible for awards.
Topic speakers should be +-15 seconds of allowed time; Prepared speakers must be +-30 seconds of allowed time; The Ah Counter and Grammarian must be +-15 seconds of allowed time; All others +-30 seconds.
Timer's Report (PDF)

After the meeting:

Return the equipment to the Sergeant at Arms.
Give the completed timer's report to the Secretary for recording speech times in the minutes.

You have two responsibilities: First, to introduce new words to members, and second, to comment on the use of English during the course of the meeting.

Prior to the meeting:

Select the "Word of the Day" and report it to the Toastmaster of the Day. It should be a word that will help members increase their vocabulary--a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves. An adjective or adverb is suggested since they are more adaptable than a noun or verb, but feel free to select your own special word.
In large letters (so it could be seen from the back of the room), print your word, its part of speech (adjective, adverb, noun, etc.) and a brief definition. Prepare a sentence showing how the word is used.
Prepare a brief explanation of the duties of the Grammarian for the benefit of the guests.

Upon arrival at the meeting:

Place your visual aid at the front of the room where it can be seen by all.
Get a blank piece of paper and pen ready on which to make notes.

At the meeting:

When introduced prior to table topics, announce the "Word of the Day," state its part of speech, define it, use it in a sentence, and ask that anyone speaking during any part of the meeting use it.
Briefly explain the role of the Grammarian.
Throughout the meeting, listen to everyone's word usage. Write down any awkward use or misuse of the language (incomplete sentences, sentences that change direction in midstream, incorrect grammar, etc.) with a note of who erred. Write down who used the "Word of the Day" (or a derivative of it) and note those who used it correctly or incorrectly.
When called on by the Master Evaluator during the evaluation segment, stand by your chair and give your report. Try to offer the correct usage in every instance where there was misuse instead of only explaining what was wrong. Report on creative language usage and announce who used the "Word of the Day" (or a derivative of it) correctly or incorrectly.
Grammarian Report (PDF)