Meeting Toastmaster Guide

The information below is from the Communication and Leadership Manual (a.k.a. Basic Manual).  Refer to this manual for more information but note some of the meeting roles and responsibilities have been modified to fit LOTC interests.

If you have any questions, contact the meeting’s Presiding Officer or an Executive Committee Member.

The Meeting Toastmaster ensures the LOTC Mission "To create a supportive environment for members to improve their communication and leadership skills".   

The Meeting Toastmaster creates an atmosphere of interest, expectation and receptivity. The assignment requires careful preparation in order to have a successful, smooth running meeting.   The main duty of the Toastmaster is to coordinate their “Meeting Team” and act as a genial host.

The Meeting Team includes: Toastmaster, General Evaluator, Table Topics Master, Speakers, and the Humorist.

Early in the week:  

• Create a theme for your meeting
• Contact the Meeting Team to ensure they are aware of their responsibilities and the theme and answer any questions. 
• Ask the speakers to send you an introduction to their presentation, or have them bring an introduction with them to the meeting.
• Create an agenda hand-out
• If you have any questions about your responsibilities contact the Presiding Officer or an Executive Committee Member.

Right before the meeting:  

• Arrive early in order to finish any last minute details
• Save a chair for yourself towards the front of the room.
• Check to see if any of the presentations are “Icebreaker” speeches, and for each Icebreaker speaker, get a Toastmasters Pin out of the supply box.

During the meeting:  

Preside with sincerity, energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. Always lead the applause before and after each speaker, table topics session and evaluation.  Remain standing near the lectern after each introduction until the speaker has acknowledged you and assumed control of the meeting.

Some important roles of the Toastmaster:

• When called upon by the Presiding Officer take control of the meeting.
• As the meeting unfolds guide the audience through the Toastmaster Agenda
• Briefly introduce your Meeting Team Members at the beginning of the meeting
• General Evaluator (Introduces the Evaluation Team Members: Ahs/Grammarian, Timer/Vote Counter, Videographer)
• Table Topics Master and Humorist.
• Introduce each speaker in turn by giving their name and the name of their evaluator, call on the evaluator to give the speech objectives and time limit, then read the introduction that the speaker has prepared for you.  If the speaker has not prepared an introduction, please provide a few details about the speaker, and then give the speakers name and the title of their speech one more time.  Remain standing near the lectern after your introduction until the speaker has acknowledged you and assumed control of the meeting.
• Immediately after a person gives his or her “Icebreaker” speech, present them with a Toastmasters pin. 

At the end of the meeting return control of the meeting back to the Presiding Officer.