Description

The Toastmaster’s role in the meeting is to act as the Master of Ceremonies (MC). As the major role of the meeting, it can be very rewarding and exciting. The Toastmaster is the “face” of Toastmasters to any visitors to the meeting. It is important to set a positive tone.

The requirements for the Toastmaster role may vary for each Program/Club. Central to this role are:

• Get the meeting started by describing the meeting format.
• Introduce the various roles or functionaries and invite them to explain their roles.
  • Initiate applause at an introduction of a person coming to the stage (or online equivalent), and after the presentation of a role.
• Manage the various sections of the meeting, keeping them on time.
• Introduce the major participants in the meeting and give control of the meeting, with applause and a handshake (or online equivalent), to each as required.
  • Introduce each speech Evaluator who introduces a Speaker.
  • Request time for comments after each speaker.
  • Introduce Table Topics Master for their section of the meeting.
    • Monitor to keep this section on time.
  • Introduce General Evaluator for their section of the meeting.
• Ensure control of the meeting returns to the Presiding Officer for closing.

In many programs/clubs, the Toastmaster may also do the following:

• Choose a theme for the meeting and publicize it prior to the meeting.
• Ensure that all roles are filled prior to or at the beginning of the meeting.
• Welcome, and possibly introduce guests at the beginning of the meeting.
• [Optional] Present an oratorio on the theme of the meeting (if time allows).

Before the Meeting

• If the Theme for the meeting is not pre-assigned, select a theme and publicize it for the members.
• Review the role assignments, including Speakers, and discuss with the VP Education if necessary.
• If your program/club does not pre-assign roles, it is the Toastmaster’s responsibility to ensure that all roles are filled prior to the start of the meeting.
  • Contacting members directly before the meeting is a very effective way to fill role positions. It is useful to arrive early to fill any open roles.

Be aware of the timing for the meeting. It is usually included on the agenda. Having a printed copy of the agenda is especially useful and may be used as a guide for conducting the meeting.

Upon arrival at the meeting

• Arrive early to complete any last-minute details, including filling open role positions.
• Check with the speakers to address any last-minute changes.
• Sit near the front of the room and ask that speakers do the same for quick and easy access to the lectern or stage.

During the Meeting

• Preside with energy and enthusiasm. Remember, you are in charge of how the meeting progresses.
• Strive to begin and end the meeting on time. Follow the agenda timings to ensure each segment is on time. You may need to adjust the schedule as you go.
• Introduce each person you call to the stage/lectern/online equivalent. Lead the applause and shake hands before and after each person comes forward.
• Call for written comments after each speaker, and voting after speakers, table topics, and evaluations, if not done by another role.
• Call for a Timer’s report after all speakers have spoken.
• Follow the agenda through each segment. Different programs/clubs vary on who shall close the meeting. If the Toastmaster closes the meeting, you may wish to include the following:
  • Present the final vote tallies and awards.
  • Invite guests to comment on the meeting.
  • Call for announcements.

Adjourn the meeting with a single rap of the gavel.

After the Meeting

Congratulate yourself on a job well done! You may wish to speak with your mentor or an officer on areas of improvement and review your evaluation if this role was evaluated.

Skills

Preparation, organization, time management, facilitation, motivation, and team-building

Benefits Gained from this Role

The ability to bring people together, provide a positive and constructive environment, and to keep a meeting running on time are great benefits for persons in any role in their lives. The benefits are most obvious in a work environment with frequent meetings; however, other opportunities for applying learning from this role are available. Consider:

• Meetings and events in volunteer organizations
• Family or social gatherings: parties, weddings, etc.

Describe Your Role

The Toastmaster's role is not described in the meeting. However, the Toastmaster does describe the process of the meeting. This can be done in multiple ways (see the Toastmaster’s script for an alternate description). For example:

“The main body of our Toastmasters Meeting has three parts. We call it the 'PIE'. First are the Prepared speeches, prepared in advance and given by members working through the educational program. The second part is Impromptu speaking, which we call Table Topics. This is an opportunity for anyone to come up and practice speaking 'off the cuff.' This develops the skills to shine in an interview, or respond to a quick question from your boss. All attendees, including guests are welcome to participate if you feel comfortable. The final section is our Evaluation section, where we evaluate the first speakers, gather our reports, and evaluate the meeting as a whole. Everyone has the opportunity to partake in at least one piece of this pie! But first, let me introduce those who will be performing roles in our meeting…”