The Toastmaster serves as the master of ceremonies for the prepared speeches at a Toastmasters meeting.
Responsibilities include:
- Contacting assigned speakers and evaluators in advance.
- Introducing each speaker with enthusiasm and a proper introduction.
- Ensuring smooth transitions between speakers.
Well before the day of the meeting, it is the Toastmaster’s responsibility to contact all the members who are scheduled, to do the following assignments:
- The Speakers
- The Master Evaluator
- The Point of View
- The Listening Critic
Ascertain the member’s availability for the meeting, and his/her understanding of the assignment. If an assigned member is unable to conduct the assignment, the Toastmaster must advise the VP Education.
Prior to the start of the meeting, arrange for a vacant chair to be available at one side of the speaking area, so that you are close to the lectern during the speaking session of your assignment as Toastmaster.
The primary duty of the Toastmaster is to introduce the various speakers for the evening, much like a Master of Ceremonies. The Toastmaster should create an atmosphere of interest, expectation and receptivity, designed to give the speaker confidence and motivate the audience to listen.
The Toastmaster should do this in such a way that leaves the speaker and the audience feeling at ease. This will create a friendly atmosphere for the speaker, which will make it easier for the speaker to deliver the best performance.
This assignment is an exercise in showmanship and presentation. When called upon by the Chairman, the Toastmaster should:
- Thank the Chairman
- Proceed to the lectern
- Address the meeting and briefly explain the nature of the program to be presented (ensure that the audience is comfortably seated).
- Explain the duties of the Timer, Grammarian and Master Evaluator.
- Each Miranda Toastmasters meeting agenda will normally have four speakers. The following procedure will apply for each speaker.
Introduce the speaker (using full name) with a few friendly remarks, which will put the speaker at ease and generate interest for his audience. Do not get carried away and overdue it as it may have an adverse effect on the speaker, just be natural.
Occasionally, a speaker may have their own prepared introduction, so by all means, use that introduction, but still follow the steps below. Such an introduction should be limited to about 30 seconds. If the prepared introduction is longer, ask the speaker to reduce the introduction to one minute. Naturally, this should be done before the speaking session commences.
All speeches should be a Pathways Speech. Announce which manual the speaker is using, the project number and the name of the speech project.
Announce the name of the speech evaluator, and ask the evaluator to read out the objectives of the project, (found in the highlighted box on the first page of each project).
Announce the time limits for the speech, for the sake of the audience and particularly the Timer.
Now it’s time to introduce the speaker. Use the Speaker Introduction form (Appendix 1), speak very clearly, read the information on the form as provided by the speaker, then finish using the script below:
“Ladies and Gentlemen, the title of ………………………….. (Christian name only) speech tonight is ……………………………………………………….. (Pause then continue) with ………………………………………………………………….….…… (Repeat title of the speech) Please welcome …………………………………………………..…” (Use full name)
Lead the applause, take one step away from the lectern to the opposite side from the speaker’s approach, wait for the speaker to arrive at the lectern and shake hands with the speaker. (do not leave the lectern unattended).
Retreat to one side, (making sure that you do NOT walk between the speaker and the audience) and sit in the chair which you previously arranged so that you are close at hand for the moment when the speaker finishes. Anticipate the moment when the speaker is about to conclude the speech so that you are ready to briskly approach the speaker.
Most speakers will wait for you but some may just walk off in the other direction. If this happens, don’t chase them. The speakers are also supposed to abide by the same principle of not leaving the speaking area unattended too.
Lead the applause, thank the speaker and express a few words of appreciation.
Introduce each speaker in the same manner.
Try to give continuity to the program by connecting the previous speaker with the following speaker, with a few appropriate comments.
At the conclusion of the speaking program, invite the Master Evaluator to the lectern to conduct the evaluation session.
When the evaluation session has been completed, thank the Master Evaluator for the contribution to the meeting.
Ask the Sergeant at Arms to collect and count the voting slips, if not already done.
Invite the members assigned to Listening Critic and Point of View (and the Table Tonic if time permits) in this order, to conduct their sessions.
Invite the Treasurer, or other member, to conduct the raffle draw.
Announce the winners of the respective trophies, (see the Voting section in this Assignment Guide) including the “Ice Camel” and the “Bottom of the Harbour” awards.
Inform the Chairman that the formal section of the program has now concluded. Return control of the meeting to the Chairman by walking forward and handing the gavel to the chairman.
The success of your assignment as Toastmaster for the evening depends upon your preparation. When you contact each speaker well before the meeting (as earlier mentioned):
Ask each speaker to complete a Speaker Introduction form (Appendix 1)
Get some points of interest about each speaker to use in your introductions
Find out from each speaker which speech manual they will use, the project number and name and the title of their speech
Ensure that each speaker understands the time limits for their speech
If a speaker is not available for the meeting, contact the Vice President of Education who will nominate a substitute speaker. (If time permits, ascertain all of the above for the substitute speaker)
Download: Toastmaster Assignment & Introducing a Speaker template (Word)