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Palm Harbor Toastmasters 8248-47 Palm Harbor, FL USA |
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Meeting Roles Defined
The purpose of this page is to define the various roles involved in the meeting: Toastmaster, Table Topics Master, Master Evaluator, Invocation & Pledge, Ah Counter, Grammarian/Wordmaster, Timer, Vote Counter, Speaker, Evaluator and Joke Master. Some clubs have additional roles. If you have questions about your role for the meeting please contact your mentor, an officer, or someone who has previously fulfilled the role.
Toastmaster
The main duty of the Toastmaster is to act as a genial host and conduct the entire program, including introducing participants. If the Toastmaster does not perform the duties well, an entire meeting can end in failure. For obvious reasons this task is not usually assigned to a member until he or she is quite familiar with the Club and its procedures. Program participants should be introduced in a way that excites the audience and motivates them to listen. The Toastmaster creates an atmosphere of interest, expectation, and receptivity.
Prior to the meeting:
- Select a theme for the meeting.
- Call the Table Topics Master to discuss his or her duties and let them know the theme for the meeting.
- Call all Speakers in advance to remind them they are speaking. Ask them to send you an introduction which includes the 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 for this audience, etc.)
- Call the Master Evaluator to confirm the assignment. Ask the Master Evaluator to call the other members of the evaluation team (Speech Evaluators, Timer/Vote Counter, Ah Counter/Grammarian/Wordmaster) and remind them of their responsibilities.
- Prepare remarks which can be used to bridge the gaps between program segments. You may never use them, but you should be prepared to avoid possibly awkward periods of silence. The role of the Toastmaster does NOT require you create a "speech" of your own.
- Remember that performing as Toastmaster is one of the most valuable experiences in your Club work. The assignment requires careful preparation in order to have a smoothly run meeting.
Upon arriving at the meeting:
- Arrive early in order to finish any last-minute details.
- Check with the Speakers for any last-minute changes.
- As Watermaster it is your job to make sure all members have a glass of water for the "toast."
- Sit near the front of the room and have your Speakers do likewise for quick and easy access to the lectern.
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 the topics session, each prepared 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 as you would any speaker; the master evaluator then will introduce the other members of the evaluation team.
- Introduce the table topics master as you would any speaker. If the table topics master forgets to call for the timer's report, you do it.
- Introduce each speaker in turn.
- At the conclusion of the speaking program, bring the master evaluator back to the lectern to complete his segment.
- Return control to the presiding officer.
Table Topics Master
The Toastmasters program has a tradition - every member speaks at a meeting. The table topic session is that portion of the meeting which insures this tradition. The purpose of this period 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 meeting is scheduled. If so, prepare topics to carry out that theme. If no theme is scheduled, choose a wide selection of topics. Do not repeat the previous week's table topics ideas or items.
- Find out who the prepared Speakers, Evaluators, Master Evaluator, Toastmaster, AH Counter/Grammarian/Wordmaster and Timer/Vote Counter are for the meeting. These individuals, as well as guests, should not be called on for table topics, unless required. This will allow for more members to take an active role in the meeting.
- When choosing your specific questions: select ones that will inspire the speakers to expound on them, given 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.
- Remember, table topics has a twofold purpose: First, to give everyone in the room an opportunity to speak - especially those who are not on the program - and second, to get people to learn to "think and speak on their feet."
During 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. If the Club has a "Word of the Day," encourage speakers to use the work 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.
- State the question briefly - then call on a respondent. This services 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.
- Call on speakers at random. Avoid going around the room in the order in which people are sitting. 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 printed agenda for the total time allotted to table topics and adjust the number of questions to end your segment on time. Even if your portion stated late, try to end on time to avoid the total meeting running overtime.
Master Evaluator
The purpose of the Master Evaluator is to supervisor the overall Evaluation portion of the meeting, including the Speech Evaluators and TAG Team, the Ah Counter/Grammarian/Wordmaster, the Timer/Vote Counter and to provide an overall evaluation of the meting.
Prior to the meeting:
- Phone the scheduled Evaluators (“E”) to assure they are able to evaluate, if not, find a replacement.
- Contact your scheduled Tag Team members, the Timer/Vote Counter (“T/V”), and AH Counter/Grammarian/Wordmaster (“A/G”). Assure these positions are filled.
- Arrive at the meeting early if you should need to fill your slate before the meeting.)
- Contact the Vice President of Education by Wednesday prior to the meeting to confirm assignments.
Your scheduled Speakers/Evaluators are:
| S#1 | E# |
| S#2 | E#2 |
| S#3 | E#3 |
Your scheduled Tag Team Members are:
| T | V |
| A | G |
| JM |
During the meeting:
- At the beginning of the meeting: the Toastmaster will introduce you and call on you to introduce your Evaluation and TAG Team.
- Name the Evaluators, indicating which Speaker he or she will be evaluating.
- Introduce the Timer/Vote Counter.
- Introduce the Ah Counter/Grammarian/Wordmaster. Ask the Wordmaster to give us the Word-of-the-Day.
- Ask if all the Evaluators have manuals, or, if they need a Manual Evaluation form.
- Later in the meeting: the Toastmaster will call you to the lectern, after the speakers have all finished their speeches, to conduct the evaluation portion of the program.
- Present a brief statement about the evaluation process (i.e. . . .Evaluations are to be between two (2) to three (3) minutes; consist of mainly praise with a few points about ideas for improvement).
- State that you will present your overall evaluation about the meeting after your team performs their responsibilities.
- Introduce your Evaluator/Speaker pairs in the same order as the speakers.
- Then call on your tag team members.
- Give your brief (approximately two (2) minutes) overall evaluation of the meeting.
- Return control of the lectern to the Toastmaster and pat yourself on the back for a job well done!
Invocation & Pledge
The purpose of the Invocation & Pledge is to start the meeting off on a positive and up lifting note. Because of the diverse religious beliefs of members and guest, please be sensitive to the fact that not everyone may belief the way you do. Please try to be considerate of others at all times and accept this diversity as a good thing.
Prior to the meeting:
- Prepare a brief inspirational message for the invocation.
During the meeting:
- When called up, present the Invocation.
- Lead the Pledge of Allegiance.
Ah Counter
The purpose of the Ah Counter is to note words and sounds used as a "crutch" or "pause filler" by anyone who speaks during the meeting. Words may be inappropriate interjections such as "and, well, but , so, you know." Sounds may be "ah, um, er." You also should note when a speaker repeats a word or phrase such as "I,I' or "This means, this means."
Prior to the meeting:
- Prepare a brief explanation of the duties of the ah counter for the benefit of guests.
Upon arriving at the meeting:
- Get a pen and blank piece of paper on which to make notes.
During the meeting:
- When introduced, explain the role of the ah counter.
- Throughout the meeting, listen to everyone for "crutch" sounds and long pauses used a fillers and not as a necessary part of sentence structure. Write down how many crutch sounds or words each person used during all portions of the meeting.
- When called on by the Master Evaluator during the evaluation segment, stand by your chair and give your report.
Grammarian/Wordmaster
Being Grammarian is truly an exercise in expanding your listening skills. You have two basic 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 a "Word 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 letters large enough to 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 arriving 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, or get a copy of the grammarian's log.
During 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" 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" correctly or incorrectly.
Timer
The Toastmaster of the meeting will call on you to explain the timing rules. One of the lessons to be practiced in speech training is that of expressing a thought within a specific time. 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 - something that we do every day.
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 arriving 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 that timing equipment works.
- Sit where the signal device can be seen easily by all.
- Meet with the Speakers to determine how much time they need.
During the meeting:
- When introduced, explain the timing rules and demonstrate the signal device.
- Throughout the meeting, signal each program participant as required.
- Record each participant's name and time used.
- After Table Topics, Prepared Speeches and Evaluators, members vote. It is your duty to count the votes and give the results to the Toastmaster. Awards are given for Best Table Topics, Best Evaluator and Best Speaker.
- When called to report, by the Master Evaluator, stand by your chair, announce the speaker's name and the time taken.
After the meeting:
- Return the stopwatch and timing signal device to the Sergeant at Arms.
- Give the completed timer's report to the Secretary for recording speech times in the minutes, if this is done in your Club.
Vote Counter
The Vote Counter is responsible for tabulating the votes for Best Table Topics, Best Evaluator and Best Speaker.
Prior to the meeting:
- No prior duties are defined.
Upon arriving at the meeting:
- Sit where everyone has easy access to pass you their vote.
During the meeting:
- Collect the ballots for Best Table Topics, Best Evaluator and Best Speaker.
- Record each participant's name and number of votes received (Guest may be eligible to participate and vote).
- After the Master Evaluator has completed his/her evaluation give the results to the Toatmaster.
After the meeting:
- Discard all ballots in the trash can.
Evaluator
After every prepared speech, the speaker receives an evaluation. After you have presented a few speeches, you will be asked to serve as an Evaluator and will evaluate one of the prepared speakers for the meeting. In addition to your oral evaluation, you also will give the Speaker a written evaluation using the guide in the manual. The evaluation you present can make the difference between a worthwhile or a wasted speech for your speaker. 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 will be encouraged to use it again.
Prior to the meeting:
- Review carefully the Effective Speech Evaluation manual which you received in your New Member Kit.
- 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 which skills or techniques the Speaker hopes to strengthen through the speech.
- Evaluation requires careful preparation if the Speaker is to benefit. Study the project objectives as well as the evaluation guide in the manual. Remember, the purpose of evaluation is to help people develop their speaking skills in various situations, including platform presentations, discussions, and meetings. Achievement equals the sum of ability and motivation. By actively listening and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you've opening the door to strengthening their ability.
Upon arriving at the meeting:
- As soon as assignments are made, but no later than the break, meet with the Speaker and get his or her manual.
- Meet briefly with the Master Evaluator to confirm the evaluation session format. Then confer with the Speaker one last time to see if he or she has any specific things for you to watch for during the talk.
During the meeting:
- Record your impressions of the speech in the manual along with your answers to the evaluation questions. Be as objective as possible. Remember that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best. Remember, always leave the speaker with specific methods for improving.
- When introduced, go to the lectern and give your oral evaluation. Begin and end your evaluation with a note of encouragement or praise. Though you may have written lengthy responses to manual evaluation questions, don't read the questions or your responses. Your oral evaluation time is limited. 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 improvements.
- 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. Give the speaker the deserved praise and tactful suggestions in the manner you would like to receive them when you are the speaker.
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.
Joke Master
The Joke Master is responsible for telling a short (one minute or less) humerous story or joke.
Prior to the meeting:
- Locate a humerous story or joke that you think might be of interest to the group. Please try to avoide material that may offend someone. If in doubt, leave it out!
Upon arriving at the meeting:
- Notify the Toastmaster you have joke or story to tell.
During the meeting:
- When called upon by the Toatmaster, stand and present your joke or story.
After the meeting:
- No post meeting duties are defined.
| Home | Directions to Our Meeting | Meeting Assignments | Calendar of Events |
| Find another Club | Contact Us | Speakers Bureau | Member Information |
| Club Officers | Region VIII | District 47 | Toastmasters International |
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