Towns of York Toastmasters

The main duty of the Toastmaster is to act as a genial host for the formal speaking portion of the meeting. The Toastmaster creates an atmosphere of interest, expectation, and receptivity by introducing program participants in a way that excites the audience and motivates them to listen. The skills developed as Toastmaster will serve you well should you be called upon to be a master of ceremonies at a wedding, social or business function.

This task is usually assigned to a member once they are familiar with the club and its procedures, and is an excellent role to prepare for the Chairperson role. 

Before the Meeting

1. Prepare a brief description of your role for the benefit of any new members and guests (30 seconds ABSOLUTE MAXIMUM - 10-15 seconds is ideal). This is a leadership role that provides experience with facilitation and acting as a master of cerimonies. The Toastmaster should NOT make a lengthy speech or steal the speakers thunder.
2. Contact the Chairperson to find out how many speakers are on the agenda, and if there are any planned deviations from the usual meeting format and plan accordingly if necessary.
3. Call all speakers in advance to remind them that they are speaking. Interview them to find the information necessary to introduce them properly, and if they will have any special setup requirements or have specific material that they want included in their introduction.
   Your introduction should contain the following points:
   • The name of the speaker.
   • The speech title.
   • The manual and the name/number of the project within the manual that the speaker is presenting.
   • A brief summary of the objectives of the speech.
   • The time allowed for the speech.
   • A short bit of biographical information on the speaker (such as how long they have been a member, job, family, hobbies, education, and why this topic for this audience, or other relevent points) that will serve to set the context for the speech.
4. Call the general evaluator to confirm the assignment. Ask the general evaluator to call the other members of the evaluation team (speech evaluators, topics master, timer, grammarian, etc.) and remind them of their responsibilities.
5. Prepare introductions for each speaker. A proper introduction is important to the success of the speaker’s presentation.
6. 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.
7. In the event you are short of speakers make some calls and do your best to fill the empty roles.

On Meeting Day / During the Meeting

1. Arrive early so you have time to check with the Chairperson and speakers for any last minute changes, and do any last minute preparation.
2. Sit near the front of the room and have your speakers do likewise for quick and easy access to the lectern.
3. When you are introduced by the Chairperson (normally right after the break) come to the lectern and shake hands with the chair, and settle in as the chairperson returns to his/her seat. Preside with sincerity, energy, and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well.
4. Make your opening remarks, and then introduce the first speaker.
5. After the speaker has finished, quickly come back to the front of the room to remain control. Make brief bridging remarks and then move on to the next speaker.
6. After your final speaker, introduce and pass control to the General Evaluator.

Tips and Other Important Points

• Remember that performing as Toastmaster is a valuable experience that will help to improve your poise and comfort in front of an audience. The assignment requires careful preparation in order to have a smoothly run meeting.
• As you gain experience and the ability to "be in the moment", you should attempt to make your bridge remarks based on something that occurred during the speech or that helps tie the speech into the context of the meeting as a whole.
• Always lead the applause before and after each speaker and as the General Evaluator come to the front of the room to take control from you at the end of your role.
• Relax, have fun and breathe!