Chairperson

webmin — Wed, 17 Feb 2010 02:17:41 +0000

The Role of Chair is better considered as a leadership role than a speaking role. The objective is to prepare for and facilitate the smooth and timely running of the meeting. The Chair should strive to create an environment that is conducive to learning, achievement and having FUN!

The Duties of the Chair are:

Set the agenda
Confirm with your “Staff”: the Toastmaster, General Evaluator and others
Prepare to recognize any "milestone" achievements
Run the meeting on time and on schedule
Close the meeting

1. Set the agenda

Choose the theme and word of the evening and then advise your “staff” as soon as possioble so that they can be prepared. The Jokemaster, Table Topics Master, Quizmaster and person doing the Invocation and Toast need to know this information so that they can prepare their parts in concert with your theme.
Assign the times for each section and prepare the agenda. Use a previous agenda if possible. You can download a model agenda from the website.
Once you have confirmed the positions on the agenda, create a hard copy and make copies for everyone on the meeting night. (Typically about 25 to 30) You should delay printing as long as practical to allow you to incorporate last minute changes in the final printed copy.

2. Confirm attendance and preparedness with your “Staff”

Confirm with the Toastmaster that it is their job to coordinate and if necessary schedule speakers for the evening. They must also contact the speakers so that they can prepare an introduction for each in advance. Introductions are an important part of a speech and are typically not treated as such. It helps to prepare the audience for the type of speech. The Toastmaster must confirm with you the number and names of committed speakers in a timely manner. It is also their responsibility to find alternate speakers, in coordination with the VP Ed if a scheduled speaker is not able to attend the meeting. It is the responsibility of the Toastmaster to assign the speaker order on the agenda – this can be done in collaboration with the chair. (Remember that Ice Breakers are given priority over other speeches and are typically scheduled first on the speaking roster!)
Confirm with the General Evaluator that it is their job to coordinate and if necessary find evaluators for the speeches. They must also liaise with the Toastmaster to assign appropriate evaluators with speakers. Evaluators should contact their respective speakers in advance to determine not only their speech and speech requirements but any special goals that the speaker may have. Remember that manuals are a guideline. The evaluator’s mission is to facilitate a speaker's comfort, confidence and then competence.
Confirm with Table Topics Master the Theme and Word of the evening.
Confirm with the Educator if one is to be called upon. These are sometimes alternated with business meetings or used if there are only a small number of speakers.
Confirm with minor function “staff”:
- Invocation and Toast
- Jokemaster
- Quotemaster
- Grammarian
- Quizmaster
- Timer / Ballot Counter

3. Prepare to recognize "milestone" achievements

Check with the VP Education if any of the speakers, either educators or prepared speeches, have reached a level of recognition such as an Icebreaker Pin, CC, AC, CL, AL or DTM. If so, prepare to award them a pin, or name badge that the Secretary should have ordered. At the end of the meeting and prior to bestowing the reward, call the current executive to the front. Announce the person and the achievement. Then detail the effort and milestones required to achieve the goal. This is important as it reinforces for guests and members that we work to goals and that these goals are not trivial, but achievable for all.

4. Run the meeting on time and on schedule

Arrive early (half an hour is best) to confirm the presence of ALL participants. You need time to find replacements if necessary - it is recommended to get help from the VP Ed and other long standing Toastmasters.
Ensure that the room is set up properly. Check that the three ribbons and any other awards you need have been placed at the lectern for you to hand out at the end of the meeting.
Ensure that a Roy Bannon Spark Plug Pin is at the lectern. It is your decision and yours alone, as to who contributed a little extra “spark” to the evening’s meeting. It is not necessary to hand out a Spark Plug Award if you cannot decide on a recipient.
Confirm with the Sergeant at Arms that the meeting will start precisely on time. If not, the Sergeant at Arms is to announce any delays if necessary.
Open the meeting and follow your agenda. Your opening remarks should be limited to 1 or 2 minutes to set the tone for the evening and introduce the Theme and the "Word of the Day".
Have fun and give the meeting your own special flavour.

5. Close the meeting

When the General Evaluator has turned the meeting back over to your control:

- While votes are being tallied, invite comments from guests and announcements (such as verification of next week’s program).
- Award ribbons for Best Table Topics, Best Evaluator, and Best Speaker
- Request the Quote from the Quotemaster
- Adjourn the meeting.

The role of Toastmaster is like "training wheels" for the Chairperson role, so it is suggested that newer members perform the Toastmaster role first as preparation for their role as Chiar.

Tips and Other Important Points

You should also contact the President to find out if a business section should be included in the agenda.
Confirm all roles ahead of time and work with the Toastmaster (Responsible for the Speakers) and the General Evaluator (Responsible for the Evaluators) to ensure a successful meeting. If you have cancellations make a few calls and attempt to obtain a replacement if the person hasn't arranged for their own replacement. In the event of difficulty contact the VP Education for assistance/guidance. Remember to print the agenda and bring it with you to the meeting.
Arrive early to give yourself time to get settled and arrange for any last minute replacements.
Keep your opening remarks brief (1 to 2 minutes) - you should NOT make a lengthy speech.
Relax, and have fun!

Welcome to Towns of York Toastmasters

Daina Kennedy — Sun, 01 Mar 2009 23:21:22 +0000

Success at home or on the job depends on the ability to listen effectively, think on your feet, and speak confidently. Whether you're a community leader, a business manager, a student, a nurse, or homemaker, effective communication has always been a cornerstone of success. Our structured development programs, combined with a fun and friendly social experience, make the Towns of York Toastmasters one of the best investments you will ever make in your personal development.

The first Toastmasters club was established in 1924 in Santa Ana, Ca. Today there are over 11,000 clubs and more than 225,000 members in 92 countries around the world.

For the sixth year in a row, The Towns of York is recognized as a "President's Distinguished Club" for 2008-2009 by Toastmasters International. Come out to one of our meetings and witness for yourself how Toastmasters changes peoples' lives. We invite you to join us at one of our meetings and observe us in action. Visitors and new members are welcome anytime!

BENEFITS OF JOINING TOASTMASTERS

Toastmasters provides a safe, learning environment in which members can:

improve communication and leadership skills that can be applied to the community, business and personal relationships
increase self-confidence
organize logical thought and present it self-assuredly
learn to conduct efficient and productive meetings

ARE YOU INTERESTED IN VISITING ONE OF OUR MEETINGS?

Everyone is welcome to come out and visit us at our Toastmasters Meetings! Here's a little info that will make your visit a little easier....

Towns of York Toastmasters - Ontario