The first bilingual Chinese-English Toastmasters group in San Francisco
When you are the toastmaster, you will gain experience coordinating and running a business meeting or technical conference. This can be one of your most rewarding experiences in your club work.
You are in charge! It is YOUR meeting. You can rearrange the agenda, try something different, etc. You may find that members are subject to unexpected commitments at the last minute, so you can adjust the meeting format in any way that meets the need. You can also assign tasks to any member present in order to fill all the jobs.
Prior to the meeting
Reminders and introductions:
During the meeting
Agenda: Pass out a printed meeting agenda. If a meeting participant does not arrive, assign someone else at the beginning of the meeting. Remember, you are in charge! If members are shy about volunteering, then assign the role to someone.
Introducing speakers: When introducing a speaker, mention the manual and speech number, speech objective, speech title and target duration.
Shaking Hands: Whenever transferring the meeting to a speaker, evaluator, etc., hand the meeting off with a handshake. Allow the participant to pass in front of you (not behind you) as they take the floor. When they are done, they should return the meeting to you with a handshake, allowing you to pass in front of them. In other words, the person taking the floor moves to the front and is closest to the audience. This clarifies who is in charge at any given moment.
Clapping: After making an introduction, you start the clapping and keep it up until the participant has reached the front of the room and has shaken your hand. Clapping is for welcoming and thanking the participant. You set the supportive tone!
Time: Part of your job is make sure we start and finish on time. Ways to adjust the overall meeting time include limiting the number of Table Topics, asking the Table Topics Master, Grammarian, AH Counter, and General Evaluator to be brief, and abbreviating your own introductory remarks.
Guests: If guests or new members are present, please briefly explain the purpose of each participant as part of their introduction. For example, “the purpose of the evaluator is to give the speaker immediate feedback and to give the evaluator training in critical listening and impromptu speaking.”
After the Meeting
Make sure that the Vice President Education knows who spoke during your meeting and which manual speeches they gave.