A Melbourne Toastmasters Club - Beaumaris, Mentone & Surrounds

As Toastmaster for the evening you play the role of the friendly, jovial host and master of proceedings. You’re responsible for:

• Choosing the theme of the evening.
• Setting and maintaining the atmosphere of the meeting.
• Introducing each speaker.
• Making sure the meeting runs to schedule.
• Ensuring a smooth flow between each item on the program.
• Presenting light-hearted, or interesting theme material at the opening of each half of the meeting, and as fill-ins during any gaps that may arise in the course of the evening.

Enthusiasm, up-beat energy, sincerity and good humour are the ideal qualities of a good Toastmaster.

Your Material

Your opening and fill in material should tie in with the theme you have chosen.

Choose your material carefully so that you can shorten or lengthen it at will. Meeting programmes have a habit of changing at the last minute. As such, you need to be ready to adapt your contribution without notice.

Always make sure you have more material than the time slots allow. That way, in the event any unexpected gaps in the program arise – you’ll be able to fill in.

If you’re new to the role, a list of funny, surprising or fascinating facts and short anecdotes about your subject would make a very good choice. These will allow you to easily shorten or lengthen your input on demand.

Preparation

Preparation is absolutely essential.

Unless you’re standing in at short notice, do not try to perform the role in an impromptu manner. It’s almost impossible to do it well without preparation.

Ideally you should contact all speakers a few days before the meeting to check on details of their speeches. Find out if there’s any special information they want you to incorporate into their introduction. Also ask whether they have special requirements for props or the lectern. Liaise with the V.P.E. if there is any doubt on a speaker attending.

At the start of the meeting, again, make sure you know if the speakers have any special requirements – whiteboard, projector etc. Ensuring that their needs are met is your responsibility.

Introducing Speakers

For all items on the programme, at least ensure that you use your tone of voice to create an air of enthusiasm and expectancy for each speaker.

A lukewarm or deadpan introduction can be a deflating experience, even for more experienced speakers.

You are also responsible for leading the applause.

There won’t be time to do it for each item, but aim to give presenters of prepared speeches a brief, flattering, yet sincere build up. Make them feel special as they come onto the stage.

For prepared speeches - before welcoming the speaker to the platform, name the evaluator and ask the evaluator to read out the objectives and timing of the speech.

At Toastmasters we have a prescribed etiquette for introducing each item, as follows:

1. For prepared speeches you should always introduce like this:-

   —“Will you please welcome with [title of speech], [speaker’s name]…...”
   A brief pause, then repeat but reversing the order
   —“[speakers name ] [title of speech]!”

2. Whatever the next item - always hold the floor until the speaker arrives. Then shake hands and leave.

After Each Item

The speaker should remain in position until you arrive, thank him or her, and shake hands.

Make sure to anticipate the end of the item, so the outgoing speaker is not left standing awkwardly while you make your way back to the platform.

Don’t comment on a speech afterwards. That job is for the evaluator. Merely thank the speaker.

Timing

You are responsible for ensuring that the meeting runs on time.

If speakers go over time, you have to make it up. If the meeting is running behind, where possible, hurry proceedings along. If it’s running ahead of schedule, fill in with some of your theme material.

Make sure you have a watch, clock, or mobile phone that displays the time. Don’t count on the clock in the room working – batteries can run out.

At Sandbelt TM we have the expected start and end times printed next to each item on the program. Use this as your guide throughout the meeting. By keeping an eye on the time and comparing it to the predicted times on the program you’ll be able to decide whether you need to speed things up or fill in gaps.