YOUR RESPONSIBILITY as Toastmaster of the Day (TMOD) is to put the meeting together based on the schedule published by the Vice President/Education, and then to run an upbeat, lively meeting.
BEFORE THE MEETING
Two Weeks in Advance:
-- Getting Commitments. At the conclusion of the meeting immediately prior to the meeting you will be TMOD, the President or VP/E should go through the line-up for your meeting and get as many commitments as possible from those on the line-up who are in attendance.
-- Electronic Confirmation. You must call or e-mail everyone else on the line-up to confirm participation. There will usually be several changes. The trick is to find out about them as early as possible.
-- Finding Replacements. Those who cannot participate should be asked to find their own replacement and do so promptly. This usually does not work. Be prepared to fill in the holes by asking other members to agree to be in the line-up. Try not to raid the line-up for the meeting after yours. You can recruit replacements by telephone or email. It must get done no later than the Friday before the meeting so that people have time to prepare.
One Week Before the Meeting:
-- Speaker Introductions. Gather biographical material for each speaker for your introductions. Aim for an introduction of no more than two minutes. Include the speakerís name, the title of the speech, the manual the speaker is using (if any), the project number, the objectives of the speech, and the time limit as well as brief personal information on the speaker. HOWEVER -- you do not need to introduce a member giving his or her first speech, the Icebreaker. Such a speaker is introduced only by name and speech title. Do not provide biographical information because the Icebreaker is itself an introduction.
-- TMOD Introduction. Provide your own introductory material to the Toastmaster Introducer so that he can introduce you.
Friday or Monday Before the Meeting:
Agenda Preparation. Prepare an agenda.
Note the information that should be given for each speech.
AT THE MEETING
-- Agenda. Bring 20 copies of the agenda.
-- Arrival Time. Arrive earlier to ensure adequate preparation.
-- Equipment. Make sure that the gavel, time cards, and evaluation forms are present. Put evaluation forms at each place for the expected number of speakers.
-- Adjustments. Make last-minute adjustments as necessary, including substitutes for no-shows.
-- Sergeant-at-Arms Duties. The Sergeant-at-Arms (SAA) will assist the Brookings Front Desk with security matters, and greet members and guests as they arrive.
-- TMOD Location. Sit next to the lectern. This minimizes time spent walking up and down, and allows you to signal easily to the speaker if necessary. The President should also be next to the lectern or next to the TMOD.
-- Call to Order. The President calls the meeting to order at 18:45, and introduces the Host Opener.
-- Host Opener. The Host Opener opens the meeting with a two to three minute opening speech to set the tone of the meeting and the get the members focused.
-- Business Meeting. The President will conduct the business portion of the meeting, publicly welcome guests, ask how the guests learned of the club, and then call on the Toastmaster Introducer to introduce the TMOD.
-- Toastmaster Introducer. The Toastmaster Introducer introduces the TMOD within two minutes based on information he received from the TMOD.
After Taking the Lectern:
-- Master Evaluator. Call upon the Master Evaluator to introduce the evaluation team and have Master Evaluator assign them to speakers. Each speaker should give his manual to the respective evaluator for evaluation purposes (if the manual is in use).
-- Timer. Assign a member to be Timer, and have the Timer go through the signals, and confirm time lengths for evaluations and table topics.
-- Grammarian. Assign a Grammarian or ďAh CounterĒ, if you wish. These are optional.
-- Speaking Portion. Announce the beginning of the speaking portion and introduce the first speaker.
-- Introducing Speakers. TMOD introduces Speaker #1 by name, the name of the speech, whether it is a manual speech and if so which one and what are the designated criteria, and target time. A brief personal profile of the speaker should be given. The introduction should not exceed two minutes. In introducing a member giving his or her Icebreaker, simply say it is Toastmasters practice not to give any biographical information so that the speaker can introduce himself or herself to the club in his or her own way.
-- End of Speech. The TMOD leads the applause and greets the Speaker with a handshake at the introduction and conclusion of the speech. The lectern should never be left vacant.
-- Written Evaluations. After each speech in turn, give the members a minute to fill out the individual speech evaluation form before introducing the next speaker. You may ask the Timer to signal when a minute is up.
-- Individual Evaluations. When all speeches are done, call on the General Evaluator to handle the formal evaluation portion. The General Evaluator conducts the evaluations while standing at his seat.
-- Table Topics. Call on the Table Topics Master to conduct the Table Topic portion of the meeting. The Table Topic Master comes to the lectern. The Table Topic Master calls upon members who have not had a role so far in the meeting, with the goal of allowing everyone present to speak. If time permits, the Table Topic Master may also call upon willing guests to participate.
-- Ending Table Topics. Signal the Table Topics Master when he has time for one more question.
-- Timerís Report. Call for the Timerís report. The Timer will give the times of all speakers, evaluators, and Table Topic participants. In the interest of time, the Timer may summarize. For example, simply announce, "All speakers were in good time except (name), who went 1 minute over."
-- GRACHO(Grammarian)ís Report. The GRACHO will report on verbalized pauses, perceived errors in language usage, and unusual or excellent words or phrases used during the meeting.
-- General Evaluatorís Comments. Call upon the General Evaluator to comment on the overall conduct of the meeting, including the performance of the TMOD, Host Opener and Table Topics Master.
-- Handoff to President. Return the lectern to the President, and silently congratulate yourself on a job well done!
-- Conclusion of Meeting. The President wraps up the meeting, asks the guests for comments, announces the line-up for the