The Toastmaster of the meeting is it’s overall host, introducing all the items and linking them together.
Prior to the meeting
- Study the agenda.
- Decide if there is going to be a special theme for meeting. If there is, publicise it to the members.
- Contact the Prepared Speakers. Ask for their speech details and some interesting information for you to use when introducing them.
- Prepare introductions for each speaker.
- Prepare remarks for the start and end of the meeting, and for between items.
- Work with the Vice President Education to replace any speakers who cancel.
During the meeting
- Preside over the meeting with energy and decisiveness. The audience want you to be in charge!
- Do not miss anything. Items that are particularly easy to miss are:
- timekeepers reports;
- requests to fill out comments slips
- invitations to vote for best speaker, best evaluator, table topics speaker
- To avoid omissions, tick off each item as the meeting proceeds.
- Create an atmosphere of interest and expectation for each speaker.
- When introducing a speaker, it sounds good if the last thing you say is their name – enthusiastically!
LEADING THE APPLAUSE (very important!)
- After introducing a speaker, lead the applause. Then remain standing and shake hands with the speaker – to signify that control of the meeting is being handed over.
- When a speaker has finished, lead the applause again. Then stand up and shake hands with the speaker again – to signify that control of the meeting is being returned to you.