Toastmasters Club 6084

Typical Club Schedule

7:30 President Calls Meeting to Order

Greeter & Toast
One Minute Speech Advice
Welcome Guests

7:35 President Introduces
Toastmaster of the Day

7:35 Toastmaster Introduces
Grammarian

Back Table: AH Tabulator
Timer
Dinger

Introduce Table Topics Master

7:40 Conduct Table Topics

One Minute Each & Call Members Not Assigned to Roles First
Call for Timers Rert & Vote Best Table Topics
Call for Three Minute Break
THREE MINUTE BREAK from 7:57-8:00 AM

8:00 Toastmaster Introduces Speakers
Speaker 1 (5-7 Minutes)
Speaker 2 (5-7 Minutes)
Speaker 3 (5-7 Minutes)
Request Feedback with Ballots & Timer's Report
Vote for the Speaker who Best Accomplished their Goals
Toastmaster Introduces Master Evaluator

 

Toasmaster

Toastmaster

General Description: The Toastmaster is the emcee of the meeting, and keeps the meeting running smoothly. You also need to keep mindful of the timing and pace of the meeting, and possibly speed up or slow down certain parts to ensure we end on time.

Prior to day of the meeting: Confirm that your fellow Toastmasters members with the following roles will be in attendance, or ask them to find and communicate replacements: Greeter and Thought, 1 Minute Speech Advice, Table Topics Master, and all Speakers. Make sure the Club President knows of any replacements so they can ensure the schedule for the day is accurate.

Day of the Meeting
Before the meeting starts -

  • Familiarize yourself with the Powerpoint technology, and ask whether any speakers are planning to use this technology. You are instrumental in making sure the transition between speakers is smooth, which may require stepping in with the tech.
  • Fill out an introduction slip for the President and provide it to them. This should include your name, occupation, time in club, and news/accomplishment to share
  • Make sure you receive an introduction slip from the Table Topics Master, each Speaker, and the Master Evaluator prior to needing to introduce them. Read it before hand to make sure you understand it and ask for clarification if you don’t

7:35 - You will be introduced by the President. Once introduced, you may:

  • Provide introductory comments to open the meeting
  • Ask the Grammarian to introduce their role
  • Ask the Ah Tabulator to introduce their role
  • Ask the Timer to introduce their role
  • Ask the Dinger to introduce their role
  • Introduce the Table Topics Master
  • If you have not received introduction slips from the Speakers prior to this point, ask for these while Table Topics is under way

8:00 - You are in charge of bringing the meeting back to order after the break following Table Topics

  • Introduce Speaker 1
  • Introduce Speaker 2
  • Introduce Speaker 3
  • Request a Timer’s report
  • Ask for speaker feedback, and for Toastmasters to vote on best speaker
  • Introduce the Master Evaluator

8:38 – Once re-introduced by the Master Evaluator, you may:

  • Award the Table Topics ribbon
  • Award the Speaker ribbon
  • Return control to the President

 

Master Evaluator

Master Evaluator

General Description: The Master Evaluator leads the evaluation portion of the meeting, and ensures evaluations are as constructive as possible. You also need to keep mindful of the timing and pace of the meeting, and possibly speed up or slow down certain parts to ensure we end on time

Prior to day of the meeting: Confirm that your fellow Toastmasters members with the following roles will be in attendance, or ask them to find and communicate replacements: all Evaluators, Ah Tabulator, Timer, Dinger, and Grammarian. Make sure the Club President knows of any replacements so they can ensure the schedule for the day is accurate

Day of the meeting
Before the meeting starts -

  • Fill out an introduction slip for the Toastmaster and provide it to them. This should include your name, occupation, time in club, and news/accomplishment to share.
  • Make sure you receive an introduction slip from each Evaluator prior to needing to introduce them. Read it before hand to make sure you understand it and ask for clarification if you don’t.
  • Arrive 10 minutes early to the meeting.

8:20 - You will be introduced by the Toastmaster. Once introduced, you may:

  • Remind everyone of the purpose of evaluations and techniques to deliver effective evaluations: constructive feedback, avoid recapping the speech, sandwich method, use colorful language, challenge the speaker to improve with specific advice.
  • Introduce Evaluator 1
  • Introduce Evaluator 2
  • Introduce Evaluator 3
  • Request a Timer’s report
  • Ask Toastmasters to vote on best Evaluator
  • Ask for the Grammarian’s report
  • Ask for the Ah Tabulator’s report
  • Ask for the Dinger’s report
  • Provide a brief evaluation of the meeting (if time allows)
  • Award the Evaluator ribbon
  • Re-introduce the Toastmaster

Table Topics Master

Table Topics Master

General Description: The Table Topics Master leads the table topics portion of the meeting, and ensures fun, thought-provoking, and/or challenging topics are given to improve our impromptu speaking ability.

Prior to day of the meeting: Confirm your attendance with the Toastmaster or find a replacement member if you can not attend then update the Toastmaster and Club President. Develop a list of table topics questions for the meeting. There are no hard and fast rules for table topics, but successful table topics sessions typically have the following characteristics:

  • Linked by a theme or narrative
  • Cover topics that are understandable to a diverse crowd
  • Are too the point and don’t require too much setup

Day of the meeting
Before the meeting starts –

  • Fill out an introduction slip for the Toastmaster and provide it to them. This should include your name, occupation, time in club, and news/accomplishment to share.
  • Make a list of every member in attendance without a role as they come into the meeting. If you’re not sure if someone is a member or not, now is a good time to introduce yourself to them!
  • Arrive 10 minutes early to the meeting

7:40 – You will be introduced by the Toastmaster. Once introduced, you may:

  • Remind everyone of the purpose of table topics, and introduce the theme of table topics if there is one.
  • Ask table topics questions of your fellow Toastmasters members
  • Ask the question and then call on a member to answer
  • Keep your questions short to maximise the number of members who participate
  • Keep an eye on the time. You will want to ask your last table topics question around 7:55 so we break at 7:57
  • If there is still time after asking all members in attendance without roles, you may ask members with light roles (Grammarian, Ah Tabulator, Dinger, President, Timer, etc). You may also ask a guest, but get their permission first!
  • Request a Timer’s report
  • Ask Toastmasters to vote on best table topics
  • Ask the Timer to time a three minute break

Grammarian

Grammarian

General Description: The Grammarian provides feedback on the quality of our language choices during the meeting, helping to expand our linguistic toolkit.

Prior to day of the meeting: Confirm your attendance with the Master Evaluator or find a replacement member if you cannot attend then update the Master Evaluator and Club President.

Day of Meeting:
Before the meeting starts -

  • Write the word of the day on the board, along with its definition and its use in a sentence.
  • Arrive 10 minutes early to the meeting.


Throughout the meeting –

  • Note improper grammatical choices, praiseworthy word choices, awkward phrasing choices, etc. Note the member who used it, what they said, and what they could or should have said instead. This will be used when you deliver the Grammarian’s report at the end of the meeting.
  • Common errors in the club include: Asking “Can I...” instead of “May I have a Timer’s report?”; Repetitive use of filler phrases, i.e. phrases that convey no information; Saying a similar, but improper, word to the word you intend in Table Topics.

7:35 – You will be introduced by the Toastmaster. Once introduced, you should:

  • Remind everyone of the purpose of the Grammarian role.
  • Introduce the word of the day and encourage its proper usage. Note: you do not track usage throughout the meeting; that is part of the Dinger’s job.

8:20 – The Master Evaluator will ask you to provide a Grammarian’s report:

  • Give the highlights of the items you noted throughout the meeting.
  • Keep your report to no more than three minutes.

 

 

Ah Tabulator

Ah Tabulator

General Description: The Ah Tabulator provides immediate feedback when we slip in our speech, helping to root out and eliminate bad linguistic habits.

Prior to day of the meeting: Confirm your attendance with the Master Evaluator or find a replacement member if you can not attend then update the Master Evaluator and Club President.

Day of the meeting:
Before the meeting starts –

  • Ensure your buzzer works, and that you have a list of members with which you will tally infractions.
  • Arrive 10 minutes early to the meeting.

Throughout the meeting –

  • The only speakers you should not buzz are guests and new members delivering their Icebreaker speech. You should silently tally infractions for an Icebreaker speech, however.
  • Provide immediate feedback by buzzing members if they use an “ah”, “um”, inappropriate pause, repetitive usage of linkage words between sentences (“so”, “and”, “and so”).
  • Tally the number of infractions per person for your report at the end of the meeting.
  • Don’t be shy about buzzing members, if you’re not quick enough and the Dinger buzzes them you will pay their fine!

7:35 – You will be introduced by the Toastmaster. Once introduced, you should:

  • Remind everyone of the purpose of the Ah Tabulator role.
  • Warn members that they will be charged 10 cents per infraction.


8:20 – The Master Evaluator will ask you to provide an Ah Tabulator’s report:

  • Tell each member the number of infractions you caught them for throughout the meeting, as well as common offenses, if applicable.
  • Keep your report to no more than one minute.

 

Timer

Timer

General Description: The Timer ensures we stick to the proper time during our speaking roles, making sure we learn proper pacing to improve our speaking abilities and the meeting ends at the desired time.

Prior to day of the meeting: Confirm your attendance with the Master Evaluator or find a replacement member if you can not attend then update the Master Evaluator and Club President.

Day of the meeting:
Before the meeting starts –

  • Ensure your lights work, and that you have a timing device. Cell phone timers are the preferred method, but there should be a stopwatch available if needed.
  • Ask Speakers how much time they are requesting. Speeches must be between 5 and 7 minutes unless arranged with the VP Education in advance of the meeting schedule.
  • Arrive 10 minutes early to the meeting.

Throughout the meeting –

  • You will be timing the One Minute Speech Advice, Speakers, Table Topics participants, Evaluators, Grammarian’s Report, and Master Evaluator’s Report.
  Green Light Yellow Light Red Light Disqualifying Bell
1 Min Speech Advice, Table Topics 0:30 0:45 1:00 1:30
Speakers 2 Min Before Time 1 Min Before Time At Time 30 Seconds Past Time
Ah Tabulator, Grammarian Rpt, Master Eval Rpt 2:30 2:45 3:30 3:30

 

  • The timing of lights for Speakers is determined based on their requested time. For example, if a Speaker requests 7 minutes, the green light should come on a 5:00, yellow light at 6:00, and red light at 7:00, with the disqualification bell at 7:30.
  • Make a note of the members who either did not speak to the green light or spoke until the disqualifying bell. These members should be noted in the Timer’s Report as having failed to qualify.


7:35 – You will be introduced by the Toastmaster. Once introduced, you should:

  • Remind everyone of the purpose of the Timer role, and the timing of the lights.

7:57 – The Table Topics Master will ask you to provide a Timer’s report for Table Topics
8:22 – The Toastmaster will ask you to provide a Timer’s report for Speakers
8:38 – The Master Evaluator will ask you to provide a Timer’s report for Evaluators

 

Dinger

Dinger

General Description: The Dinger provides immediate feedback when we slip in our speech, helping to root out and eliminate bad linguistic habits. They are a back-up to the Ah Tabulator.

Prior to day of the meeting: Confirm your attendance with the Master Evaluator or find a replacement member if you can not attend then update the Master Evaluator and Club President.

Day of the meeting:
Before the meeting starts –

  • Ensure your buzzer works, and that you have a list of members with which you will tally usage of the word of the day.
  • Arrive 10 minutes early to the meeting.

Throughout the meeting –

  • The only speakers you should not ding are guests and new members delivering their Icebreaker speech.
  • Give the Ah Tabulator a moment to buzz, and ding if the Ah Tabulator fails to do so, when members use an “ah”, “um”, inappropriate pause, repetitive usage of linkage words between sentences (“so”, “and”, “and so”).
  • Note the members who used the word of the day for your report at the end of the meeting.
  • Tally the number of times you used your dinger for your report at the end of the meeting. No need to note the members you dinged, just the total number of times.

7:35 – You will be introduced by the Toastmaster. Once introduced, you should:

  • Remind everyone of the purpose of the Dinger role.
  • Warn the Ah Tabulator that they will be charged 10 cents per infraction they fail to buzz.
  • Warn members that they owe $1 if they have the opportunity to speak and fail to use the word of the day.

8:20 – The Master Evaluator will ask you to provide an Ah Tabulator’s report:

  • Read off the members who you noted did use the word of the day, and tell the Ah Tabulator how many times you had to use your dinger.
  • Keep your report to no more than one minute.

 

Speaker

Speaker

General Description: The Speaker delivers a speech that may inspire, inform, entertain, or challenge the club members, but more importantly the speech is an opportunity for the Speaker to improve their public speaking abilities.

Prior to day of the meeting: Confirm your attendance with the Toastmaster or find a replacement member if you can not attend then update the Toastmaster and Club President. Prepare a speech that is between 5 and 7 minutes. If you wish to speak longer than 7 minutes, inform the VP of Education well in advance so the schedule can be created accordingly. There are no hard and fast rules for Speeches, but successful speeches have the following characteristics:

  • The speech has a clear purpose that is obvious: to inform, inspire, entertain, etc
  • The Speaker has one or more objectives for their speech, e.g. not to ramble, to use non-verbal elements effectively, to provide a powerful call to action, to get through it without fainting. Hint: tell this to your Evaluator for a more effective evaluation!
  • Speeches tend to be more effective if they have a clear beginning, middle, and end with each section reinforcing the message from the last section.
  • The Speaker prepares sufficiently in advance, and doesn’t procrastinate.
  • You have plenty of time to incorporate the word of the day naturally in your speech.
  • If you make use of the technology, make sure to have a good handle on how it works in advance and to have backups in case the thumb drive fails, you forget your login, etc.

Day of the meeting:
Before the meeting starts –

  • Get to the meeting early. Doors of the Executive Development Center open around 7:00am. You’re less likely to deliver a good speech if you arrive right before the meeting, and you’ll also start making people worried about a no-show.
  • If your speech makes use of technology, e.g. Powerpoint, make sure the speech is loaded onto the computer before the meeting, you know how to advance the slides, and the Toastmaster knows what you intend to do. The Toastmaster may ask you to blackout the screen after your presentation is finished, for instance.
  • Talk to your Evaluator about what your main objectives are for the speech. This will allow them to give more directed constructive feedback to you.
  • Inform the Timer how much time you are requesting. Remember, your speech should be 5 to 7 minutes unless you ask the VP of Education well in advance so the schedule can be created accordingly.
  • Fill out an introduction slip for the Toastmaster and provide it to them. This should include your name, occupation, time in club, news/accomplishment to share, as well as the speech number, speech title, and speech objective. Pro tip: make sure the news/accomplishment doesn’t upstage your speech introduction by either having it relate to the speech at hand or at least not demand additional explanation.

8:00-8:20 – Stand in front of the room so the Toastmaster can introduce you, and then:

  • Enjoy your journey of public speaking improvement.

 

Evaluator

Evalutor

General Description: The Evaluator delivers an evaluation that is meant to provide constructive feedback to the Speaker in order to help them improve their public speaking abilities.

Prior to day of the meeting: Confirm your attendance with the Master Evaluator or find a replacement member if you can not attend then update the Master Evaluator and Club President.

Day of the meeting:
Before the meeting starts –

  • Talk to the Speaker you will be evaluating about what their main objectives are for the speech. This will allow you to give more directed constructive feedback to them.
  • Fill out an introduction slip for the Master Evaluator and provide it to them. This should include your name, occupation, time in club, and news/accomplishment to share.
  • Please arrive 15 minutes early to the meeting

During the Speaker’s speech –

  • The speech begins when the Speaker approaches the front of the room and ends when the Speaker leaves the stage. The evaluation can cover this whole time if warranted.
  • Make sure to focus on the Speaker’s objectives, but don’t limit yourself to just these objectives.
  • Things you may cover include: presence, vocal variety, authority conveyed, organization of the speech, impact of opening and closing, volume, eye contact, use of hand movements, effectiveness of visual aids, pacing, clarity of the presentation, unique features of this presentation compared to past presentations, etc.

After the Speaker’s speech –

  • Take all the notes you made during the speech, and organize them into an evaluation.
  • Keep in mind the techniques to deliver effective evaluations: constructive feedback, avoid recapping the speech, sandwich method, use colorful language, challenge the speaker to improve with specific advice.
  • Don’t be afraid to leave some things on the cutting room floor to make an effective evaluation.

8:20-8:35 – You will be introduced by the Master Evaluator. Once introduced, you may:

  • Provide your evaluation of the speech.
  • Target 3:00 (red light), but speak for no less than 2:30 (green light) and no more than 3:30 (disqualifying bell)

Before the meeting concludes –

  • Provide a formal written evaluation if a book or form was provided by the Speaker to you.