Parramatta Toastmasters Club

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the performance of meeting assignments

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Mission of our Club

We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

Online Guide to Meeting Assignments

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Purpose   Tick  The primary duty of the Toastmaster is to act as a friendly, good-natured host. You establish and maintain the atmosphere for the prepared speech part of the meeting and carry the responsibility of making it a success or failure. Enthusiasm, earnestness and good humour are to be the keynotes of your task.
When preparing Tick Contact the speakers a few days before, by email or phone, to find out details of their speech, any special requirements they may have for the lectern, overhead projector, data projector, whiteboard and markers or other set-up, and if there is any particular way they would like to be introduced.
  Tick Basic information you need on each speech includes: title, name of the Pathways path they are speaking from, which level and the objectives of the speech together with the timing. You will also need to note the name of the evaluator from the program
  Tick You may also want sufficient information to provide further background. A common formula is to be able to answer the three questions: Why this speech, why this speaker, why this time.
  Tick If any speaker has requirements for special equipment such as the data projector, you should contact the Sergeant at Arms at least 48 hours in advance of the meeting to make arrangements.
  Tick Prepare a short 2 minute introduction to the night's speeches, as well as the introduction to each speaker. It should be genuinely enthusiastic, giving the speaker a big "build up".
Before the meeting begins Tick Liaise with each speaker to receive any last minute instructions from them.
Tick As Toastmaster, you have the prerogative to change the order of the speakers, once you know the types of speeches and subjects that will be covered, in order to present a balanced program and to cater for special set up requirement a speaker may have. If you do so, advise the VPE before the night of the speaking order you will use so that it will be reflected in the final program.
Tick If speakers indicate that they are not able to speak, contact the VPE. Similarly, the VPE may receive late apologies and change the speaking program from that shown in the advance program. The VPE should alert you to this but it is best to maintain close contact before the meeting.
In the early part of the meeting Tick Note any program changes so you know who is doing each role. 
During the break Tick  Make any preparations required by the speakers. liaise with the Sergeant at Arms if assistance is going to be required with the set up for a speaker.
Tick  Exchange a few encouraging words with each of the speakers.
What to do during your assignment Tick Provide an enthusiastic introduction to the session, giving an overview of the speeches on offer for the night.
Tick Before each speaker is introduced, ensure everything is ready, especially the preferred position of the lectern.
Tick When introducing each speaker, state the speakers name and title, manual, speech number and purpose, the objectives of the speech, the timing, and the evaluator.
  Tick If there are any unusual features of the speech, or any particular way the audience is to listen and understand the speech, these should be stated now. Examples are presentations where the audience is to ask questions at the end, or monodramas where eye contact is deliberately limited.
  Tick Conclude your introduction by repeating the speaker's name and title. Lead the applause as the speaker comes to the front, greet the speaker and move away to the side.
  Tick Sit somewhere out of the way at the side of the room so as not to distract or upstage the speaker.
  Tick At the end of the speech, stand and lead the applause. Thank the speaker, but avoid commenting on the speech itself - that is the job of the evaluator.
  Tick It is good to provide some sort of link between the speakers as part of your introduction, as if one speech naturally flows on from the next.
  Tick When the last speaker has finished, thank all the speakers and hand back to the Chairman. The evaluators will be introduced by the General Evaluator.
    That is the end of your assignment. You will be evaluated by the General Evaluator.
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