Time: 15 minutes for all minor roles introduction and 30-60 seconds between speeches

The Toastmaster is a meeting’s director and host.

Begin preparing for your role several days in advance. You’ll need to know who will fill the other meeting roles and if a theme is planned for the meeting. Get this information from your Club Secretary.

If you set some specific theme for the meeting, please inform people assigned to minor roles and speakers so that everyone has enough time to prepare.

As the Toastmaster, you’ll introduce each person on minor role: Joke Master, Ah-Counter, Word Master and Grammarian, Timer. Then, you’ll introduce each Speaker.

Of course, you want to avoid awkward interruptions or gaps in meeting flow so your last preparation step before the meeting is to plan remarks you can use to make smooth transitions from one portion of the program to another. You may not need them, but you should be prepared for the possibility of awkward periods of silence.

The Big Show

On meeting day, show up early. You’ll need time to make sure the stage is set for a successful meeting. Check if all meeting participants are present, if not, reach them using contacts provided by secretary.

You and the speakers will need quick and easy access to the lectern. Direct the speakers to sit near the front of the room and make sure they leave a seat open for you near the front.

When it’s time to start the program, the club president calls the meeting to order. Sometimes he or she will make announcements, introduce guests or conduct other club business before introducing you.

When you’re introduced, the president will wait until you arrive at the lectern before being seated. (This is why you should sit at the front of the room.)

Pay attention to the time. You are responsible for beginning and ending the 1st part of the meeting on time. You may have to adjust the schedule during the meeting to accomplish this. Make sure each meeting segment adheres to the schedule.

When the speakers have presented their speeches, remind the audience about opportunity to write feedback to speakers, remind about voting for best speaker, donations and announce the tea-break.

After the tea-break call up for the second part of the meeting, introduce Table Topics Master, then  introduce the General Evaluator as you would any speaker. Remain standing near the lectern after your introduction until he or she has assumed control of the lectern, then be seated. The general evaluator will introduce the other members of the evaluation team.

Serving as Toastmaster is an excellent way to practice many valuable skills as you strive to make the meeting one of the club’s best. Preparation is key to your success.