Know Your Role

Time Keeper

The role of Timekeeper is to inform those speaking when their allotted time is up. The time keeper also times the speeches and indicated the speakers’ progress by switching the appropriate light. The time Timekeeper also times the evaluators and General Evaluator.

1. Preparation for the meeting

* If unable to attend, arrange for stand in and inform the Toastmaster and VP Education, otherwise be present at 7:50pm
* Ensure lights are working and positioned where speakers will see them
* Consult with Toastmaster on times of speeches including times for Green; Yellow and Red lights, and any other instructions
* Consult with General Evaluator about timing evaluations and General Evaluation.

2. During the meeting

* Time answers and ring bell at 2 minutes for first response; or 1 minute for second or subsequent response
* Note duration of speeches and speech evaluations
* Switch appropriate lights on at allotted times
* When asked, give General Evaluator the times.

Toastmaster

1. The role of Toastmaster is to ensure that:

* The meeting is conducted smoothly and efficiently
* Those on the programme carry out their tasks in the agreed order, and
* The meeting begins and ends on time

In addition the Toastmaster should ensure that the second half of the meeting begins at the appointed time.

2. Preparation for the meeting

* If unable to attend, arrange for stand in and inform the Toastmaster and VP Education; otherwise be present at 7:50pm
* Prepare introductions in advance for the 'Topics Master', 'General Evaluator' and the Speakers.

3. Duties at the meeting

* Check that all the participants listed are present. If not decide on alterations or replacements in conjunction with the President and VP Education
* Decide length of topics session, start and end time of break
* Remind Topicsmaster about presenting award for best first response to a topic.

4. Control of meeting

* Take control of meeting from President
* Welcome everyone including guests and explain format of meeting
* Explain any changes to printed programme

5. Topics Session

* Introduce the Topicsmaster and pass control to him/her
* Be attentive during topics session and assist Topicsmaster in ensuring that all those who wish to, participate in the session
* Note names of members arriving after the Topics session has started and give to Topicsmaster for inclusion in session
* Make sure the topics session ends at agreed time
* Take control of the meeting back form Topicsmaster and thank him/her. It is not the role of the Toastmaster to pass comment on the topics. This is the role of the General Evaluator

6. Sergeant at Arms

* Introduce the Sgt at Arms and explain briefly his/her function
* Thank Sgt at Arms and announce break and resumption time

7. Speeches

* Resume the meeting promptly and explain the format for the second half. Explain about Evaluation slips and Timer/lights
* Introduce stage speakers in the following sequence

a. Speaker
b. Stage and Manual
c. Objectives of stage
d. Time allowed
e. Evaluator
f. Speech Title
g. Name of Speaker

* When the speaker has finished do not pass comments on the speech. It is not the role of the Toastmaster, and may prejudice the function of the evaluator
* Do allow time for those present to complete the evaluation slips (1 minute)
* When all speakers are finished introduce the General Evaluator and pass control of the meeting to him/her.

8. After the Evaluation and General Evaluation

* Resume control of meeting and thank General Evaluator
* Address the meeting briefly and pass control of the meeting back to the President.

Topicsmaster

The role of the Topicsmaster is to assist the members of the club to improve their extemporary public speaking skills. To this end the Topicsmaster should;

1. Prepare for the meeting

* Select topics that provide a varied and interesting series of subjects.
* If unable to attend, arrange for stand in and inform the Toastmaster and VP Education, otherwise be present at 7:50 pm.

2. During the meeting

* Take control from Toastmaster
* Outline the objectives of the Topics Session
* Invite guests to speak but ensure that they will not be called upon unless they ask to be put on the programme (Sergeant at Arms will provide the list of names)
* Inform those present of the number of replies allowed and time allotted to each reply (First response; 2 minutes, following responses 1 minute each)
* Ensure that all members are given the opportunity to give a first response to a topic
* Control the meeting so that the objectives are met. If there are a small number present more than one response and more that one minute per second response may be allowed. The number of second responses that a member can give may be limited
* At the end of the session, thank all participants and hand control back to the Toastmaster

3. End of the meeting

* Present the award for best first response to a topic.

General Evaluator

The role of the General Evaluator is to take control of the evaluation stage of a meeting. The General Evaluator introduces the speech evaluators and then gives his/her evaluation of the Evaluators and the meeting overall.

1. Before the meeting

* If unable to attend, arrange for stand in and inform the Toastmaster and VP Education; otherwise be present at 7:50pm
* Get agenda details from the VP Education, and note any changes
* Prepare introductions for evaluators

2. At the meeting

* Take control form Toastmaster when called on, following the speeches
* Outline briefly the role of the General Evaluator for the benefit of any guests
* Introduce the speech evaluators, reminding the timer/Lights person about the lights
* Evaluate the speech evaluators
* Evaluate all aspects of the meeting (informing the Timer/Lights person to time General Evaluator)
a. Room set up
b. Presidents introduction
c. Toastmasters control and running of the meeting
d. Topics session
e. Sergeant at Arms welcome

* Comment on what was done well and what might be improved
* Hand control of meeting back to Toastmaster.