1. You have a most challenging and important task. The tone of the meeting is frequently the reflection of the performance of the Chairman in the initial phases of the meeting.
   
   
2. The Chairman must be fully conversant with:
   • The Club Constitution and the Standard Bylaws for Clubs of Toastmasters International (Code 210-C)
   • Guide for Meetings, by N. E. Renton, Law Book Co.
     
     
3. Ensure that you possess these publications. No Toastmasters can fulfill the duties of Chairman without a thorough working knowledge of their content. You are to accept the responsibility of being well informed.
   
   
4. Go to the District web site Member Resources page and print out a copy of the Chairman's typical agenda for a business meeting (also known as the Chairman's cheat sheet.)
   
   
5. Organise your meeting so you know what is going to happen and when. Think ahead and remain calm and assured and make rulings without haste.
   
   
6. Check the program with the V.P.E. before the meeting, announce any changes and keep the program moving according to the scheduled time and allocations.
   
   
7. As Master of Ceremonies for the meeting (outside the business session), you should stand to introduce all assignments. Afterwards acknowledge with a thank you. Do not comment on the content (you should be impartial) or performance of an assignment (the General Evaluator's task).
   
   
8. In the business session, which should be conducted seated, the order of business should be: Apologies, advanced apologies for future meetings, minutes of previous meeting, correspondence and business arising, reports by Officers on their committee activities as required. (Check with each Officer before meeting) President, V.P. Education, V.P.Membership, V.P. Public Relations, Secretary, Treasurer, Sergeant-at-Arms.
   
   
9. Encourage written motions to save time and avoid misinterpretation

For the chairman role, it is handy to have this new Business Session Procedure document (thanks to Sean Wolrige and Lynne Harris!)

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1. The object is to make people LAUGH, with short CLEAN jokes.
   
   
2. It is better to try for 3 quick laughs than to use 1 long story that may fall flat.
   
   
3. Remember the rule of every TV comic - 'Get your first laugh as quickly as possible', so people will know you will be funny.

TOAST

You could well be asked to do a toast at a wedding or other occasion and this is the perfect opportunity to practice such occassions. The toast should be constructed like a mini speech.

1. Select an appropriate person or cause for your toast, remembering that it is not usual to toast things. Give a concise proposal as to why the cause deserves to be toasted.
   
   
2. Ask people to rise, avoiding hackneyed cliches like 'be upstanding'. Rather say something like "please take your glasses and stand with me ....."
   
   
3. Once people are standing, give a clear lead by concisely naming the object of the Toast.

The Table Topics session is aimed at procuring the best of thinking, listening and speaking from the participants, be they members or guests. It represents one of the most valuable, enjoyable and interesting aids to that end, and members always anticipate a stimulating session.

1. The session must be featured by enthusiasm, variety, interest and the presentation of an achievable challenge to each speaker - harder topics to the experienced, easier topics to new members and guests (e.g. hobbies, occupation, local affairs). Read the leaflet "Think Fast! Table Topics Handbook", Code 1315 for ideas of different types of topics sessions that can be presented. Your Club Officers should have a copy available for you. (It is available from District Supplies.)
   
   
2. Selection and presentation of topics will be a rigorous test of your ingenuity and understanding of the principles governing the exercise. While some of the topics may possess a humorous vein, always have topics that are topical or on which Toastmasters could be expected to voice a considered opinion.

   Above all, achieve variety and realism, and remember funny topics don't get funny answers. It is important to play down your own involvement and to make the members shine. It is also a good idea to see if you could answer your topics well yourself.

3. Have your topics in triplicate, and give a copy to each Topic Evaluator before the session. At the start, explain the procedure and objectives of the session, name the Topic Evaluator(s) and explain the timing system.
   
   
4. Select topic speakers with care, attempting to match the subject and degree of difficulty with the background and speaking experience of the speaker. Ensure that any member without a programmed responsibility receives a topic, then those members with the less demanding tasks.

   Only if attendance is very poor should the Chairman, Toastmaster, General Evaluator, Topic Evaluators, Timer and the prepared Speakers be called on to participate. The Timer and Topic Evaluators should always be warned if given a topic. If visitors are present, explain the procedure and objectives of the session. If additional speakers are required, visitors may be asked before the meeting commences if they wish to participate, preference being given to Toastmaster visitors from other Clubs.

5. Announce the name of the person you wish to speak on the topic, then provide a concise and precise enunciation of the topic. The speaker must never be in doubt as to the theme of the topic. If a speaker is to adopt a specific attitude or approach, this must be stated without ambiguity.
   
   
6. Keep the session within the programmed time limit. At its completion, introduce each of the Topic Evaluators, if this is the Club practice. At the end return the conduct of the meeting back to the Chairman.

Table Topics are given in the belief:

1. That the participant has something to say - he or she must attempt to present ideas worth listening to and reflect flexible, adaptive thinking.
   
   
2. That they will help the participant develop presentation skills so as to make the speech effective.
   
   
3. Make a checklist to act as a reminder of possible aspects to evaluate. For example, speaking pace, stance, voice, gestures, body language, nervous mannerisms, eye contact, enthusiasm, conviction, opening view-point, relevance, directness, clarity and organisation of material.
   
   
4. Accept the speaker's point of view and evaluate the degree of effectiveness achieved in procuring audience reaction, especially to the acceptance of that point of view.
   
   
5. Discuss trends amongst the speakers and limit your remarks on individuals to those to whom you can give helpful advice. In order to keep in your time limit, don't discuss the good answers at length. They can be mentioned in passing so that you can devote your remarks to the areas and people where they can do the most good.
   
   
6. In essence try and give one good point and one point for improvement about each speaker.

SPEECH EVALUATOR

A Toastmaster is expected to devote time and effort to the preparation of a prepared speech; it is only reasonable to expect corresponding time and effort expenditure from an evaluator.

Give this time and effort to the study of the evaluator's guide to the speech you are to evaluate. This is to be found in the appropriate Communication and Leadership Manual. Contact the speaker before the meeting to confirm the nature of the speech and whether the speaker wants help in any particular area.

The speaker is obliged to prepare his speech according to the principles given in the manual. It should be evaluated in the light of its purpose, not according to the degree of agreement or disagreement with the evaluator's own ideas or convictions. You are not there to comment on the content of a speech, only on how that content was structured and delivered. When evaluating, you should:

1. Make precise and concise notes during the speech, preferably under headings assembled prior to the meeting. Transfer the most relevant and constructive to the speaker's manual where it says 'What You Should Write'.
   
   
2. Give your evaluation from separate notes, not from the manual, in 2-3 minutes. It should be a speech, not answers to the Guide questions in the Manual.
   
   
3. Give a firm, fair and friendly evalution. The main purpose should be to encourage improvement. Whenever some weakness or deficiency in the delivery or structure of the speech is apparent, be prepared to offer constructive comments as to its rectification.
   
   
4. Remember the rule for a good evaluation - 'Commend, Recommend, Commend'
   
   
5. Not criticise! Only comment on a weakness, fault or error if you can show HOW it could have been overcome or presented better.
   
   
6. State the reason of WHY a speech is good or bad, not simply give a judgement without ground.

1. You have the responsibility of reviewing and assessing the evening's proceedings and members' performances from the time the meeting opens to the time of your evaluation speech.
   
   
2. General Evaluators must be scrupulously fair in their evaluation, giving praise and commendations where deserved, and providing brief comments for corrective measures when warranted.
   
   
3. Attempt to treat all aspects of evaluation while at the same time keeping the time taken within the scheduled time limit.
   
   
4. In most Clubs you will be expected to introduce some or all of:
   • The Topic Evaluators;
   • The Prepared Speech Evaluators;
   • The Grammarian;
   • The Timer; and
   • The Ah Counter
     
     
5. The Parliamentarian followed by your own evaluation of the meeting. You should check on Club practices in this matter, and whether you will do one evaluation or 2 segments.
   
   
6. Remember to analyse the topic and prepared speech evaluators, but DO NOT re-evaluate the topic and main speakers even if they have only received a poor evaluation.
   
   
7. This is a detailed task and to cover it in the scheduled time you have to be concise and precise in what you report. Too many General Evaluators are guilty of exceeding the time imposed, often by breaking the rule of not commenting on items for which specific evaluators are allocated.

Be early. Introduce yourself to each visitor and find out names and background. Make all visitors welcome by introducing them to other members. Try to seat guests next to an experienced member.

During your assignment these pointers may help you:

1. Check the evening's advance program (and acceptances in the CFTM inbox) for members who will be present. Re-check this before the meeting when you are to determine the presence of guests and visitors.
   
2. Before the meeting keep near the desk at the meeting room entrance to identify guests early.
   
3. Ensure enough blank visitor place tags and name badges are available
   
4. Ensure you have the YELLOW visitor packs at the front desk, that include a Toastmaster magazine, membership forms, assorted items, newsletter, and a guide to our meetings.
   
5. Know the membership costs for joining in a particular month (YELLOW visitor pack should have a breakdown in table form)
   
6. Provide a YELLOW visitor pack, agenda, other current material to the guest. Complete a name badge and visitor place tag.
   
7. Try and sit guests near an experienced Toastmaster and introduce them to one another.
   
8. Mention that they are welcome to provide feedback at the end of the meeting during "Visitors comments."

1. Use a form of Introduction which is novel, interesting and provides a glimpse at some facet of the character, achievements, occupation, etc. of the persons being introduced.
   
2. If you make reference to a person's occupation, be certain you have the correct title of his status, position, etc.
   
3. Observe protocol by introducing special guests first, then general visitors. Conclude with a short but enthusiastic welcome.

The primary duty of the Toastmaster is to act as a genial host. It is he or she who establishes and maintains the atmosphere for the prepared speech part of the meeting and carries the responsibility of making it a success or failure. Enthusiasm, earnestness and good humour are to be the keynotes of your task, as well as the following:

1. Preparation is absolutely essential. Few, if any, members can perform this task in an impromptu manner. You should contact all speakers a few days before the meeting to check on details of their speeches, whether there is any special information they want incorporated in their introduction and whether they have special requirements for props or the lectern. Contact the V.P.E. if there is any doubt on a speaker attending.

   Before the Meeting ensure that all appropriate equipment and visual aids are configured and tested!
   
   

2. In introducing the speakers, give each a brief and prestigious introduction finishing with the speech title. A poor introduction can be a deflating experience. The introduction must include the name and nature of the manual assignment being attempted so that the listeners know the purpose of the assignment. The evaluator should be named and the timing mentioned, especially when that is unusual. Introduce the presentation with a warm welcome from the audience.
   
   
3. After the Speaker has concluded, thank the speaker and introduce the next agenda item, don't steal the evaluators thunder!
   
   
4. The prepared (5-7 minute) speeches should all be nominally 6 minute speeches with a small + or -variation. You must be conscious of TIME if there is a full program of speakers. Introductions should be limited to 1 minute per speaker plus 2 minutes at the beginning of the session. Thus a speaker program of four speakers should take 30 minutes for example.

Listen carefully to everything that is said during the meeting. The aim is to test everyone's listening skills by preparing some questions to ask them. The questions can be about what someone said or did, the content of any assignment or what was learnt.

Use your imagination to make the assignment both entertaining and a method of revision of any important things being taught or highlighted by evaluators.

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The object is to 'inspire' by leaving everyone with something to think about. Prepare a brief speech aimed at bringing to members the realisation of a truth or to create within each member a deep-seated acceptance of your thoughts and the desire to live out the principle(s) you place before them. Devise a 'speech' that develops an introduction to capture interest, a body that establishes and consolidates your message, and a conclusion that reaffirms this.

Follow the rule: the shorter the speech, the greater preparation it receives.

1. Check the operation of the stopwatch and the timing unit.
   
   
2. Table Topic speakers are given a 5 second warning with the buzzer as a 'wind-up' signal. Thus for 1 minute topics, buzz at 55 seconds.
   
   
3. For prepared 5-7 minute speakers, operate green light at 5 minutes, amber light at 6 minutes and red light at 7 minutes, each light being left on for 1 minute except the red light which remains on until the speaker has finished.
   
   
4. Adjust times of lights if the Toastmaster nominates a different length for a speech, such that the red light is given at the end of the allocated time..
   
   
5. Provide a time warning all other assignments, including drawing the Chairman's attention to the timing of the Business Session.
   
   
6. Maintain a record of the time taken for all assignments.
   
   
7. In your report only announce the chief offenders as far as under time or over time is concerned. Don't make it a tedious list of the times of all assignments. Rather try and make it an interesting presentation, sticking to your own time limit.

Refer to this document for instructions on your timing for this assignment.

It is important to note that times for each item in the agenda may vary from meeting to meeting! Always aquire the most current agenda from the VPE, and confirm with the Chairman before the meeting.

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The first part of this assignment is to take a word, spelling or displaying it on a sheet of cardboard (or write it on the board) if necessary, and give its meaning and examples for its correct usage. Encourage all members to use the word as often as possible during the meeting, READ OR RECITE (suggested time 1 minute)

• You may read or recite prose or verse.
• Keep any introduction short.
• Concentrate on your 'presentation'.
• Choose a dramatic piece to enable you to experiment with more vocal variety and body language than in normal assignments. Children's stories are an example of such material.

The second part of the assignment demands considerable concentration. You should:

1. Record and report how many times My Word has been used
   
   
2. Record and report on poor use of the English language

1. Maintain a clear and accurate record of each member's grammatical offences.
   
   
2. Don't be backward in suggesting that a member made a certain error. If in doubt, say so, but do not apologise for inadequate knowledge of grammatical forms. In such cases, seek the opinion of other members; it will help everyone.
   
   
3. Listen for incorrect pronunciations, poorly enunciated words, incorrect grammatical forms, poor/faulty selection and use of words or phrases, (ab)use of cliches.
   
   
4. Listen for and comment on interesting turns of phrases, excellent use of words and picturesque or descriptive language.
   
   
5. Summarise and report only the main points from the meeting, keeping within the allowed time.

• Listen carefully for all ungainly and inappropriate 'noises' and 'sounds' such as 'ahs', 'ers' and 'ums'.
• Record how many for each member during the meeting, limiting your report if necessary to the most and the least. An award may be presented to the worst offender.
• It is also appropriate to report on any words used repeatedly by a speaker which are inappropriate, such as starting sentences too often with 'now', 'so', 'and', 'but', 'perhaps', 'thus', etc., or the use of phrases or words such as 'you know' or 'right'.