Newport Center Toastmasters Club 231-F



Table of Contents

TOASTMASTER 2

TOASTMASTER (continued) 3

TOASTMASTER (continued) 4

GRAMMARIAN 5

WIZARD OF AHs 6

JOKEMASTER 6

EDUCATIONAL MINUTE 6

GENERAL EVALUATOR 7

TABLE TOPIC MASTER 8

TABLE TOPIC MASTER (continued) 9

PLEDGE & INVOCATION 10

TOAST 10

BALLOTEER 11

TIMER 12

INDIVIDUAL EVALUATOR 13

HOT SEAT 14

TIMEKEEPER WORKSHEET 16

TIMEKEEPING GUIDELINES (CONTINUED) 17

GRAMMARIAN WORKSHEET 18

GRAMMARIAN WORKSHEET (CONTINUED) 19

BALLOTER TALLY SHEET 20

BALLOTER 21

WIZARD OF AHS 22

TOASTMASTER

Think of yourself as the Chief Executive Officer of the meeting. You are responsible for all aspects of the meeting from planning through implementation. Have fun, but stay on the time schedule!

You should begin preparation for the meeting no later than 5 days prior to the meeting; however, you may want to begin your planning two weeks ahead to be sure your major duties are ready.

You should contact everyone who has a duty, with the exception of the individual evaluators who are the responsibility of the General Evaluator, to be sure they will attend and that they are prepared. Get introductions from the General Evaluator, Table Topics Master and all speakers delivered to you well before the meeting so you have a chance to read them over and feel comfortable.

If any person assigned a duty is not available to attend, the Educational Vice President should be contacted for the name of another person to fill in. Don’t use the Hot Seat until the day of the mtg.

You are responsible for creating the agenda to be used at the meeting and should print enough copies so that each person present has a copy. Check with the General Evaluator to verify which evaluator has been assigned to each speaker, and then list them in that same order on the agenda. If you are unable to create and print the agenda for any reason, contact the EVP to have it done for you.

When introduced by the President, the Toastmaster assumes control of the meeting and is expected to run an efficient, pleasant and timely meeting. The Toastmaster should remember to prepare his/her own introduction and get it to the President before the start of the meeting.

If the president has overlooked welcoming any guests present, make sure you do so now.

Begin by making any opening remarks you feel are timely and will help set the mood for the meeting.

Call upon the Timer, Balloter, Grammarian, and Wizard of ahs, to explain their duties, making sure the Grammarian presents the word of the day at this time.

Introduce the Table Topics Master using the introduction requested from him/her prior to the meeting.

TOASTMASTER (continued)

Remember to give enough information about the person you are introducing to get the audience firmly committed to paying attention to that person. It is a good idea to read the section in your Toastmasters manual dealing with introductions prior to the meeting.

When the Table Topics Master has returned control of the meeting to you make certain that they have called for a Timers report and asked the Grammarian who has used the word of the day (in its proper context), then introduce the speakers.

An important observation in being able to bring the meeting in on time is to realize that speeches don’t just take up the time they are scheduled for – there are other ancillary parts which must be recognized that also should be included in your projections. While a 7 minute speech itself fills up 7 minutes, you must be aware that there is also the time needed to introduce each speaker, time for applause before and after the speech, as well as reiteration of the objectives at the end of each speech, all of which make a 7 minute speech take from 9 to 11 minutes of actual meeting time.

You are responsible to set the order of their presentations. If a speaker is giving an Ice Breaker speech, he/she should be the first speaker. In your introduction, build up the speakers and the speeches as enthusiastically as possible. State which manual the speech is from, the speech number and topic, and read the objectives which are to be accomplished for the speech.

Let the Timer know the timing guidelines before each speech.

Please note that there is a standing club rule which limits speech length to 8 minutes maximum. This rule may be modified, however this motion should be made at least a week before the speech so club members can vote on it, and the VPE and Toastmaster can schedule properly.

TOASTMASTER (continued)

At the end of each speech, read the objectives again so the audience is reminded of what the speaker was trying to achieve in the presentation, and then ask that everyone send a comment to the speaker regarding the presentation.

After all the speeches have been given, call for a Timer’s report to see who is eligible for the Best Speaker award and direct the audience to vote for Best Speaker from those who qualify.

Remind the audience not to vote for Second Best Speaker as that position is automatically given to the speaker who receives the second largest number of votes for best speaker.

Remind the audience to vote for Most Improved Speaker if they feel it applies.

Introduce the General Evaluator using the introduction requested from him/her prior to the meeting.

When the General Evaluator returns control of the meeting to you, be sure that the Grammarian’s report was given and that the audience has been directed to vote for Best Evaluator and additionally for Risk Taker and Spark Plug if it applies.

Call on the Joke Master for the joke of the day.

Make any closing comments you desire to wrap up the meeting while waiting for the ballots to be counted.

After you are presented with the list of award winners, present those awards and return control of the meeting to the President.

(Another suggestion that should be considered for this job description is to have the Toastmaster also obtain a copy of the questions and participants from the Table Topics master ahead of the meeting.)

GRAMMARIAN

As Grammarian, you are responsible for listening carefully to everything said during the meeting and to provide an evaluation to the membership at the end of the meeting.

Watch for misuse of language and verbal crutches, long pauses, etc. Unusual words well used should also be noted and mentioned later during your report as a positive reinforcement.

The Grammarian is responsible for providing the “word of the day” which must be used by every respondent (properly) during the Table Topics portion of the meeting.

It is best to choose a word which is different and unique, and hopefully which lends itself to the theme of the day.

The correct way to provide a “word of the day” is to print it on a surface large enough to be seen by everybody in the room, together with an explanation of what the word means, and how to use it in a sentence. Be sure to show the correct pronunciation of the word in your description posted at the front of the room.

The word of the day must be used in its proper context by each person called upon during the Table Topics portion of the Meeting, in order for them to be eligible for the “Best Table Topics” award. The word also has to be used correctly and not as an opening statement.

At the end of the Table Topics portion, the Table Topics Master will call upon you for a report on who incorporated the word of the day in their presentation.

At this point, your report should only list the eligible participants, and should not include a grammatical evaluation of the meeting up to that point.

Your complete grammatical evaluation will be called for by the General Evaluator during the evaluation of the meeting.

WIZARD OF AHs

The Wizard of Ahs is to listen very carefully for any use of, long pauses, ah’s and um’s, and-ahs, and unusual fill-in words. When these non-words are heard, the wizard is to ring the bell gently to make the speaker aware but not so loud that he/she is interrupted.

The bell is to be used during the complete meeting except during prepared speeches. Speakers have the option of asking the Wizard of Ahs to be included.

After the individual evaluations, the General Evaluator will call on the Wizard for a report on the number of Ahs used by each member.

The Ahs bell is not to be used when guests speak during table topics.

JOKEMASTER

• The Jokemaster is to bring a funny, short, clean, story. S/he is to relate it with the learned skills from the projects given. As a challenge it is preferably to be delivered without reading it. The time is one minute or less.

EDUCATIONAL MINUTE

• Topics that can assist members to improve communication and leadership, in the club, business or socially. It can be a topic familiar to the member, one researched, or one the member has noticed could be improved in the meetings. The time is one minute or less as the title indicates.

GENERAL EVALUATOR

The General Evaluator is responsible for evaluating all portions of the meeting except for the actual speeches. You are to contact the individual evaluators to verify their attendance, and to assign them to specific speakers. This job should begin during the week prior to the meeting so that the individual evaluators have the opportunity to call the speaker they will evaluate and discuss the upcoming presentation.

He/she is to take notes on all parts of the meeting he/she feels were done well, could improve, need immediate change, etc. He/she is to think of the job as an employer evaluating employees -- how he/she would you like to see the jobs run more efficiently?

When introduced by the Toastmaster, he/she will call on the evaluators to give their two minute evaluation of the speaker to whom they were assigned in the same order the Toastmaster assigned the speakers.

When all the evaluations have been rendered, he/she will call for a timer’s report, and then direct the audience to vote for the best evaluator.

He/she is to call on the Grammarian and the Ah counter to give a report on the meeting.

Now it is his/her turn to evaluate the meeting.

Remember, the General Evaluator is not to evaluate the speeches. It is, however appropriate to have comments about the evaluators.

Comments are to include subjects such as the running of the meeting, how did the Toastmaster orchestrate events to stay within time, How did the Table Topics Master handle the job, what can be done in the future to improve meetings, were introductions adequate, etc., and what is appropriate to wind down the meeting in a timely manner.

*The assignment of evaluators to speakers is at the discretion of the General Evaluator. The schedule published by the VP of Education has evaluators assigned sequentially based on alphabetical last name ordering. No significance should be attributed to this default assignment, whereby Evaluator 1 (E1) is assigned to Speaker 1(S1), E2 to S2, etc. The General Evaluator is encouraged to assign evaluators to speakers as he/she chooses.

TABLE TOPIC MASTER

The Table Topics portion of the meeting teaches us to think on our feet and respond appropriately without any advanced notice as to the questions to be posed.

Questions should be formulated around the theme of the day.

The Table Topics Master should prepare questions for all members of the audience prior to the meeting.

As it is difficult to guess how many people will attend a given meeting, it is advisable to prepare more questions than expected to be used. (Be prepared)

Every person who does not have a major duty should be called upon during the Table Topics portion of the meeting. This is the only opportunity that these people will have to speak, and after all, that is why we are all here.

It is up to the Table Topics Master to be sure that everyone has a chance to respond, so it is imperative that the timing guidelines for the day be set to correspond to the turnout for the day.

To illustrate, there are 10 major duties for each meeting that are not eligible to be called upon during Table Topics.(Toastmaster, Table Topics Master, 4 Speakers and 4 Evaluators). All other minor duties (Timer, Balloter, Grammarian, Ah Counter, Pledge and Invocation and Toast, Educational Minute and Jokemaster) should be given an opportunity to respond during Table Topics however, they should be called upon last to be sure everyone else has an opportunity. The General Evaluator is OK to call upon for a question, but only if there is sufficient time, and should be called upon last.

Just prior to the start of the meeting, he/she is to check with the Toastmaster and General Evaluator for any changes in the program to be sure he/she does not call on anybody with a major duty.

If there are any guests, a brief explanation of the purpose of Table Topics is to be given

He/she reminds everybody to use the word of the day in their response.

TABLE TOPIC MASTER (continued)

Guests are given three choices:

1. Take a question

2. Tell the audience about themselves

3. Decline to speak

He/she sets the timing for the day based on the turnout and the speakers.

Normally 40-50-60 seconds should be allowed, however, if more than 23 people are at the meeting, reducing the time to 30-40-50 seconds should be considered.

If the turnout is light (18 or less) increasing the time to 60-70-80 seconds may be considered.

When choosing the next participant, any desired rotation system can be chosen, but sandwiching guests somewhere in the middle of the session is a suggestion.

He/she needs to try to keep the questions concise and to the point. If questions ramble on or are too vague, it confuses the respondents and wastes the time allotted to answer. Questions should be open ended to allow the respondent to elaborate. (Don’t ask Yes / No questions, or questions that require a specific answer, such as who is the President of the United States, but allow an answer that calls for an opinion or point of view.

Each respondent is allowed to refuse to take the first question posed, and may request a different question. Sometimes, we just go blank on a specific subject or question!

After the last eligible person has participated, he/she calls on the Grammarian for a report on who correctly used the word of the day in their response.

He/she calls on the timer for a report on who spoke within the correct time frame.

He/she asks the audience to mark their ballots for the person they feel did the best job with their response and pass them to the Balloter.

He/she makes any comments he/she feels are appropriate.

He/she returns control of the meeting to the Toastmaster.

PLEDGE & INVOCATION

The first order of each meeting.

The President will call on you for your participation.

If there is an invocation, the pledge may be said first. If it is a thought or other choice then the pledge is said first. (Some believe that “God before country” should be observed)

Procedure:

• The invocation should not exceed one minute. This is an opportunity to respect each member’s beliefs and possibly learn about others religious affiliation without an imposition.

• Ask the membership to “rise and face the flag, place your hand over your heart and repeat with me...” I pledge allegiance...

TOAST

1. After the pledge/invocation the President will call for a “Toast of the day”.

2. Your toast to the group should be centered on the theme of the day.

3. The toast should not exceed one minute.

BALLOTEER

4. The balloter is responsible for receiving and counting the votes after each portion of the meeting.

5. Pay attention to the timer as they verify if any speaker is not eligible. Should any votes be cast for a “Best Speaker” or “Best Evaluator” and that person has been disqualified due to timing, then you are to ignore any votes cast for these categories. Should any of these people also be voted for the categories of “Most Improved”, “Risk Taker” or “Spark Plug”, they are still eligible for those categories.

6. The balloter does not vote, unless there is a tie vote in which case the balloter will break the tie. This is to be done by you anonymously.

7. At the conclusion of Table Topics, Prepared Speeches and Evaluations, the person leading each of those sections will ask for a vote to be taken and for the ballots to be passed to you.

8. You are to tally all the ballots and pass the results to the Toastmaster who will present the awards.

9. Whoever gets the second most votes for “Best Speaker: receives the award for “Second Best Speaker”. Should any speakers receive an equal number of most votes, then you break the tie.

10. The awards for “Most Improved Speaker”, “Risk Taker” and “Spark Plug” are only to be given if 5 or more votes for those categories are cast, and any person may receive these awards even if they have been ruled ineligible due to timing problems.

TIMER

11. The timer is responsible for timing the different portions of the meeting (Table Topics, Speeches, Evaluations) and giving a report when called upon.

12. The timer has a system of light with which to let each participant know when he/she has reached the timing goals.

13. When the speaker has reached the minimum time allotted, the timer will turn on the green light.

14. Halfway between the minimum and maximum time allotted, the timer will turn on the yellow light.

15. When the speaker has reached the end of the time, the red light will be turned on.

16. The timer should be sensitive to the location of the timing lights in relation to the speaker. Sometimes the speaker may have a poor line of sight to the timing lights and the timer should attempt to move the lights or hold them up if necessary so that the speaker has a clear look.

17. The timer should take directions from the person running each portion of the meeting in regards to the timing guidelines for that portion.

Depending on the turnout for the meeting, the Table Topics Master may decide to increase or decrease the usual time of 1 minute.

18. Refer to the timing guidelines which should be passed out to you just prior to the start of the meeting for specific timing details, but keep in mind that for Table Topics, Evaluations, and Speakers, each must reach the minimum time required in order to be eligible for an award. In all three categories, an additional 30 seconds is allowed at the end to be qualified. If the speaker goes over this 30 second leeway, that speaker is disqualified.

19. For International and Humorous Speech Contest prepared the speaker is allowed a range of 30 seconds less than the minimum target time and 30 seconds more than the maximum target time.

*Note that there is a standing club rule that limits maximum speech length to 8 minutes.

INDIVIDUAL EVALUATOR

20. The General Evaluator should assign you to a specific speaker well before the meeting so that you have time to contact that person to find out which areas of particular emphasis the speaker would like you to pay attention to. This also gives some insight into the objectives of the speech.

21. Get the manual from the speaker prior to the start of the meeting and read the instructions and objectives which the speaker should achieve with this speech.

22. Read the portion of your Toastmasters manual that deals with how to give an effective evaluation.

23. Pay attention to all aspects of the speaker’s presentation.

24. When called on by the General Evaluator, give a two-minute evaluation.

25. Your comments should be suggestions for improvement rather than strictly negative feedback.

26. Write your comments in the speaker’s manual before you return it.

HOT SEAT

• The HOT SEAT is an experienced club member who has performed all duties within the club at least once. He/She should be prepared to handle any duty on the day of the meeting.

• No advanced warning will be given since he/she is filling in for someone who cannot perform his/her duty on the day of the meeting.

• He/She should prepare his/herself by:

o Familiarizing him/herself with all the major club responsibilities (Toastmaster, Table Topics Master, General Evaluator, and Evaluator) and all the minor club duties (Timer, Balloteer, Grammarian, Wizard of Ahs, Pledge / Invocation, and Toast).

o Prepare a generic introduction that can be used should he/she need to fill in as Toastmaster, Table Topics Master, or General Evaluator.

o Prepare a presentation and an introduction for his/her presentation so that he/she is ready if a Speaker is needed.

o Arrive at the meeting early so that he/she can be ready for any duty.

o The HOT SEAT should make sure that the scheduled Table Topics Master has sent a list of all the questions that have been prepared for the day to the HOT SEAT member at least a day ahead of the meeting so that portion is covered.

SAMPLES OF HANDOUTS

[pic]

The meetings have separate handouts for some duties. Although they are usually provided, they may be printed by the member who will perform that role.

[pic]

TIMEKEEPER WORKSHEET

Today’s Target Time ________

Table Topics Contestant Qualified?

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

____________________________________________ _____________

Prepared Speeches Evaluators

Speaker Target time Actual time Qualified? Evaluator (Time 2 min.) Qualified?

_________________________________ ______________________

_________________________________ ______________________

_________________________________ ______________________

_________________________________ ______________________

(See other side for Timekeeper guidelines and explanations)

TIMEKEEPING GUIDELINES (CONTINUED)

A crucial facet of public speaking is staying within a specific time allotment. To help with this goal, we use a light system. Please use the following criteria while timing today’s meeting. Unless otherwise stated, the timing should start with the first word uttered by the speaker, or 10 seconds after they are introduced.

There are three distinct portions of each meeting that you are responsible for keeping tract of: Table Topics, Prepared Speeches, and Evaluations.

All speakers must speak for the minimum time (until the green light comes on) and have a 30 second leeway after the maximum time in order to be considered for “best” in each category.

If any speaker (Table Topics, Prepared speech, or Evaluator) speaks less than the minimum allotted time, or more than 30 seconds past his/her maximum allotted time, that speaker is disqualified, and ineligible for consideration during voting.

(Turn over for Timekeepers Worksheet)

GRAMMARIAN WORKSHEET

The “Word of the Day” must be used by each respondent in order to be eligible for consideration as Best Table Topics. It must be used properly and not as an opening statement.

Today’s “Word of the Day” is: _____________________________________________

Table Topics Contestant use Word of Day? And’s, verbal crutches

and good words

_______________________ _________ _________________

_______________________ _________ _________________

_______________________ _________ _________________

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At the conclusion of Table Topics, you will be called upon for a Grammarian’s report. At that time you are to list all of the respondents that used the “Word of the Day” as they answered their question.

The balance of your report will be given when you are called upon again towards the end of the meeting and that is when you will expand on misused or inappropriate language, etc. That is also where you should praise any exemplary uses or words that you have heard.

GRAMMARIAN WORKSHEET (CONTINUED)

Prepared Speeches:

Speaker # 1 ______________________________________________________________

______________________________________________________________

Speaker # 2 ______________________________________________________________

______________________________________________________________

Speaker # 3: ______________________________________________________________

______________________________________________________________

Speaker # 4 ______________________________________________________________

______________________________________________________________

Evaluators:

Evaluator # 1 ______________________________________________________________

______________________________________________________________

Evaluator # 2 ______________________________________________________________

______________________________________________________________

Evaluator # 3 ______________________________________________________________

______________________________________________________________

Evaluator # 4 ______________________________________________________________

______________________________________________________________

BALLOTER TALLY SHEET

Only participants who spoke within the time frames allotted for their portion are eligible for voting as Best, 2nd Best, or Most Improved categories, however they may still be considered for the Risk Taker or Spark Plug category.

Reminder!

The winner is the speaker who gets the most votes. 2nd Best is automatically given to the speaker who gets the 2nd highest number of Best Speaker votes.

Speakers: Votes Most Improved Speaker:

______________________ ____________ (Must have at least 5 votes)

______________________ ____________ _______________________ _________

______________________ ____________ _______________________ _________

______________________ ____________ _______________________ _________

Everyone is eligible for consideration as “Spark Plug of the Day” and “Risk Taker”. There must be at least 5 votes cast in each category for these awards to be given out at any meeting, with the person receiving the highest number of votes be the winner.

BALLOTER

Today’s date: _________________

Tabulate votes on the other side

• The duty of the Balloteer is to receive and tabulate the votes at the conclusion of Table Topics, Prepared Speeches and Evaluations.

• The Balloteer gives these results to the Toastmaster as soon as possible.

• The Balloteer does not vote unless there is a tie, and then he/she must cast a vote to break that tie. In the event one of the prepared speakers receives all the votes possible (thereby creating a tie for 2nd Best Speaker), the Balloteer will cast his/her vote to determine which speaker will be selected as 2nd Best for the day.

Today’s Winners . . . .

Best Table Topics: __________________________________

Spark plug of the Day: _______________________________________

Risk Taker: __________________________________

Most Improved Speaker: __________________________________

Best Evaluator: __________________________________

Second Best Speaker __________________________________

Best Speaker: __________________________________

Toastmaster! Please pass these results to the club Secretary after you announce the winners to help keep our records correct.

WIZARD OF AHS

Wizard: Date:

| |Name |AH's |UM's |Repeated |Unnecessary |Habits |

| | | | |Words |Words | |

|1 | | | | | | |

|2 | | | | | | |

|3 | | | | | | |

|4 | | | | | | |

|5 | | | | | | |

|6 | | | | | | |

|7 | | | | | | |

|8 | | | | | | |

|9 | | | | | | |

|10 | | | | | | |

|11 | | | | | | |

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|16 | | | | | | |

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2012

Newport Center Toastmasters Club 231-F

Red Light

Tells the speaker that his/her allotted time has expired and he/she only has 30 seconds left.

Yellow Light

Turn on halfway between the green and the red light.

Green Light

Tells the speaker that he/she has reached the minimum time necessary, and may now “wrap up”…

Evaluators

Evaluations are fixed at 2 minutes and the following guidelines are used:

Green light at 1 min.30 sec

Yellow light at 1 min. 45 sec

Red light at 2 minutes

Table Topics

The Table Topics Master will decide on the timing for that portion depending on attendance. A normal turnout may have a 1 1/2 minute response, but a heavy attendance may necessitate a one minute answer.

1 minute 1 1/2 minutes

Green light at 40 seconds 1 minute

Yellow light at 50 seconds 1 min.15 sec.

Red light at 60 seconds 1 min 30 sec.

Prepared Speeches

Each speaker will have a different timing requirement listed for the speech he/she is giving. The Toastmaster should announce that time as he/she is introducing the speaker. Following are some examples for when the lights should be turned on during a specific speech:

Speech Time Green Light Yellow Light Red Light

4 to 6 minutes 4 minutes 5 minutes 6 minutes

5 to 7 minutes 5 minutes 6 minutes 7 minutes

6 to 8 minutes 6 minutes 7 minutes 8 minutes

Evaluators: # of Votes

Table Topics: # of Votes

Spark plug: # of Votes

Spark plug: # of Votes

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